Privacy Policy

Last updated: 11/12/2025

YourPodiatryPeople Ltd is committed to protecting the personal information entrusted to us. We operate in accordance with the Privacy Act 1988 and the Australian Privacy Principles (APPs), and we aim to foster transparency and trust in everything we do.

Purpose of This Policy

This policy explains:

• The types of personal information we collect from patients, clients, and prospective clients
• How and why this information is collected, stored, and used
• Your rights to access, update, or correct information we hold about you
• How you may raise concerns or lodge a privacy-related complaint

We may update this policy from time to time. Any changes will be published on this page with a revised update date.

For questions about this policy, please contact: greenslopes@yourpodiatrypeople.com.au

Information We Collect

We collect personal and health-related information necessary to provide podiatric and associated services. This may include:

• Full name and date of birth
• Residential and postal addresses
• Email addresses and phone numbers
• Emergency contacts or nominated family members
• Medicare, DVA and other government identifiers
• Test results, diagnostic findings, prescriptions, and specialist reports
• Healthcare identifier numbers
• Employment details
• Lifestyle information relevant to your care (activities, hobbies)
• Bank or card details for billing
• Purchase history for products and services (in-clinic or online)
• Any information you provide via forms, digital submissions, or conversations with our team

How We Collect and Use Your Information

Information may be collected directly from you, from other health providers involved in your care, or from digital platforms you use to communicate with us.

We collect and use this information to:

• Deliver clinical care and manage your treatment
• Maintain administrative, billing, and appointment systems
• Communicate with you about appointments, clinic updates, or personalised product orders
• Contact you about clinic relocations, closures, or services
• Support accreditation, quality improvement, and practice management activities
• Conduct de-identified research or statistical analysis
• Comply with legal, regulatory, or reporting obligations
• Keep your contact details and clinical records current
• Provide marketing updates such as promotions, product releases, or educational materials (you may opt out at any time)

Some services—such as fabrication of custom orthotics—require us to share limited information (e.g., foot scans) with trusted external providers.

Use of Digital and AI-Assisted Tools

We may use secure digital tools, including AI-assisted transcription or clinical documentation software, to support note-taking and administrative efficiency during consultations.

These tools are used only to assist our practitioners, and all clinical notes are reviewed and approved by a qualified health professional.

Where audio recording is required to generate notes, recordings are handled securely and retained only as necessary to create the clinical record.

Any third-party technology providers we use are required to comply with strict confidentiality, security, and privacy obligations. Personal information is not used by these providers for training or secondary purposes.

If information is processed or stored outside Australia, we will take reasonable steps to ensure it is protected in accordance with the Australian Privacy Principles.

When Information May Be Shared

We only disclose personal information where it is necessary, appropriate, and permitted under the Privacy Act. Circumstances may include:

• Coordinating care with other healthcare professionals or multidisciplinary teams
• Updating your My Health Record
• Lodging claims with insurers or health funds
• Obtaining pathology or diagnostic results
• Supporting administrative and operational functions
• Responding to enquiries or managing complaints
• Notifying you about appointments, products, or service updates
• Processing customised orders
• Facilitating competitions, promotions, or service improvements
• Transferring clinical records when a clinic location is sold
• Managing legal processes, including defending claims
• Meeting mandatory reporting obligations
• Assisting authorities in circumstances of serious threats to health or safety
• Supporting investigations related to missing persons

We do not generally send personal information overseas. If an international disclosure becomes necessary, we will seek your consent unless the law requires otherwise.

Safeguarding Your Information

We apply technical, administrative, and physical safeguards to protect personal information from misuse, loss, or unauthorised access. This includes secure data handling, controlled access procedures, and routine review of our privacy and security practices.

All employees, contractors, and service partners are required to sign confidentiality agreements before undertaking work with us. Unauthorised disclosure of personal information is treated as a serious breach and may result in disciplinary or legal action.

We also take steps to ensure the information we hold is accurate and up to date. You may be asked to confirm your details when attending appointments.

If your information needs updating, please contact your clinic. If you believe information is incorrect, you may request an amendment in writing and we will review and correct it where appropriate.

Accessing Your Records

You may request a copy of your clinical notes, reports, images, or other records. To do so, please contact your clinic to obtain a Release of Personal Information Consent Form. Information will only be released once the completed consent form has been received and processed.

We will only disclose information in line with:

• The original purpose for which it was collected
• Your explicit consent
• Legal or regulatory requirements
• Circumstances permitted under the Privacy Act

Anonymous or Pseudonymous Care

Where lawful and practicable, you may access certain services anonymously or under a pseudonym. Some services may require identification due to clinical or legal requirements.

Complaints and Concerns

If you are worried about how your privacy has been handled, please write to us with the details of your concern. We will conduct an internal review and provide a written response within 30 days.

If you are unsatisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC).