Privacy Policy
TOTIUM - Privacy Policy
TOTIUM Pty Ltd (ABN 28 631 416 772) (TOTIUM we, our, us) are committed to protecting your privacy.
This privacy policy sets out how we handle your personal and sensitive information. In particular, this privacy policy sets out how we will handle any personal information that is disclosed, collected or otherwise handled in connection with the TOTIUM website www.totium.net, the platforms on that website (together, the Website) and in all TOTIUM products (TEC - The Exec Check, TOC - The Onsite Clinic and TLC - The Life Check).
This privacy policy may change from time to time and it is therefore important that you review it regularly.
What personal information do we collect?
The information we will collect about you includes your:
names, date of birth, addresses, contact details
medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors
Medicare number (where available) for identification and claiming purposes
healthcare identifiers
health fund details
Information about the type of work you perform.
Dealing with us anonymously
You have the right to deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals.
Note: The Privacy Act requires TOTIUM to provide patients with the option of not identifying themselves, or of using a pseudonym, wunless it is impracticable for TOTIUM to do so.
Why and when your consent is necessary?
When you register as a patient of our practice, you provide consent for our GPs and practice staff to access and use your personal information so they can provide you with the best possible healthcare. Only staff who need to see your personal information will have access to it. If we need to use your information for anything else, we will seek additional consent from you to do this (see below for exceptional circumstances as required by law).
What sensitive information do we collect?
Sensitive information is a special subset of personal information under the Privacy Act and is subject to more stringent protections than are otherwise afforded to personal information. Sensitive information includes health information, such as information about your weight or blood pressure, and information about your racial or ethnic origin. We will collect your health information and information about your racial or ethnic origin when you use the services we make available via the Website and throughout our products.
How do we collect your personal information?
TOTIUM may collect your personal information in several different ways.
When you make your first appointment our practice staff will collect your personal and demographic information via your registration.
During the course of providing medical services, we may collect further personal information.
Information can also be collected through electronic transfer of prescriptions (eTP), My Health Record, eg via Shared Health Summary, Event Summary, our website, or other services.
We may also collect your personal information when you visit our website, HotDoc, send us an email or SMS, telephone us, make an online appointment or communicate with us using social media.
In some circumstances personal information may also be collected from other sources. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:
your guardian or responsible person
other involved healthcare providers, such as specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services
your health fund, Medicare, or the Department of Veterans’ Affairs (as necessary).
Why do we collect, use, hold and share your personal information?
Our practice will need to collect your personal information to provide healthcare services to you. Our main purpose for collecting, using, holding and sharing your personal information is to manage your health. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (eg complaint handling and staff training).
When, why and with whom do we share your personal information?
We sometimes share your personal information:
with third parties who work with our practice for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy
with other healthcare providers
when it is required or authorised by law (eg court subpoenas)
when it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent
to assist in locating a missing person
to establish, exercise or defend an equitable claim
for the purpose of confidential dispute resolution process
when there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification)
during the course of providing medical services, through eTP, My Health Record (eg via Shared Health Summary, Event Summary).
Only people who need to access your information will be able to do so. Other than in the course of providing medical services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent.
We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Our practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying our practice in writing.
Our practice may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data.
We may provide de-identified data to your employer or other organisations to improve population health outcomes. The information is secure, patients cannot be identified and the information is stored within Australia. You can let our reception staff know if you do not want your information included.
What if we can’t collect your personal information?
If you do not provide us with the personal information we need, you may not be able to use all the features of the Website nor participate in our services.
Direct marketing
We may provide you with electronic marketing messages from time to time. You may opt out of receiving electronic messages from us at any time by contacting our teamvia the contact details at the bottom of this privacy policy or by using the opt out mechanism included in our electronic marketing messages.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms.
such as paper records, electronic records, visual records (X-rays, CT scans, and photos).
Our practice stores all personal information securely. Through electronic format, in protected information systems. Our practices protects the data through the use of passwords, and confidentiality agreements for staff and contractors.
How can you access and correct your personal information at our practice?
You have the right to request access to, and correction of, your personal information.
Our practice acknowledges patients may request access to their medical records. We require you to put this request in writing and our practice will respond within a reasonable time which is 30 days. Patient will be advised if there is any required fee.
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by our practice is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to the practice manager.
How can you lodge a privacy-related complaint, and how will the complaint be handled at our practice?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve it in accordance with our resolution procedure. Patients can email office@totium.net or call 1300 192 010 and aim to respond within 30 days.
You may also contact our team if you wish to obtain further information regarding our privacy practices and the way we handle your personal information.
For more information regarding privacy you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au
Complaints
If you have a complaint regarding our handling of your personal information or concerning our privacy practices, you may file a complaint with our team or CEO using the contact details set out at the bottom of this privacy policy. We will confirm receipt of your complaint. If an investigation is necessary, we will open an investigation into your complaint. We may need to contact you to request further details of your complaint. If an investigation has been opened following a complaint made by you, we will contact you with the result of that complaint as soon as possible.
Cookies
Our website may use ‘cookies’ from time to time. Cookies could be used to collect personal information. A cookie is a small file that is stored on your device by a website. Cookies contain information which is readable by the website that issued the cookie to you and is commonly used to remember your details and preferences when you return to that website. Your web browser can be configured to reject cookies. If you set up your web browser to reject cookies certain functions of our website may become unavailable to you.
Contact us
If you have any questions about this privacy policy, our privacy practices or if you would like to request access to or correction of any personal information we may hold about you, please contact our team:
Office email: Office@totium.net
CEO Email: marieke.bruinstroop@totium.net
Policy version:
This privacy policy v3.0 was last updated on 6.05.2024.