Balwyn Dermatology – Privacy Policy
Last updated: [30/11/2025]
1. Introduction
Balwyn Dermatology is committed to protecting the privacy and confidentiality of your personal and health information.
As a specialist dermatology clinic, we comply with:
– Health Records Act 2001 (Victoria)
– Victorian Health Privacy Principles (HPPs)
– Privacy Act 1988 (Commonwealth)
– Freedom of Information Act 1982 (Victoria)
This policy explains how we collect, use, disclose, store, and protect your information when you attend our clinic or visit our website.
By receiving care from our clinic or using our website, you consent to the practices described in this policy.
2. Information We Collect
Personal Information
– Name, address, date of birth
– Phone number and email address
– Medicare, DVA, or private health insurance details
– Billing and payment information
– Next-of-kin or emergency contact details
Health Information
– Medical history, medication use, and allergies
– Dermatology consultation notes and treatment plans
– Biopsy, pathology, histopathology, and imaging results
– Information from your GP or referring doctor
– Clinical photographs (taken only with your consent)
– Information you provide via online forms, email, phone, or in person
3. How We Collect Information
We collect information through:
– Online forms or pre-consultation documents
– Consultations with Dr Vijaya Chitreddy
– Referrals from other healthcare providers
– Appointment bookings (online, phone, or in person)
– Email and website enquiries
– Pathology and diagnostic providers
Where possible, we collect information directly from you.
If we collect information from third parties, we take reasonable steps to ensure you are aware of this.
4. Why We Collect and Use Your Information
Balwyn Dermatology collects, holds, and uses your information to:
– Provide specialist dermatology assessment, diagnosis, and treatment
– Coordinate care with your GP and other practitioners
– Process Medicare, DVA, or private health insurance claims
– Manage bookings, recalls, and appointment reminders
– Maintain accurate and legally compliant medical records
– Improve clinical and administrative services
– Respond to enquiries, feedback, or complaints
– Meet legal or regulatory reporting obligations
Your information is not used for marketing purposes unless you provide explicit consent.
5. Disclosure of Information
We may disclose your information to:
– Your GP, referring doctor, or other healthcare providers involved in your care
– Pathology, histopathology, and imaging providers
– Hospitals or surgical facilities (if required)
– Medicare, DVA, or private health insurers
– IT providers supporting secure data storage and encrypted communications
– Secure clinical messaging services
– Legal or regulatory bodies when required by law
We do not disclose your information to overseas recipients unless necessary for your treatment and with your consent.
6. Clinical Photography
Clinical photographs may be taken for medical care including:
– Diagnosis
– Monitoring treatment progress
– Documentation of skin conditions
We always obtain verbal or written consent before taking photographs.
Photos are stored securely within your electronic medical record.
No clinical photographs are used for teaching, research, or promotional purposes unless you provide separate written consent.
7. How We Store and Protect Your Information
Balwyn Dermatology stores all medical records electronically only.
We do not store or maintain any hard-copy medical files.
Security measures include:
– Password-protected practice management software
– Encrypted data storage
– Multi-factor authentication (where available)
– Strict, role-based staff access
– Secure electronic disposal of redundant records
– Regular data back-ups
– Staff training in privacy and confidentiality
– Ongoing monitoring of IT security measures
Despite these measures, electronic communications involve inherent risks, and we cannot guarantee absolute security.
8. Access to and Correction of Your Information
You have the right to request:
– Access to your health information
– Correction of inaccurate, incomplete, or out-of-date information
Requests must be made in writing.
We will respond in accordance with the Health Records Act 2001 (Vic) and the Freedom of Information Act 1982 (Vic).
When Access May Be Refused
We may deny access to your medical records in circumstances permitted by law, for example if:
– Providing access may cause a serious threat to your life, health, safety, or wellbeing
– Access would unreasonably impact the privacy of another individual
– The information relates to anticipated or ongoing legal proceedings
– The request is frivolous or vexatious
– Access is prohibited by law
If access is refused:
– We will explain the reason for the refusal
– We will outline your options to challenge or respond to the decision
– You may request that a statement of your views be added to your health record
Reasonable administrative fees may apply for preparing or transferring records.
9. Website and Digital Information
When you visit our website, we may collect non-identifiable information such as:
– Browser and device type
– Pages visited and time spent
– Cookies and analytics data
This helps us improve the website experience.
You can disable cookies through your browser settings.
Our website may contain links to external websites.
We are not responsible for the privacy practices of external sites.
10. Questions, Concerns, or Complaints
If you have privacy-related enquiries, please contact:
Balwyn Dermatology
724 High Street
Kew East VIC 3102
Phone: 03 8383 3750
Email: info@balwyndermatology.com.au
If you are not satisfied with our response, you may contact:
Health Complaints Commissioner (Victoria)
Website: https://hcc.vic.gov.au
Phone: 1300 582 113
- Updates to This Policy
This policy may be updated periodically to reflect legislative changes or operational requirements.
The latest version will always be available on our website.
- Resources & Useful Links
Victorian Legislation and Authorities
– Health Records Act 2001 (Vic): https://www.health.vic.gov.au/privacy/health-records-act-2001
– Health Complaints Commissioner (Vic): https://hcc.vic.gov.au
– Freedom of Information Act 1982 (Vic): https://www.legislation.vic.gov.au/in-force/acts/freedom-information-act-1982
Commonwealth Legislation
– Privacy Act 1988 (Cth): https://www.oaic.gov.au/privacy/the-privacy-act
– Office of the Australian Information Commissioner (OAIC): https://www.oaic.gov.au