Clinic Privacy Policy

Collection of Personal Information

By registering as a patient at our clinic, you are giving permission for our practitioners and staff to access and use your personal information to deliver the highest standard of care. Access is limited to team members who need your information to support your treatment. If your information is needed for any other purpose, we will ask for your further consent.

We collect personal information that is necessary to provide you with high-quality healthcare services. This may include:

• Full name, date of birth, address, and contact details

• Medical history, medications, allergies, social history, family history, risk factors and other health-related information

• Health fund details (if applicable)

• Appointment and billing information

We collect this information directly from you or, when necessary, from other healthcare providers with your consent. We collect this information so we can provide safe, effective and appropriate healthcare services and manage your treatment. If you choose not to provide certain information, we may be unable to deliver care or make informed clinical decisions about your health.

How is your personal information collected?

Our clinic gathers your personal information in a variety of ways.

• When you book your first appointment, our staff will collect your personal and demographic details through the registration process.

• Additional personal information may be collected as we provide ongoing medical care. This can include information shared through communication with your GP, specialist or other allied health specialists.

• We may also collect information when you contact us—whether through our website, email, SMS, phone calls, online booking systems, or social media.

In some cases, it may be necessary to obtain information from other sources when it’s not practical to get it directly from you. This might include:

• Your guardian or carer

• Pathology and diagnostic imaging which have been ordered directly through the clinic

• In emergency situations, we may also collect information from your family members or close contacts

Why do we collect, use, store, and share your personal information?

We collect your personal information primarily to deliver healthcare services to you. The main reason we use, retain, and share this information is to support your ongoing health management. We may also use it for related administrative functions, such as processing payments and claims, conducting audits and accreditation, and managing internal operations like staff training.

Your personal information is used to:

• Provide you with appropriate healthcare services

• Communicate with you regarding your care

• Process payments and manage billing

• Comply with legal and regulatory obligations

• Improve our services through quality assurance activities

We may disclose your information to:

• Other healthcare professionals involved in your care

• Health insurance providers for billing purposes

• Regulatory bodies as required by law

• Third-party service providers who assist in our operations (e.g., IT support), ensuring they comply with APPs and this policy

• Help locate a missing person

• Establish, exercise, or defend a legal or equitable claim

• When it's necessary to reduce or prevent a serious threat to your life, health, or safety, or to public health or safety, and it's not practical to get your consent

• As part of a confidential dispute resolution process

• When we are legally required to disclose certain information (e.g. court subpoenas, mandatory reporting of specific diseases)

• If our business undergoes a change in ownership or structure (e.g., through a merger, sale, or transfer of assets), your information may be transferred to the new owner under strict confidentiality terms. Any disclosure in such cases would be made in good faith and only where required by law or necessary for legitimate operational reasons.

Access to your personal information is limited to those who need it for your care. Apart from what’s outlined in this policy or required for your treatment, we will not share your information with third parties without your permission.

Some of our systems and service providers (such as secure cloud-based practice management software, payment processors, or website platforms) may store or process information outside Victoria or Australia.

Where this occurs, we take reasonable steps to ensure these providers meet privacy and security standards comparable to Australian law, or we obtain your consent where required.  We will not use your personal information for direct marketing of our services unless you have given clear permission. If you do choose to receive marketing, you can opt out at any time by letting us know in writing.

We may also use your information to help improve our services by conducting research and analysing de-identified patient case studies, always in line with privacy obligations.

When we share information, we only disclose the minimum amount necessary for the specific purpose, and only to those directly involved in your care or as required by law.

How is your personal information stored and protected?

Your personal information may be stored in different formats at our clinic, including electronic files, paper documents, and visual materials such as photographs.

We take your privacy seriously and store all information securely using password-protected electronic systems. Access to your personal information is limited to clinical and administrative staff whose roles are directly related to your care. All staff members are bound by a strict confidentiality agreement.

Access to your personal and health information is limited to authorised clinical and administrative staff on a strictly need-to-know basis. We apply the principle of minimum necessary access, meaning staff only view the information required to perform their role in supporting your care and clinic operations. Administrative staff may access your health information when necessary—for instance, to respond to your questions (e.g., confirming the date of a referral or prescription renewal), to pass on investigation results if you choose not to receive them in person, or to assist other healthcare providers like specialists or GPs who require specific details for your ongoing care. They may also access your records to manage documentation efficiently, such as scanning reports into your file.

By providing consent to Heidi Currington Acupuncture & Chinese Medicine to collect and access your information, you also agree that your information may be shared within our multidisciplinary team—including administration, management, medical, and allied health professionals—so we can deliver coordinated and comprehensive care.

Accessing and Updating Your Personal Information

You have the right to access and request corrections to your personal information held at our clinic. If you wish to view your medical records, please submit your request in writing, preferably via email. We aim to respond within 30 days.

Our team will make reasonable efforts to correct your personal information where the information is not accurate and up to date. We may occasionally ask you to confirm that your details are still current. You can also request updates or corrections at any time by emailing our clinic’s reception.

Privacy Complaints and How They’re Handled

We take your privacy concerns seriously. If you have a complaint or concern, please let us know in writing. Address your complaint to Heidi Currington at hello@heidicurrington.com.au and include your mailing address and phone number. We will review your concern and aim to respond within 30 days, following our internal resolution process.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC). Please note, the OAIC usually requires that you give us the opportunity to respond before they investigate. For more information, visit www.oaic.gov.au or call 1300 363 992.

You may also contact the Office of the Victorian Information Commissioner (OVIC), which regulates health and privacy information in Victoria. Visit www.ovic.vic.gov.au for more information.

Dealing with us anonymously

You have the option to interact with us anonymously or using a pseudonym, unless it is not practical for us to provide services this way, or if we are legally required to deal only with individuals who are properly identified.

Direct Marketing

With your consent, we may use your contact information to send you newsletters or promotional materials. You can opt-out of these communications at any time by contacting us or using the unsubscribe link provided in the communications.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The latest version will always be available on our website.

Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us at:

Heidi Currington Acupuncture & Chinese Medicine hello@heidicurrington.com.au 0417 425 802

Privacy and our website

Your Privacy

We are committed to protecting your privacy as both a client and a visitor to our website. The information we collect is used to help us deliver the best possible service to you. We value the confidentiality of your personal information and comply with the Australian Privacy Principles. We encourage you to read the following privacy policy carefully.

Who we are

Our website address is: www.heidicurrington.com.au

Our Patients

Heidi Currington Acupuncture & Chinese Medicine is committed to safeguarding your privacy in accordance with the Privacy and Data Protection Act 2014 (VIC) and the Health Records Act 2001 (VIC). We collect, use, store, and securely manage your personal information for purposes directly related to your care. This may include sharing relevant health information with other healthcare providers to ensure the highest quality of treatment, contacting you with reminders for follow-up appointments or wellness checks, and updating you with relevant health information.  You may withdraw consent for certain uses or disclosures of your information at any time. However, we may still be legally required or permitted to retain or disclose information in some circumstances, such as for regulatory, legal, or safety obligations.

Website Comments

When you leave a comment on our website, we collect the information you provide in the comments form, along with your IP address and browser details. This helps us detect and prevent spam.

Links to External Websites

Our website may include links to other websites for your convenience. These links do not imply our endorsement, approval, or sponsorship of the content on those sites. Please note that we are not responsible for the privacy practices of any external websites. We encourage you to review the privacy policies of any site you visit that collects personal information, as this privacy policy applies only to data collected through our website.

Use of Cookies

Our website uses cookies to improve your browsing experience, enhance site functionality, and gather anonymous analytics data. Cookies are small files stored on your device that help the site remember your preferences and tailor content to your interests. Cookies do not access information stored on your computer or any Personal Data (e.g. name, address, email address or telephone number). Most web browsers automatically accept cookies but you can choose to reject cookies by changing your browser settings. By using our website, you consent to the use of cookies in accordance with this policy. You can choose to  disable cookies through your browser settings, though some features of the website may not function as intended.

Embedded Content from Other Websites

Occasionally, our website may feature embedded content such as videos, articles, or images from other trusted sources. This content behaves just as it would if you were visiting the original website directly.

Please be aware that these external sites may collect data about you, use cookies, and include third-party tracking. If you’re logged into those platforms, they may also track how you interact with the embedded content. We encourage you to review their privacy policies if you have any concerns.

Information We Collect

When you visit our website or engage with our services, we may collect certain personal information, including your name, email address, phone number, billing details, business name, geographic location, IP address, responses to surveys, support requests, comments on our blog, and social media usernames (collectively referred to as ‘Personal Data’).

Our services are intended for individuals aged 18 and over. We do not knowingly collect personal information from anyone under the age of 18. If we become aware that we have received data from a person under 18, we will remove it promptly. If you are a parent or guardian and believe your child has submitted personal information to us without your consent, please contact us as soon as possible.

You have the right to access, update, correct, or delete your personal information at any time. This can be done by getting in touch with us directly.

How We Use Your Information

Personally Identifiable Information: We use the personal details you provide to support and deliver our services. This includes communicating with you, offering technical assistance, informing you of updates or special offers, sharing relevant content, monitoring client satisfaction, resolving issues, and customising your experience on our website.  We only send marketing emails if you’ve subscribed or requested them. You can unsubscribe or contact us at any time to opt out, and we will update your preferences promptly.

Non-Personally Identifiable Information: We also use de-identified, aggregated information to help us improve our services. This may involve managing our website, creating reports and analytics, understanding user needs, promoting our offerings, and enhancing the overall client experience.

Please note that any content you choose to make public, such as blog comments, can be viewed by others. Even if you later delete it, archived or cached versions may still be accessible or saved by others outside our control.

Storage and Security of Your Information

We are committed to protecting the privacy and security of your personal information. All data you provide is stored securely on password-protected systems to prevent unauthorised access, use, or disclosure. Any credit card information you provide is encrypted during transmission and is not stored on our servers.

To provide our services, some information may be transferred or processed outside Australia. If this occurs, we ensure your data is only transferred to countries with adequate privacy protections in place, in accordance with Australian privacy law.

We retain your personal and health information in line with our legal and professional obligations. In accordance with the Health Records Act 2001 (VIC):

• Health records for adults are retained for a minimum of seven years from the date of the last entry in the record.

• For individuals under 18 years of age, records are kept until the individual turns 25, or for seven years from the last entry—whichever is longer.

If a data breach occurs that may compromise your personal information, we will notify you promptly, in accordance with applicable laws.

Sharing Your Information with Third Parties

We do not sell, trade, or share your personal information for marketing or commercial gain.  Your information is only shared with third-party providers when necessary—for example, to process payments, deliver services you’ve requested, comply with legal obligations, or protect our legal rights (such as intellectual property). Any third party we engage is required to uphold strict privacy standards and use your data only for the specific purpose it was shared. Our agreements with these providers ensure your information is handled securely and in compliance with relevant privacy laws.

Review of This Policy

We regularly review this privacy policy to ensure it stays up to date with any changes in our practices or relevant legislation. Any updates will be effective immediately upon our posting of the modifications on this website and will be reflected by the revision date listed at the top of this page.