Privacy Policy

Information We Collect:

 

Personal Information

When you engage with our services, we gather identifying details such as your name, gender, date of birth, contact information (such as phone number or email address), and residential address. We may also collect:​

• Emergency contact details

• Medicare number and private health insurance details

• Payment and billing information

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Health Information

In providing healthcare services, we collect information regarding medical history, current health conditions, and medication records. We may also collect information regarding to:​

• Treatment notes and clinical observations

• Test results and diagnostic information

• Appointment history and treatment plans

• Referral information from and to other healthcare providers

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Technical Information

When engaging with us online, we may collect usage data of the online booking system, communication and marketing preferences, and appointment reminders and confirmation records​

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How We Use Your Information​:

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The information we hold about you enables us to deliver safe and appropriate healthcare. Specifically, it allows us to record and update your clinical history, liaise with other practitioners involved in your care, manage claims through Medicare and private health insurers, bill appropriately, arrange appointments and reminders, fulfil professional and legal requirements, and continually evaluate and improve the services we provide.

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Information Sharing:

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When We May Share Your Information

We may share your personal or health information with:

• Other healthcare providers involved in your care (with your consent)

• Your private health insurer for claims processing

• Medicare Australia for billing purposes

• Pathology and radiology providers for diagnostic testing

• Specialists for referral and consultation purposes

• Emergency services if required for urgent care

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Legal Requirements

In certain circumstances, we are legally obligated to disclose personal or health information. This may occur in response to a lawful direction such as a court order or subpoena, to fulfil statutory public health reporting duties, to cooperate with child protection or safeguarding authorities, or to meet obligations under workers’ compensation legislation.

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Your Rights:

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You have the right to:

• Access your health records

• Request amendments to correct incomplete or inaccurate details

• Withdraw consent for particular uses or disclosures of information

• Request limits on how certain information is managed or shared

• Receive a copy of this Privacy Policy upon request

• Make a complaint if you believe your privacy has been compromised

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Data Security:

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How We Protect Your Information

We take the security of your information seriously and employ a combination of electronic, physical, and procedural safeguards, including:

• Secure practice management software (Cliniko) for health records

• Password-protected access with staff authentication protocols

• Encrypted data storage and routine backups

• Confidentiality training for all staff and practitioners

• Locked storage for any physical records

• Secure destruction or shredding of documents when no longer required

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Cloud Storage

Your information is stored in Cliniko’s secure cloud-based system, which complies with Australian privacy laws and healthcare standards.

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Retention of Records:

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Health records are retained in line with professional, legal, and insurance obligations. In most cases, records for all patients are kept for at least seven (7) years following the last appointment, though certain circumstances may require longer retention as mandated by law.

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Third-Party Services:

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Cliniko Practice Management System:

• Used for appointments, patient records, and billing. Cliniko adheres to strict privacy and security standards and does not use your information for any purpose beyond practice management.

 

Online Booking System:

• Information is transmitted securely through encrypted connections.

 

Communication Services:

• We may use secure electronic messaging for reminders and follow-ups. You may opt out of electronic communications at any time.

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Marketing & Communications:

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Appointment Reminders:

• Sent via SMS, email, or phone unless you opt out.

 

Health Information:

• We may send occasional updates or general health information. You can unsubscribe at any time.

 

No Third-Party Marketing:

• We do not sell, rent, or disclose your information to third parties for marketing purposes.

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Overseas Disclosure:

 

Some of our service providers such as Cliniko may store or process information outside Australia, including secure cloud backup services. Any overseas transfers are managed in compliance with the Australian Privacy Principles and include safeguards to protect your information.

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Changes to this Policy:

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This Privacy Policy may be updated periodically to reflect changes in law or practice operations. If significant updates occur, we will notify patients through our website, in-practice notices, or direct communication.

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Contact Information:

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Practice Details
Dr. Nathen Polemikos (Traditional Chinese Medicine)
35 Were Street, Montmorency, VIC, 3094

Phone: 0435 439 879
Email: drnathenpolemikos@gmail.com
Website: drnathenpolemikostcm.com

 

Privacy Officer
Name: Nathen Polemikos
Email: drnathenpolemikos@gmail.com

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Making a Complaint:

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If you have concerns about how we handle your information:

• Internal Complaints: Please contact our Privacy Officer in the first instance.

• External Complaints: You may contact the Office of the Australian Information Commissioner (OAIC):

  • Phone: 1300 363 992

  • Website: www.oaic.gov.au

  • Email: enquiries@oaic.gov.au

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You may also contact relevant professional registration boards, including:

• AHPRA: www.ahpra.gov.au

• State Health Complaints Commissioners

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Consent:

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By providing your personal information and engaging our services, you agree to the collection, use, and disclosure of your information as outlined in this Privacy Policy. You may withdraw your consent at any time; however, this may limit our ability to provide some services.

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This Privacy Policy should be read together with our Terms and Conditions of Service.