Privacy Policy

1. About this policy

Smart Paeds (“we”, “us”, “our”) is a paediatric clinic in Cockburn Central, Western Australia. We are committed to protecting the privacy of the children and families we care for, and of everyone who uses this website.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Health information is “sensitive information” under the Privacy Act and is given a higher level of protection.

This policy explains how we collect, use, disclose and protect personal information through this website (smartpaeds.com.au) and when you contact us. If you have any questions, please use the contact details at the end of this policy.

2. What information we collect

Website usage information

When you visit our website, we use Google Tag Manager and Google Analytics to collect information about how the site is used, such as the pages you view, how long you stay, the site that referred you, and your browser and device type. This information does not identify you personally.

These tools use cookies and similar technologies. You can block or delete cookies in your browser settings, though some parts of the website may not work as intended. Embedded services on our site, such as our online booking system and map, may also set their own cookies (see section 4).

Where practical, you can browse our website and make general enquiries anonymously or using a pseudonym. We will need your details to book appointments, process a referral, or respond to you directly.

Information you provide to us

When you contact us, complete a form or send us documents, we may collect:

• your name, phone number and email address
• your child’s name and date of birth
• information about your child’s health, development and current supports (for example NDIS, CAMHS or other agencies), and whether an assessment report exists
• GP referrals, reports, completed questionnaires and other documents you choose to send
• whether your child is in the care of the Department of Communities or subject to court orders
• any other information you include in a message

Please only include the clinical information our forms ask for. If we need more detail, we will discuss it with you securely at or before your appointment.

Enquiries, appointment requests and referrals

We collect information to respond to your enquiry, assess a referral and schedule appointments. By submitting an enquiry, appointment request or referral, you consent to us contacting you about it and discussing information relevant to your child’s care.

Information from other people

We may also receive information about your child from their GP or other referring practitioners (including through secure messaging services such as Healthlink), from schools and teachers who complete questionnaires at your request, and from other health professionals involved in your child’s care.

Employment enquiries

If you apply for a role with us, we collect your name, contact details, qualifications, employment history and any other information you provide. By submitting an application, you consent to us contacting you about it.

3. How we use your information

We use personal information to:

• respond to enquiries, referrals and appointment requests
• provide paediatric and allied health care, including assessments, reports and follow-up
• communicate with you, including appointment reminders
• process payments and Medicare claims
• communicate with your child’s GP and other practitioners involved in their care
• manage job applications
• improve our website and services
• keep accurate records and meet our legal and professional obligations

We only use your information for the purpose it was collected, a directly related purpose you would reasonably expect, or as permitted or required by law.

4. Disclosure of information

Third-party service providers

We use trusted providers to run our website and practice, including:

• HotDoc – online appointment booking
• Ezidebit – online payments
• Healthlink – secure messaging with referring practitioners
• Google – website analytics (Google Analytics and Google Tag Manager) and embedded maps
• website hosting, email and practice management providers

These providers may only use your information to provide their services to us, not for their own purposes. When you use HotDoc or Ezidebit, your information is also handled under their own privacy policies.

Some of these providers may store or process information outside Australia, including in the United States. Where this happens, we take reasonable steps to ensure your information is protected to a standard consistent with the Australian Privacy Principles.

Other health professionals

With your consent, or where it is directly related to your child’s care and you would reasonably expect it, we share information with your child’s GP, referring practitioner and other professionals involved in their care.

Legal and regulatory requirements

We may be required to disclose information to government or regulatory bodies such as Medicare (Services Australia), the Australian Health Practitioner Regulation Agency (Ahpra), the Health and Disability Services Complaints Office (HaDSCO), or to a court. We only share the minimum information needed.

Mandatory reporting

We may disclose information without your consent where required or permitted by Western Australian or Commonwealth law, including where we reasonably believe a child is at risk of harm or abuse, or where a health practitioner may be placing the public at risk.

What we do not do

We do not sell, trade or rent your personal information, or share it for marketing or unrelated commercial purposes.

5. Children and parental consent

Our patients are children and young people under 18. We generally collect information from parents, guardians or carers. When you provide information about a child, you confirm that you are legally authorised to do so.

As young people mature, we may also speak with them directly and take their views into account when handling their information, in line with their capacity and best interests.

6. Storage and security of your information

We store information electronically using secure systems from trusted providers. We protect it with:

• secure, password-protected systems
• role-based access, so staff can only see the information they need for their work
• confidentiality obligations and privacy training for all staff

Data retention

We keep information only as long as it is needed for the purposes described in this policy or as required by law. Health records for children are generally kept until the patient turns 25, or for at least seven years after their last visit, whichever is later. When information is no longer needed, we securely destroy or de-identify it.

7. Access and correction of your information

You may ask to access or correct the personal information we hold about you or your child by contacting us. We may need to verify your identity before releasing information, and we will respond within a reasonable time (usually within 30 days).

In limited circumstances the law allows us to refuse access, for example where it could put someone’s safety at risk. If we refuse, we will tell you why in writing. We may charge a reasonable fee for providing copies of records, but not for making a request.

8. Data breaches

If a data breach is likely to cause serious harm, we will notify the people affected and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.

9. Complaints

If you have a concern about how we have handled your personal information, please contact us in writing using the details below. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you can contact:

• Office of the Australian Information Commissioner (OAIC)
  Phone: 1300 363 992 · Web: www.oaic.gov.au
• Health and Disability Services Complaints Office (HaDSCO), Western Australia
  Phone: 1800 813 583 · Web: www.hadsco.wa.gov.au

10. Changes to this policy

We may update this policy from time to time to reflect changes in our practices, technology or the law. The current version is always available at smartpaeds.com.au/privacy-policy.

11. Contact us

For privacy questions, requests or complaints, please contact our Practice Manager:

• Phone: 08 9468 3622
• Email: sami@devizor.com
• Post: Smart Paeds, Level 2, 840 North Lake Road Cockburn Central WA 6164