Privacy
Policy.

1. About this policy

Illawarra Vein Clinic (IVC) is a healthcare provider. As a health service provider, IVC is bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) in full — the Privacy Act's small business exemption does not apply to us, regardless of practice size or turnover, because we hold health information.

Health information is defined by the Act as "sensitive information" and attracts a higher standard of protection than ordinary personal information.

2. What personal information we collect

• Name, date of birth, address, email and phone number
• Medicare number and DVA number, where applicable
• Medical and family history, symptoms, examination findings and diagnosis
• Vascular ultrasound (duplex) images and clips, and clinical photography/video taken during consultation or treatment
• Correspondence with your referring or treating GP, and other treating practitioners
• Appointment, billing and payment records (card-on-file transactions are processed by our payment provider; IVC does not store full card numbers)

3. How we collect it

Primarily directly from you: online booking and intake (Halaxy), consultation, examination and ultrasound. We may also receive information from your GP, other treating practitioners, diagnostic imaging providers, Medicare, DVA or your health fund, where the law permits.

4. Why we collect, hold, use and disclose it

• To provide your clinical care, including diagnosis, treatment planning and follow-up
• To send your diagnostic findings and proposed treatment plan to your nominated GP, consistent with recognised phlebology practice standards
• To process Medicare/DVA claims and payments
• To communicate with you about appointments, results and treatment
• To meet legal obligations (e.g. mandatory notification requirements, retention of records)
• To manage clinical incidents and quality improvement

We do not use your information for direct marketing without your consent, and we do not sell your information.

5. Consent for clinical images

Ultrasound images and any clinical photography/video are taken and stored as part of your clinical record for diagnostic and treatment purposes. Consent for this is obtained separately from your general treatment consent, and is documented at the time. IVC does not use identifiable patient images for marketing, and does not publish before/after images or outcome testimonials, consistent with Ahpra's advertising requirements.

6. How we hold and protect your information

• Records are held electronically in an encrypted, cloud-hosted clinical system (Halaxy); IVC does not retain paper records
• As a solo practice, clinical record access is restricted to your treating clinician
• Reasonable technical and administrative safeguards are maintained by IVC and its software providers
• No method of electronic transmission or storage is completely secure; information you send online or by email is at your own risk

7. Data breach response

IVC has a data breach response process aligned with the Office of the Australian Information Commissioner's (OAIC) Notifiable Data Breaches (NDB) scheme. If a breach is likely to result in serious harm to affected individuals, we will assess it promptly, notify affected patients and, where required, notify the OAIC.

8. Access and correction

You may request access to, or correction of, your personal information by contacting us at illawarraveinclinic@gmail.com. We will respond within 30 days. A reasonable fee may apply to cover the cost of providing copies of records.

9. Overseas disclosure

IVC does not routinely disclose personal information to recipients outside Australia. If this becomes necessary, we will seek your consent first, where practicable, and take reasonable steps to ensure the overseas recipient handles it consistently with the APPs.

10. Complaints

Privacy complaints (how we've handled your information): contact us in writing at illawarraveinclinic@gmail.com. If unresolved, you may complain to the OAIC: https://www.oaic.gov.au/individuals/how-do-i-make-a-privacy-complaint

Clinical care complaints: may be raised with us directly, or with the Health Care Complaints Commission (HCCC) NSW or the Australian Health Practitioner Regulation Agency (Ahpra), as appropriate.

11. Contact

Illawarra Vein Clinic
Email: illawarraveinclinic@gmail.com

This policy is reviewed periodically and may be updated to reflect changes in law or our practices. The current version is always available on this website.