Hunter Dermatology Privacy Policy
Current as of: 8.10.2026
The objective of this document is to provide you, our patient, with clear information on how your personal information is collected and used within the practice. Occasionally we also need to share your personal information to involve others in your healthcare and this policy outlines when, how, and why we share your information.
1. Who can I contact about this policy?
For enquiries concerning this policy, you can contact Hunter Dermatology Practice Manager on (02) 40178506 or reception@hunterdermatology.com.au
2. When and why is your consent necessary?
When you register as a patient of this practice, you provide consent for the doctor and practice staff to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to practice team members who require it for your care. If we ever use your personal information for purposes other than outlined in this document, we will obtain additional consent from you.
It is important to us that as our patient, you understand why we collect and use your personal information.
By acknowledging this Privacy Policy you consent to us collecting, holding, using, retaining and disclosing your personal information in the manners described below.
3. Why do we collect, use, store, and share your personal information?
We collect personal and sensitive health information that is necessary for the provision of healthcare.
4. What personal information is collected?
Depending on the care you need, we may collect:
Identity and contact details (such as name, date of birth, addresses, phone, email)
Medicare, DVA and private health fund details
Emergency contact details
Your regular GP and referring doctor details
Medical information including medical history, medicines, allergies, and adverse reactions immunisations, social history, family history and risk factors
Healthcare identifier numbers
5. Can you deal with us anonymously?
You can deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals.
Please be aware that Medicare rebates are only available where a Medicare card (and / or associated information) is available. As such, your practitioner may require you to pay for your consults in full without this rebate if you choose to deal with us anonymously or under a pseudonym.
6. How is personal information collected?
The practice may collect your personal information in several different ways:
When we receive a referral from your doctor, when you send us your referral or when you make your first appointment, the practice team will collect your personal and demographic information via your registration.
We may also collect your personal information when you visit our website, send us an email or SMS or telephone us.
In some circumstances, personal information may also be collected from other sources, including:
Your guardian or responsible person.
Other involved healthcare providers, such as general practitioners, specialists, allied health professionals, hospitals, community health services, and pathology and diagnostic imaging services.
Your health fund, Medicare, or the Department of Veterans’ Affairs (if relevant).
While providing medical services, further personal information may be collected via:
electronic prescribing
My Health Record
Any information collected on paper forms is uploaded to your electronic patient file on the same day it is completed,
after which the paper form is securely shredded.
Various types of images may be collected and used, including:
Photos and medical images: These can be taken using personal devices for medical purposes, following the guidelines outlined in our guide on using personal devices for medical images.
Website use: When you visit our website, we collect information through cookies, and analytics technologies as described in section 11. This is personal information, as you will be identified or reasonably identifiable, and this information is treated as personal information under the Privacy Act 1988.
7. When, why and with whom do we share your personal information?
We sometimes share your personal information:
with third parties for business purposes, such as information technology providers – these third parties are required to comply with APPs and this policy
with other healthcare providers (e.g. In referral letters)
when it is required or authorised by law (e.g. court subpoenas)
when it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent
to assist in locating a missing person
to establish, exercise or defend an equitable claim
for the purpose of confidential dispute resolution process
When it is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
When it is provision of medical services, through electronic prescribing, My Health Record (e.g. via Shared Health Summary, Event Summary).
Only people who need to access your personal information will be able to do so. Other than providing medical services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent.
We do not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent, except as described in section 11: visiting our website involves the automatic transmission of technical information to our website hosting and analytics providers in the United States.
8. How are document automation technologies used?
Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.
The practice uses document automation technologies to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant medical information.
These document automation technologies are used through secure medical software called Genie Solutions.
All users of the medical software have their own unique user credentials and password and can only access information that is relevant to their role in the practice team.
The practice complies with the Australian privacy legislation and APPs to protect your information.
9. How is your personal information stored and protected?
We take the security of your personal and health information very seriously. Our practice employs strict physical and electronic safeguards to ensure your records are protected from unauthorised access, loss, or misuse:
Electronic Medical Records: The majority of your health information is stored digitally within our secure patient management software, which is restricted by strong, individual user passwords.
Hard Copy Documents: Any physical paperwork or correspondence we receive is scanned directly into your electronic medical record. Once verified, the original hard copy documents are securely shredded and disposed.
Local Computer Security: Any additional administrative or clinical information stored locally on our practice computers is protected by individual, password-locked user accounts to maintain strict data confidentiality.
10. How can you access and correct your personal information at the practice?
You have the right to request access to, and correction of, your personal information.
The practice acknowledges patients may request access to their medical records.
To ensure security and protect your privacy, all requests to access or correct your personal information must be submitted in writing. We accept these requests through the following channels:
In Person: You can complete and submit an updated Patient Information Form at our front reception desk. You will be required to show photo identification to verify your identity.
Via Email: You can email your written request to our dedicated administration team. Please send your request from the email address currently registered on your patient file.
Via Post: You can mail a signed, written letter directly to our practice manager at our postal address.
To help us process your request efficiently, please include:
Your full name, date of birth, and current address.
A clear description of the specific information you wish to access or correct.
For corrections, the exact changes required and any supporting documentation if applicable.
The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by the practice is correct and current. You may request we correct or update your information. To do this please contact via email to reception@hunterdermatology.com.au
11. How is privacy on the website maintained?
Our website uses cookies and similar technologies (small files or pieces of text stored on your device when you visit a website), and website analytics tools that measure how visitors use our site.
Information we collect. When you visit our website, the following may be collected automatically: information about your browser, network and device; the web page you visited before arriving at our site; your IP address; and details of your use of the site, including pages visited, clicks, internal links followed, scrolling, site searches and timestamps.
Why we use cookies
Functionality and security: We use cookies (like "Crumb") to prevent cross-site security attacks and remember your preferences, such as dismissed banners.
Analytics: We use Squarespace and Google Analytics cookies to track visitor traffic, pages viewed, and site interactions to improve our performance.
Your Choices: If our cookie banner is enabled, we store your preferences regarding whether you have accepted or declined analytics and marketing cookies.
Third parties. Information is shared with: Squarespace, Inc. (United States) — our website hosting platform and built-in analytics provider; and Google LLC (United States) — Google Analytics 4 analyses how visitors use our site; Google Maps is embedded on our contact page to display our practice location; Google’s reCAPTCHA protects our enquiry form against spam; Google Fonts supplies fonts used on the site.
Managing or disabling cookies. You can block or delete cookies in your browser settings (Chrome, Firefox, Safari, Edge), though some features may not work properly as a result. You block tracking across all websites by installing the Google Analytics Opt-out Browser Add-on . If our banner is enabled, you can update your preferences or change your cookie choices at any time directly on our site.
12. How can you lodge a privacy-related complaint, and how will the complaint be handled at the practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure.
You can lodge a formal privacy complaint by contacting our practice manager directly. We accept complaints through the following methods:
In Writing: Send an email or post a letter addressed to the Practice Manager outlining your concerns.
In Person: Request to speak with the Practice Manager privately to discuss the issue.
Please provide as much detail as possible, including dates, names, and the specific nature of your privacy concern, so we can investigate thoroughly.
How Your Complaint Will Be Handled
We treat all privacy complaints with the utmost seriousness and confidentiality. Our process includes:
Acknowledgement: We will acknowledge receipt of your complaint within 3 business days.
Investigation: Our management team will conduct an internal review of the incident, which may involve reviewing system access logs or interviewing staff.
Resolution: We will provide you with a formal written response detailing our findings and any corrective actions taken within 30 days.
If you do not feel we have resolved your issue You may also contact the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner will require you to give them time to respond before they investigate. For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.
13. Policy review statement
Our privacy policy is regularly reviewed to ensure compliance with current obligations.
If any changes are made:
They will be reflected on the website.
Significant changes may be communicated directly to patients via email or other means.
Please check the policy periodically for updates. If you have any questions, feel free to contact us on (02) 40178506.