Privacy Policy

Privacy Policy of MTM Mobility Through Movement Exercise Physiology

Our commitment to your privacy

We are committed to handling personal information about you, including health information about you, in accordance with the requirements of the Commonwealth Privacy Act 1988. In this Policy, we explain:

what kind of information we collect and hold about you
how and why we collect it
what we do with that information and who we share it with (and when) your right to seek access to, and if required correction of, the records we hold about you
your right to make a privacy complaint, to us and others
whether we are likely to disclose information about you to overseas recipients.

What kind of personal information do we collect about you?

We collect and hold the following kind of information about you:

your name, address, date of birth, email and contact details
information about your family or relatives
information about other health professionals involved in your care
any government identifiers such as Medicare number, NDIS number, DVA number. We only use these identifiers for the purposes for which they were provided to us, such as billing, claiming or referral purposes, and not for the purpose of identifying you in our practice
other health information about you such as: a record of your symptoms, your relevant medical history, the diagnosis made and the treatment we give you:
- specialist reports
- test results
- your appointment and billing details
- your prescriptions
- your healthcare identifier
- your help fund details
- other information about you collected for the purposes of providing care to you.

How do we collect and hold your personal information?

We will generally collect personal information about you in these ways:

directly from you when you give us your details (eg, face-to-face, over the phone, via registration form or an online form)
from a person responsible for you
from a third party where we are permitted by law to do that (eg. other health care professionals involved in your care, from your health insurer, etc.).
through our website, including via our online booking system, website analytics and tracking tools, which may collect information such as your IP address, browser type and browsing behaviour on our site

Why do we collect and use information about you?

We primarily collect and use personal information about you to provide our exercise physiology services to you and to communicate with you and others involved in your care in relation to those services.

We also sometimes use that information for other purposes, including:

to help us manage our accounts and administrative services, including billing, arrangements with health funds, pursuing unpaid accounts, management of our IT systems
to send you appointment reminders and, where you have not opted out, marketing communications about our services (eg. via email or SMS). You can opt out of marketing communications at any time by contacting us or following the unsubscribe process provided, and
to conduct accreditation, quality assurance or internal audits.

When and why might we share information about you with others?

We may disclose information about you to others outside of our practice as permitted or required under law. This will include situations where we disclose information about you in order:

to comply with our legal obligations (eg. mandatory reporting under legislation,
responding to a court order or subpoena)
to consult with other health professionals involved in your healthcare
to communicate with your plan manager, support coordinator, or the National Disability Insurance Agency in connection with your plan and services if you are an NDIS participant
to get test results from diagnostic and pathology services
to claim on insurance
to communicate with your health fund, with government and other regulatory bodies such as Medicare
to help us manage our accounts and administrative services (eg. billing or debt recovery, arrangements with health funds, pursuing unpaid accounts etc.)
to lessen or prevent a serious threat to a patient’s life, health or safety or a serious threat to public health or safety
to help in locating a missing person
to establish, exercise or defend an equitable claim through the My Health Record
to prepare the defence of anticipated or exiting legal proceedings
to discharge notification obligations to liability insurers.

Your right to seek access to and to seek correction of the information we hold about you

You have the right to seek access to and correction of the personal information we hold about you. We will not charge any fee for your access request but may charge an administrative fee for providing a copy of your Personal Information.

We will normally respond to your request within 30 days of a written request. To make the request, please see ‘how to contact us’.

If you think that the information we hold about you is not correct, let us know in writing. We will take reasonable steps to correct your personal information where the information is not accurate or up-to-date. From time to time, we may also ask you to verify that the information we hold about you is correct and current. And please notify us if and when your contact details change (see ‘how to contact us’).

In order to protect your Personal Information we may require identification from you before releasing the requested information.

We retain your personal and health information for as long as required under applicable health records legislation, generally a minimum of 7 years from the date of your last consultation with us (or, for clients who were minors at the time of treatment, until they turn 25). After this period, we securely destroy or de-identify the information.

Security: how we hold your personal information

We take reasonable steps to protect the information we hold about you. These are designed to prevent unauthorised access, modification or disclosure and to prevent misuse and loss. This includes:

holding information in a lockable cabinet
holding information on an encrypted database
holding information in secure cloud storage (note that some of our cloud storage and practice software providers may store or process data on servers located overseas – see ‘Disclosing information about you overseas’ below)
access to information restricted on a ‘need to know’ basis and
strong password protections when accessing the information on a computer.

If a data breach occurs that is likely to result in serious harm to you, we will comply with our obligations under the Notifiable Data Breaches scheme, including notifying you and the Office of the Australian Information Commissioner as required.

Your right to receive treatment from us anonymously
(or by using a pseudonym)

Where it is lawful and practicable for us to do so, you can be treated anonymously or through use of a pseudonym (a name other than yours).

Disclosing information about you overseas
Some of the cloud storage, practice management, and IT service providers we use to hold and process your personal information store or process data on servers may be located overseas. We take reasonable steps to ensure these providers handle your information in a manner consistent with the Australian Privacy Principles. Beyond this, we do not otherwise disclose your personal information to overseas recipients. If we want to disclose your personal information to an overseas recipient in any other circumstance, we will first seek your consent, unless we are required or authorised by law to do so without your consent.

If you have a privacy-related concern about us

If you have concerns about the way we’ve handled your privacy, let us know. You should do that in writing. We will then try to respond to you within 30 days.

If you are not satisfied with our response, you can refer your complaint to the Office of the Australian Information Commission, whose contact details are:

Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Post: GPO Box 5218 Sydney New South Wales 2001

Website: https://www.oaic.gov.au/privacy/privacy-complaints/

Updating this policy

We will update this policy from time to time, to reflect any changes in our information-handling practices or the law or both.

We will notify you of changes to the policy and update the policy on our website.

How to contact us

To contact us about any privacy related issues, please approach:

Liam Hunter, Accredited Exercise Physiologist at MTM Mobility Through Movement Exercise Physiology.

Email: Liam@mtmExercisePhysiology.com.au

Phone number: +61 433 691 886