Privacy Policy

Privacy Policy of Central Coast Spinal Care Centre 

In compliance with the Privacy Amendment (Private Sector) Act 2000, this practice has prepared its privacy policy to describe the way and circumstances under which personal information is collected, stored, used and disclosed and also how complaints are handled by this practice. 

Further information on privacy legislation is available from: 

• Office of the Australian Information Commissioner (IPC): 1300 363 992 or enquiries@aoic.gov.au 

• Health Care Complaints Commission 1800 043 159 

• Anti-Discrimination Commission NSW 02 9268 5588 

 Protecting the Privacy of Your Personal Information 

In compliance with the Privacy Amendment (Private Sector) Act 2010 Central Coast Spinal Care Centre (CCSCC) has prepared this Privacy Policy to describe the way and circumstances under which personal information is collected, stored, used and disclosed and also how complaints are handled by CCSCC. The Policy is intended as a guide to staff and patients of this Practice and for the advice of the broader community. 

For the purposes of this Policy, no distinction has been made between the handling of personal information and sensitive information (including health information), therefore all information will be referred to as 'personal information' throughout this Policy. 

Complaints Handling 

Any complaints in relation to Central Coast Spinal Care Centre's handling of personal information should be directed to the Practice Manager. 

Unless a complaint can be dealt with immediately to the satisfaction of both parties, Central Coast Spinal Care Centre will provide a written response to the complainant within 14 days of it being received. 

If an individual believes their complaint has not been appropriately handled by this Practice, they should contact the Office of the Federal Privacy Commissioner, Privacy Hotline 1300 363 992 (local call charge) or via https://www.oaic.gov.au/ 

Enquiries 

Any enquiries regarding this Policy should, in the first instance, be directed to CCSCC Practice Manager. Central Coast Spinal Care Centre will provide a copy of this Policy to all members of staff and will train staff in the appropriate handling of personal information by this Practice. 

This policy is a public document and access to it will be granted on request. 

1. Collection

Central Coast Spinal Care Centre will only collect personal information necessary to provide our patients with a quality health service. 

1.1. Personal information about a patient will only be collected by lawful and fair means and directly from the patient wherever possible. 

1.2. If information is collected about a patient from another party, CCSCC, will whenever possible, advise the patient of this. 

1.3. Wherever practical Central Coast Spinal Care Centre will only collect information directly from the patient. This may not be possible if the patient is unconscious or otherwise incapable of providing that information. 

1.4. We will ensure that each patient providing personal information is informed about and understands the purpose of collecting the information. They will also be advised as to whom or under what circumstances their personal information may be disclosed to another party and how they can access the information held about them by the CCSCC. This will be carried out via notices and/or brochures and/or verbally. 

1.5. We will ensure that patients who are asked to provide personal information understand the consequences, if any, of providing incomplete or inaccurate information. 

2. Use & Disclosure

Central Coast Spinal Care Centre will ensure that personal information will only be used for the purpose it was collected, or that would reasonably be expected by the patient providing the information. 

2.1. If the identified information is to be used for a secondary or unrelated purpose, such as data analysis or research, we will obtain informed consent from the patient. 

2.1.1. Individuals will be given the opportunity to refuse such use or disclosure. 

2.1.2. If a patient is physically or legally incapable of providing consent, a responsible person (as described under the Act) may do so. 

2.2. We will only disclose personal information without consent where such disclosure is required by law, or for law enforcement, or in the interests of the patient's or the public's health and safety. 

2.2.1. We will keep records of any such use and disclosure. 

2.2.2. Information may be disclosed to a responsible person (as described under the Act). 

3. Data Quality

Central Coast Spinal Care Centre will take reasonable steps to ensure that personal information kept, used or disclosed by this Practice is accurate, complete, and as up to date as practicable. 

4. Data Security

4.1. All personal information held by Central Coast Spinal Care Centre will be: 

• if in paper form, received and stored in a secure, lockable location; 

• if in electronic form, protected from theft, loss or corruption; 

• accessible by staff only on a "need to know" basis; 

• protected from viewing or access by unauthorised persons; and 

• not taken from CCSCC offices unless authorised and for a specified purpose. 

 4.2. We will destroy or permanently de-identify personal information that is no longer required by CCSCC. 

4.3. We will ensure that all personal information transmitted electronically will be appropriately encrypted before transmission. 

5. Notifiable Data Breaches Scheme

From 22 February 2018 as per APPS we have an obligation to report to you any eligible data breaches. Central Coast Spinal Care Centre entities will take all reasonable steps to ensure an assessment and report is completed and reported to the Office of the Australian Information Commissioner (OAIC) within 30 days. If an eligible data breach is confirmed, as soon as practicable we will provide you with a statement to each of the individuals whose data was breached or who are at risk, including details of the breach and recommendations of the steps individuals should take. 

6. Openness

Central Coast Spinal Care Centre is committed to advising patients about its information handling practices and this Privacy Policy will be made available to any person requesting it. 

7. Access & Correction

Under normal circumstances Central Coast Spinal Care Centre will provide a patient with access to their personal information within 30 days of receiving a request for access. 

7.1. All requests are asked to be provided in writing through use of the Patient Request for Access to Personal Information form supplied. Identification is also requested to ensure that a false application is not lodged. 

7.2. There will be no fee associated with lodging a request for access, however, an administration fee may be charged as set out in the Patient Request for Access to Personal Information application. 

7.3. Patients will be provided with an opportunity to discuss their personal information with an appropriate member of staff when access is sought, however a fee for the practitioner's time may be charged. 

7.4. Provision of access to a patient's personal information will be undertaken in a way that is appropriate to the person's particular circumstances, e.g. use of interpreters, etc. 

7.5. If a patient believes that information held by Central Coast Spinal Care Centre is inaccurate or incomplete, Central Coast Spinal Care Centre take steps to amend or correct the information. 

7.6. Central Coast Spinal Care Centre may refuse access if it reasonably believes that: 

7.6.1. A person's health, safety or wellbeing may be compromised by releasing the information; or 

7.6.2. Providing access would be unlawful or would prejudice a legal investigation. 

7.6.3. Providing access would affect the privacy of others. 

7.6.4. The request for access is frivolous and/or vexatious. 

7.6.5. The information held in the patient's medical record would be used against the practitioner in a medico-legal matter. 

7.7. Under circumstances other than those described in 6.6 where information is withheld, Central Coast Spinal Care Centre will ensure that its practices are consistent with the provisions of NPP 6. 

7.8. If information is withheld under NPP 6.4, Central Coast Spinal Care Centre will provide an explanation to the patient as to the reasons why this was the case 

8. Identifiers

Except where circumstances allow (NPP 7.2), Central Coast Spinal Care Centre will not use Medicare or Veterans Affairs numbers or other identifiers assigned by a Commonwealth or State/Territory agency to identify personal information. 

9. Anonymity

Where it is lawful and practicable to do so, Central Coast Spinal Care Centre will allow patients to provide information anonymously. 

9.1. A patient who chooses to access the services of Central Coast Spinal Care Centre anonymously will be advised of any potential consequences resulting from their decision. For example where the lack of a contact name or address may jeopardise care in an emergency situation. 

9.2. We will not automatically preclude a patient from participating in the activities of Central Coast Spinal Care Centre because they request anonymity. 

10. Transborder Data Flows

10.1. Central Coast Spinal Care Centre will only transfer personal information about a patient to someone who is in a foreign country if: 

• the patient consents to the transfer; or 

• the recipient is bound by legislation that is substantially similar to the NPPs; or 

• Central Coast Spinal Care Centre is reasonably sure that the information will not be held, used or disclosed inconsistently with the NPPs. 

11. Sensitive Information

11.1. Central Coast Spinal Care Centre will only collect sensitive information other than health information about a patient if: 

• the patient consents; or 

• the collection is required by law; or 

• such collection is consistent with the provisions of NPP 10 

Updated May 2024