Port Macquarie Dietetics Privacy Policy

Introduction

Port Macquarie Dietetics, is committed to providing quality dietetic and nutritional services to you. This policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.oaic.gov.au

What is Personal Information and Why Do We Collect It?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include:

  • Names

  • Addresses

  • Email addresses

  • Phone numbers

  • Date of birth

  • Medicare number

  • Private health insurance details

  • NDIS participant number (if applicable)

  • Emergency contact details

This Personal Information is obtained in many ways including:

  • Initial consultations and appointments

  • Correspondence by telephone, email, or post

  • Via our website and online booking systems

  • From referring healthcare professionals with your consent

We collect your Personal Information for the primary purpose of providing quality dietetic services to you, including:

  • Assessing your nutritional needs

  • Developing personalised meal plans and dietary recommendations

  • Monitoring your progress

  • Billing and claiming from Medicare, private health funds, or NDIS

  • Communicating with you about your appointments and care

Sensitive Information

Sensitive information collected by Port Macquarie Dietetics includes:

  • Health information and medical history

  • Dietary requirements and food allergies/intolerances

  • Weight and body composition measurements

  • Medical test results relevant to nutritional assessment

  • Family health history

  • Lifestyle factors affecting nutrition

  • Cultural or religious dietary requirements

This sensitive information will be used to provide targeted and appropriate dietetic services tailored to your individual needs.

Collection of Personal Information

Where reasonable and practicable, we will collect your Personal Information directly from you. When we collect Personal Information, we will explain why we are collecting the information and how we plan to use it.

In some circumstances, we may collect information from third parties including:

  • Your referring General Practitioner or specialist

  • Other allied health professionals involved in your care

  • Parents or guardians (for clients under 18 or those requiring support)

  • Your nominated representative or carer

We will only collect information from third parties where you have provided consent or where required by law.

Use and Disclosure of Personal Information

Your Personal Information may be used and disclosed for:

Primary purposes:

  • Providing dietetic consultations and nutritional advice

  • Developing and monitoring nutrition care plans

  • Billing and processing payments

  • Communicating with you about your appointments

Secondary purposes:

  • Quality improvement and service evaluation

  • Meeting legal and professional obligations

  • Professional development and supervision (de-identified)

Your Personal Information may be disclosed to:

  • Your referring healthcare providers (with consent)

  • Other members involved in your care such as other allied health professionals, parents or caregivers (for those under 18), your nominated health representative or carer (with consent)

  • Medicare, private health insurers, or NDIS (for billing purposes)

  • Pathology services (for nutrition-related testing)

  • Our practice management software provider (Zanda) for secure storage

  • Professional registration and accreditation bodies as required

We will not sell or share your data with third parties for marketing purposes.

Data Security

Your Personal Information is stored in a manner that reasonably protects it from misuse, loss, and unauthorised access, modification or disclosure.

Security measures include:

  • Use of Zanda, a secure allied health practice management system

  • Password-protected computer systems

  • Restricted access to client files (physical and electronic)

  • Staff confidentiality agreements

  • Regular security updates and data backups

  • Secure disposal of personal information no longer required

For more information on Zanda’s privacy policy, please visit: https://zandahealth.com/au/privacy-policy/

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected and to comply with legal requirements. Medical records, including dietetic consultation notes, are retained for:

  • Adult clients: Minimum of 7 years from the date of last service

  • Clients under 18: Until the client reaches 25 years of age

After this period, records will be securely destroyed unless we are required by law to retain them longer.

Access to Your Personal Information

You have the right to:

  • Access the Personal Information we hold about you

  • Request corrections to your Personal Information

  • Request a copy of your dietetic records

  • Know how your information has been used and to whom it has been disclosed

To make a request, please contact us in writing at the details below. We will not charge a fee for access requests but may charge an administrative fee for providing copies of your records. We will require proof of identity before releasing any personal information.

Your Rights

In addition to access rights, you may:

  • Opt-out of certain communications

  • Request restrictions on how we use your information

  • Lodge a complaint about our handling of your information

Maintaining Data Quality

It is important that your Personal Information is accurate and up-to-date. Please inform us promptly of any changes to your personal details, health status, or contact information so we can maintain accurate records and continue to provide quality services.

Website and Digital Communications

If you access our services through the Port Macquarie Dietetics website or use electronic communications:

  • We may collect information about your visit for service improvement

  • Email communications are not always secure; please consider this when sending sensitive information

  • We recommend you do not include sensitive health information in emails

Policy Updates

This Privacy Policy may change from time to time to reflect changes in law or our practices. The current version will be available at our practice and on request.

Complaints and Enquiries

If you have any questions, concerns, or complaints about our Privacy Policy or the handling of your personal information, please contact us:

Yvonne Li Port Macquarie Dietetics

Phone: 0461 281 549

Email: info@pmdietetics.com.au

Consent

By providing your personal information to us and using our services, you consent to the collection, use, storage and disclosure of your information in accordance with this Privacy Policy.

For clients under 18 years of age, consent must be provided by a parent or guardian.