Information
Smooth Skin Clinic Effective Date: 01/01/2026
At Smooth Skin Clinic, we are committed to protecting the privacy and confidentiality of your personal and health information. We understand that the information you entrust to us is sensitive, and we handle it with the utmost care and in strict compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Health Records Act 2001 (Vic).
This Privacy Policy outlines how we collect, use, disclose, and store your information.
1. Collection of Personal Information
To provide you with high-quality dermatological and cosmetic care, we need to collect specific personal and medical information. This includes:
Identity Information: Name, date of birth, address, email, and phone number.
Billing Information: Medicare card number, private health insurance details, and payment information.
Medical History: Past and current medical conditions, surgical history, family history, and current medications/allergies.
Clinical Images: Photographs of your skin conditions, moles, or cosmetic concerns. These are essential for monitoring progress (e.g., “before and after” comparisons) and accurate diagnosis.
Referral Details: Letters and reports from your General Practitioner (GP) or other specialists.
2. How We Collect Information
We collect information directly from you wherever possible, including:
When you complete our New Patient Registration Forms (paper or digital).
During consultations with our dermatologists, nurses, or therapists.
When you contact us via phone, email, or our website enquiry forms.
Through clinical photography taken during your appointments.
We may also collect information from third parties, such as:
Your referring GP or specialist.
Pathology or radiology clinics (test results).
Medicare or health funds.
3. Purpose of Collection (Why we need it)
We collect your data primarily to provide medical and cosmetic treatment. Specifically, we use it to:
Diagnose and treat your skin conditions.
Create and maintain an accurate medical record.
Communicate with you regarding appointments, results, and follow-ups.
Process payments and claim rebates from Medicare or private health funds.
Communicate with your referring doctor or other healthcare providers involved in your care.
4. Clinical Photography
Photography is a standard part of dermatological practice.
Medical Record: Photos taken for your file are strictly confidential and form part of your medical record. They are used to track changes in moles, response to treatment, or surgical planning.
Marketing/Education: We will never use your photos for social media, website galleries, or educational purposes without your explicit, written consent. You have the right to decline this use at any time.
5. Disclosure of Information
We treat your information as confidential. We may disclose your information to:
Healthcare Providers: Your GP, other specialists, or pathology/radiology services to ensure continuity of care.
Government Bodies: Medicare and the Department of Health (for billing and rebate purposes).
Legal Requirements: If required by law (e.g., a court order or mandatory disease notification).
Third-Party Services: IT service providers or practice management software vendors who support our clinic operations. These providers are subject to strict confidentiality agreements.
We will not sell or disclose your information to overseas recipients or marketing companies without your consent.
6. Storage and Security
We take all reasonable steps to protect your information from misuse, interference, loss, unauthorized access, or disclosure.
Electronic Records: Stored in secure, encrypted practice management software with password protection and audit trails.
Physical Records: Any hard copy documents are stored in secure, non-public areas of the clinic.
Staff Training: All clinic staff are trained in privacy protocols and confidentiality obligations.
7. Access and Correction
You have a right to access the personal information we hold about you.
Access: If you wish to view your medical record, please contact us in writing. We may require identity verification. In some limited circumstances defined by law, access may be denied (e.g., if it poses a serious threat to life or health).
Correction: If you believe your information is inaccurate, out of date, or incomplete, please let us know so we can update our records immediately.
8. Data Breach Notification
In the unlikely event of a data breach (e.g., unauthorized access to our database) that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.
9. Complaints
If you have a complaint about how we have handled your privacy, please contact us in writing. We take all complaints seriously and will respond within 30 days.
Privacy Officer Smooth Skin Clinic Address: 427-429 Porter Street, Templestowe 3106 Email: info@skindermatology.com.au Phone: (03) 9021 8833
If you are unsatisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.