Define Dermatology Aesthetics is committed to best practice in the management of the information we collect. We have developed this policy to protect patient privacy and to comply with the Privacy Act 1988 (Cth) (‘the Privacy Act’).
This policy outlines:
The kinds of personal information we collect and hold, which, as a dermatology and aesthetics practice, will often include ‘health information’ under the Privacy Act.
How we collect and store personal information.
The purposes for which we collect, hold, use, and disclose personal information.
How you may access your personal information and request a correction.
How to make a complaint about a breach of the Australian Privacy Principles, and how we will handle such a complaint.
Whether we are likely to disclose personal information to overseas recipients.
We may collect and hold the following types of information:
Name, address, date of birth, email, and contact details.
Medicare number, DVA number, and other government identifiers (not used for our own internal identification).
Health information relevant to your care, including:
Medical and aesthetic consultation notes, symptoms, diagnoses, and treatment plans.
Specialist reports, pathology results, skin biopsy reports, imaging and diagnostic results.
Details of dermatology or aesthetic procedures performed.
Appointment history and billing records.
Medication history, prescriptions, and pharmaceutical purchases.
Relevant skin condition photographs (with consent).
Relevant genetic or family history information.
Information you provide about lifestyle, skin care use, or preferences relevant to treatment.
Any other information (such as ethnicity or religion) that is collected by a health service provider when necessary for your care.
We usually collect your personal information:
Directly from you, during consultations, phone calls, emails, online forms, or registration documents.
From a person responsible for you (such as a parent, carer, or legal guardian).
From other sources, where permitted by law, including:
Other treating practitioners (e.g., your GP or specialist).
Pathology labs, diagnostic centres, hospitals, pharmacies.
The My Health Record system.
Secure electronic prescription services.
Medicare, your private health insurer, or the Pharmaceutical Benefits Scheme.
Your personal information may be used or disclosed:
To provide dermatology and aesthetic services to you.
To communicate with you regarding your care, treatments, or follow-up.
To consult with other clinicians involved in your healthcare.
To obtain and analyse test and biopsy results.
To maintain accurate medical records for your ongoing treatment.
For billing, payment processing, health fund claims, accounts management, and IT system support.
To comply with legislative requirements (e.g., mandatory reporting of certain conditions, child protection laws).
If you have a My Health Record, to upload or download clinical information.
For secure electronic transfer of prescriptions and results.
To liaise with insurers, government agencies (e.g., Medicare, DVA), and relevant regulatory bodies.
You have the right to request access to, and correction of, personal information we hold about you.
To make a request, please contact our clinic directly (see Contact Details below). We aim to respond within 30 days.
We take every reasonable step to protect your data from loss, misuse, or unauthorised access, including:
Secure physical and electronic storage of records.
Password-protected systems and access controls.
Staff training on privacy obligations.
Ongoing review of information security measures.
If you have a privacy-related query or wish to make a complaint about the handling of your personal information, please contact us in writing (see Contact Details below).
We will normally respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):
Phone: 1300 363 992
Website: www.oaic.gov.au
Under the Privacy Act, you have the option to remain anonymous or use a pseudonym when engaging with us, except where impractical (e.g., for medical treatment, legal compliance, or billing through Medicare/private health). As a healthcare provider, we generally require your real name to deliver services.
We may need to disclose your personal information to:
Overseas-based medical specialists or clinics (for second opinions or treatment coordination).
Transcription or medical imaging review services located overseas.
Overseas-based secure cloud storage providers.
Any overseas party you authorise us to share information with.
We may update this policy from time to time to reflect new laws, technologies, or operational needs. The latest version will always be available on our website.
For information about privacy when using our website, please refer to our online Privacy page.
Define Dermatology Aesthetics
Phone: 1300 031 614
Address: 6/33-37 Duerdin Street, Notting Hill VIC 3168
