Privacy Policy
Last updated: [DATE]
DermaMedica Skin Clinic ("we", "us", "our") respects your privacy. This policy explains what personal information we collect, why we collect it, how we handle it, and the choices available to you.
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Because we provide health services, we also comply with the Health Records Act 2001 (Vic).
What we collect
The information we collect depends on how you interact with us.
- Enquiry details — your name, email address, phone number, the treatment or concern you asked about, and the content of your message.
- Appointment details — booking dates, treatments received, and appointment history.
- Health information — skin condition, medical history, allergies, medications, and treatment notes, where you provide these as part of a consultation.
- Photographs — clinical images taken before, during or after treatment, where you have given specific consent.
- Website information — your IP address and basic technical details recorded when you submit a form, used to prevent spam and abuse.
Health information is sensitive information under Australian privacy law. We collect it only where it is reasonably necessary to provide your treatment safely, and only with your consent.
Why we collect it
- To respond to your enquiries
- To arrange, provide and follow up on treatments
- To assess whether a treatment is safe and suitable for you
- To maintain accurate clinical records as required by law
- To process payments and issue receipts
- To send appointment reminders and aftercare instructions
- To meet our legal, professional and insurance obligations
We do not sell your personal information, and we do not disclose it for another organisation's marketing.
Who we share it with
We disclose personal information only where necessary, and only to:
- Practitioners and staff directly involved in your care
- Our booking and practice management provider, which stores appointment and client records on our behalf
- Your GP, specialist or other treating practitioner, with your consent or where required for your care
- Payment processors, for the purpose of taking payment
- Our professional advisers and insurers, where relevant to a claim
- Government agencies or courts, where the law requires it
Our service providers are bound to protect your information and may use it only for the purpose we engaged them for.
Photographs and clinical images
Clinical photographs are taken only with your consent and are stored with your clinical record. We will never use your image in advertising, on our website, or on social media unless you have given separate, written consent for that specific use. You may withdraw that consent at any time by contacting us.
How we store and protect it
Personal information is held in secure electronic systems with access limited to authorised staff, and in secure physical storage where paper records exist. Our website transmits form submissions over an encrypted connection, and access to our administration area requires an individual staff account.
No system is completely secure. If a data breach occurs that is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.
How long we keep it
We retain clinical records for the period required by Victorian law — generally at least seven years from your last visit, or until a client who was a minor turns 25, whichever is later. Enquiry records that do not result in treatment are kept only as long as needed to respond to you and to keep a record of that contact.
Accessing and correcting your information
You may ask us for a copy of the personal information we hold about you, and you may ask us to correct anything inaccurate or out of date. We will respond within a reasonable time. We may need to verify your identity first, and in limited circumstances permitted by law we may decline a request — if we do, we will tell you why in writing.
Cookies and website analytics
Our website uses cookies only where they are necessary for the site to function, such as keeping you signed in to the staff area. We do not use cookies to build advertising profiles. You can block or delete cookies through your browser settings, though some parts of the site may not work as intended if you do.
Making a complaint
If you believe we have mishandled your personal information, please contact us first using the details below so we can try to resolve it. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner at www.oaic.gov.au, or to the Health Complaints Commissioner (Victoria) at hcc.vic.gov.au.
Changes to this policy
We may update this policy from time to time. The current version is always available on this page, and the date at the top shows when it last changed.
Contact us
DermaMedica Skin Clinic
Shop 2/658 Centre Road
Bentleigh East VIC 3165
Phone: 0403 532 447
Email: info@dermamedica.com.au