Introduction
Health Watch Australia (HWA) is committed to providing quality healthcare to its patients. This privacy policy provides information on how your personal information is collected and used within our organisation. This information may include your personal details as well as your health and medical information.
As a matter of reference, our protocol for collecting personal details and medical records is in accordance with the Health Records Act 2001 (HR Act) and the guidelines of the office of the Health Complaints Commissioner (HCC). The HCC handles complaints about the management of health information under the Health Records Act 2001 (HR Act) which includes collection, use, disclosure and access to health information. The HR Act establishes Health Privacy Principles (HPPs) that apply to health information collected and handled in Victoria. Further information about the HR Act is available at the following link: hcc.vic.gov.au/providers/health-records-providers
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/
What Personal Information we may collect, why we collect it and how we collect it
Personal information is information that identifies an individual. Examples of Personal Information we collect include:
- Name
- Date of birth
- Mobile number
- Medicare number/IHI or address
- Gender
- Partial personal medical history
When you register for one of our health services, whether it be a vaccination, a health check or a consultation, you are providing consent to our organisation to access and use your personal information in order to provide you with the best possible healthcare. This information is collected for the primary purpose of providing our health care services to you. We would only use this information for secondary purposes in circumstances where you would reasonably expect such use or disclosure. For instance, it is mandatory to upload vaccinations to AIR (Australian Immunisation Register). To do this, we need to provide your details so that the vaccination can be added to your Immunisation record.
When we collect personal information from you during a vaccination session, the information we collect is securely stored on our third-party providers database (Fluger). The Fluger database is password protected, ISO 27001 certified and IRAP storage compliant with all data being stored in Victoria, Australia.
HWA does not use your personal information for any marketing purposes, including marketing any of our goods or services directly to you.
Upon request, we may provide de-identified data to your organisations for reporting and billing purposes only. The information is secure as patients and participants cannot be identified by the data that is provided and all information provided is stored within Australia.
Personal information can be collected in a number of ways, including the completion of an online booking form, filling in the patient walk-in form, face to face or by telephone.
Sensitive Information
Sensitive information defined in the Privacy Act includes information that may include an individual’s racial or ethnic origin or health information.
Sensitive information will only be used in the following circumstances:
- For the primary purpose for which it was obtained
- For a secondary purpose that is directly related to the primary purpose
- With your consent
- Where it is required or authorised by law.
Third Parties
Where reasonable and practical to do so, we will only collect personal information from you that is relevant to our services. Personal information may also be collected from a parent, guardian or authorised representative.
Mandatory Reporting
Under the Australian Immunisation Register Act 2015, it is mandatory for all vaccination providers to report the administration of COVID-19, influenza, NIP and Japanese encephalitis virus (JEV) vaccines to AIR.
More information about the register can be found on The Department of Health’s website.
Disclosure of Personal Information
Your personal information may be disclosed in a number of circumstances including the following:
- Third parties where you consent in writing to the use or disclosure of your information
- Third parties who work with our organisation for business purposes, such as accreditation agencies or information technology providers. These third parties are required to comply with APPs and this policy.
- When it is required or authorised by law (e.g.: court subpoenas).
- When it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or the health or safety of the public, and it is impractical to obtain the patient’s consent.
- To assist in locating a missing person.
- To establish, exercise or defend an equitable claim.
- For the purpose of confidential dispute resolution process.
- When there is a statutory requirement to share certain personal information (e.g.: mandatory of vaccination reporting to the Australian Immunisation Register AIR).
Security of Personal Information
Your information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure. We use an electronic format, in protected information systems or in hard copy format in a secured environment to protect your information. We also use secure passwords to access personal data. All of our staff sign a confidentiality agreement before they start their employment with us.
When your personal information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify it. However, most of your information is or will be stored in protected databased which will be kept by us for a minimum of 7 years.
Access to your Personal Information
You may access the Personal Information we hold about you and update and/or correct it, subject to certain exceptions. If you wish to access your personal information, please contact us in writing. Health Watch Australia will not charge any fee for your access request. In order to protect your personal information, we require identification from you before releasing the requested information.
Maintaining the Quality of your Personal Information
It is an important to us that your health information is up to date. We will take reasonable steps to ensure that all information is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
Policy Updates
This Policy may change from time to time and is available on our website.
Privacy Policy Complaints and Enquiries
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve it in accordance with our resolution procedure.
You may contact our Program Manager via email at info@healthwatch.com.au or call 9568 7377 to speak to one of our team. The Manager will endeavor to respond to your complaint within 7 days.
You may also contact your organisation’s Health and Wellbeing team or the OAIC. Generally, the OAIC will require you to give them time to respond before they will investigate. For further information visit www.oaic.gov.au or call the OAIC in Victoria on 1300 363 992
For any further queries or complaints about our Privacy Policy, please contact us at:
Health Watch Australia
Level 1, 28 Hanover Street
Oakleigh, VIC, 3166
