Privacy Policy

Last Updated: 08 November 2024

1. Introduction

PhysioChoice Pty, Ltd. ABN 68 114 601 204 ("we," "our," or "us") is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, disclose, and protect your personal information through our practice management and booking system ("the System").

2. Scope

This Privacy Policy applies to:

All users of the System
Information collected through our website and booking platform
Data shared with healthcare providers through the System
Integration with Medicare and private health insurance providers

3. Types of Information We Collect

3.1 Personal Information

Full name and title
Date of birth
Contact details (phone, email, address)
Medicare number and reference number
Private health insurance details
Emergency contact information
Payment information

3.2 Sensitive Information

Health information and medical history
Injury details and treatment notes
Referral information
Treatment preferences
Clinical documentation
Appointment history

3.3 Technical Information

IP address
Browser type and version
Device information
Login times and duration
Booking patterns and preferences
System usage statistics

4. How We Collect Information

We collect information:

Directly from you during registration
Through your use of the System
From healthcare providers using the System
Via Medicare and health insurance integrations
Through secure payment processing
Via system analytics and logs

5. Purpose of Collection

We collect and use your information to:

Facilitate appointment bookings
Process payments and insurance claims
Communicate appointment reminders
Maintain accurate healthcare records
Comply with legal and regulatory requirements
Improve our services
Protect against fraud and unauthorized access
Generate de-identified statistical data

6. Storage and Security

6.1 Data Storage

All data is stored in Australia
Regular security audits are conducted
Encryption at rest and in transit
Regular backup procedures
Disaster recovery protocols

6.2 Security Measures

Multi-factor authentication
Role-based access control
Audit logging and monitoring
Regular security updates
Staff training and security policies
Incident response procedures

6.3 Data Retention

Active accounts: Data retained while account is active
Medical records: Retained for 7 years (or as required by law)
Payment information: Retained as required for financial regulations
System logs: Retained for 12 months

7. Disclosure of Information

7.1 We Share Information With:

Healthcare providers you book appointments with
Medicare and private health insurers (with consent)
Payment processors
System maintenance providers
Legal and regulatory authorities (when required)

7.2 We Do Not:

Sell your personal information
Share information for marketing purposes
Disclose information to overseas recipients (except with explicit consent)
Release information to unauthorized third parties

8. Access and Correction

You have the right to:

Access your personal information
Request corrections to your information
Obtain copies of your records
Lodge a complaint about privacy concerns

Requests should be made in writing to [email protected].

9. Medicare and Healthcare Identifiers

We comply with:

Healthcare Identifiers Act 2010
Medicare Requirements
PCEHR/My Health Record requirements

Your healthcare identifiers are:

Stored securely
Used only for approved purposes
Protected from unauthorized access

10. Data Breaches

In the event of a data breach:

We will assess the risk of harm
Notify affected individuals if required
Report to the Office of the Australian Information Commissioner if necessary
Take steps to prevent future breaches

11. Analytics and Cookies

We use:

Session cookies for system functionality
Analytics tools for system improvement
Security monitoring tools

12. Children's Privacy

We:

Require parental consent for users under 18
Collect only necessary information from minors
Provide additional protection for children's data
Allow parents to access and control their children's information

13. Changes to This Policy

We may update this Privacy Policy:

To reflect system changes
To comply with new regulations
To improve privacy protections

Changes will be:

Posted on our website
Notified via email for significant changes
Effective 30 days after posting

14. Complaints and Contact Information

14.1 Privacy Complaints

Contact our Privacy Officer at [contact details]
We will respond within 30 days
If unsatisfied, you may contact the OAIC

14.2 Regulatory Contacts

Office of the Australian Information Commissioner Website: www.oaic.gov.au Phone: 1300 363 992

15. Specific Rights and Choices