Privacy Policy

Our Commitment to Privacy

At Undefeeted Podiatry, we understand that your personal and health information is private and confidential. Protecting your privacy is an essential part of providing safe, professional and ethical healthcare.

We are committed to collecting, using, storing and protecting your personal information responsibly and in accordance with applicable Australian privacy legislation, including the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and the Health Records Act 2001 (Vic).

This Privacy Policy explains how we manage your personal information and your rights in relation to that information.

What Information We Collect

To provide safe, effective and coordinated healthcare, we may collect the following information:

Personal Information

• Full name
• Date of birth
• Residential and postal address
• Telephone number(s)
• Email address
• Emergency contact details

Health Information

• Medical history
• Current medications
• Allergies
• Referral letters
• Diagnostic imaging and pathology reports
• Clinical assessments
• Treatment records
• Progress notes
• Outcome measures
• Photographs or videos, where consent has been provided

Administrative Information

• Medicare details
• Department of Veterans' Affairs (DVA) information
• NDIS information, where applicable
• WorkCover or TAC claim details
• Private health insurance information
• Appointment history
• Billing and payment information

We only collect information that is reasonably necessary to provide healthcare services and meet our legal and professional obligations.

How We Collect Your Information

We generally collect information directly from you when you:

• Complete a New Patient Registration Form.
• Attend an appointment.
• Contact us by telephone, email or SMS.
• Book appointments online.
• Complete questionnaires or outcome measures.

With your consent, we may also collect information from:

• Your General Practitioner (GP)
• Medical specialists
• Allied health professionals
• Hospitals
• Support Coordinators
• Home Care Providers
• Family members or carers
• Other healthcare providers involved in your care

Why We Collect Your Information

We collect your information so we can:

• Provide safe and effective podiatry services.
• Assess, diagnose and treat your condition.
• Coordinate your care with other healthcare providers.
• Communicate with you regarding your healthcare.
• Process Medicare, DVA, NDIS, WorkCover, TAC and private health insurance claims.
• Manage appointments and send appointment reminders.
• Meet our legal, professional and regulatory obligations.
• Improve the quality and safety of our services.

Who We May Share Your Information With

Your information will only be shared where necessary to provide your healthcare, where you have provided consent, or where disclosure is authorised or required by law.

With your consent, we may share information with:

• General Practitioners
• Medical Specialists
• Allied Health Professionals
• Hospitals
• NDIS Support Coordinators
• Plan Managers
• Residential Aged Care Providers
• Home Care Providers
• Family members or carers authorised by you

We may also disclose information without consent where required or authorised by law, including:

• Mandatory reporting obligations.
• Court or tribunal orders.
• Serious threats to life, health or safety.
• Government agencies where legally required.
• Medicare compliance and funding audits.

Appointment Reminders & Communication

To assist in managing your healthcare, Undefeeted Podiatry may contact you using:

• SMS
• Email
• Telephone
• Voicemail
• Online patient portals
• Appointment confirmation and reminder systems

These communications may include appointment reminders, treatment recommendations, clinical follow-up, account information and other administrative updates relating to your care.

How We Protect Your Information

Protecting your information is a priority.

We use a range of physical, electronic and administrative safeguards to help keep your information secure, including:

• Secure clinical software.
• Password-protected systems.
• Multi-factor authentication.
• Encrypted cloud-based storage.
• Secure system backups.
• Role-based staff access.
• Secure disposal of confidential documents.
• Ongoing staff privacy and confidentiality training.

Only authorised members of our team are permitted to access information necessary to perform their role.

Accessing or Correcting Your Information

You have the right to request access to the personal information we hold about you.

If you believe any information is inaccurate, incomplete or out of date, you may request that it be corrected.

Requests should be directed to the Clinic Director.

Reasonable administrative fees may apply where extensive retrieval or copying of records is required.

Website Privacy

When you visit our website, limited information such as website usage statistics and cookies may be collected to improve website functionality and user experience.

Cookies generally do not identify individual users.

You can adjust your browser settings if you wish to limit or disable cookies.

Marketing Communications

From time to time, we may send information about services, promotions or educational content where permitted by law or where you have provided your consent.

You may opt out of receiving marketing communications at any time.

This does not affect essential healthcare communications such as appointment reminders, recalls or treatment-related correspondence.

Privacy Concerns & Complaints

Undefeeted Podiatry takes privacy concerns seriously and is committed to resolving complaints fairly, respectfully and in a timely manner.

If you have concerns about how your personal information has been collected, used, stored or disclosed, we encourage you to contact the Clinic Director in the first instance so we have the opportunity to investigate and resolve the matter.

Privacy concerns will be managed in accordance with our Complaints & Feedback Policy, which outlines our complaint handling process and expected response timeframes.

If you are not satisfied with our response, you may contact the:

Office of the Australian Information Commissioner (OAIC)

Website: www.oaic.gov.au

Phone: 1300 363 992

Victorian patients may also contact the Health Complaints Commissioner where appropriate.

Related Policies

This Privacy Policy should be read alongside the following Undefeeted Podiatry policies:

• Information Management & Privacy Policy
• Complaints & Feedback Policy
• Third Party Consent Policy
• Communication with Clients & Third Parties Policy
• Report Writing & Clinical Notes Policy
• Respectful Behaviour & Safety Policy
• Cancellation & Appointment Policy

Changes to this Policy

This Privacy Policy may be updated from time to time to reflect changes in legislation, technology or our business practices.

The most current version will always be available on our website and can be provided upon request.

Contact Us

If you have any questions regarding this Privacy Policy or the way your personal information is managed, please contact: