Privacy Policy

Introduction
By registering as a patient or engaging with our clinic, you consent to the collection, use and disclosure of your personal information in accordance with this Policy. Only those who require access to your information to provide healthcare will be able to view it.

Why Your Consent Is Necessary
By attending our clinic, making an appointment, or sharing your details, you consent to our staff, contractors and associated practitioners accessing and using your information so we can deliver safe and coordinated dermatology care. If we need to use your information for a purpose not outlined here, we will seek your additional consent.

Why We Collect, Use and Share Personal Information
We collect and use your information primarily to provide dermatology services, including assessment, diagnosis, treatment, follow-up and referrals. We also use information for:
• billing and payments
• practice administration and management
• accreditation and quality improvement
• staff training
• compliance with legal and regulatory obligations

What Information We Collect
We may collect:
• name, date of birth, address, contact details, next of kin
• demographic details such as gender, language, cultural background
• medical information including history, medications, allergies, family history and risk factors
• Medicare number, health fund details, healthcare identifiers
• concession or pension card information
• any details relevant to your dermatology care

Dealing With Us Anonymously
You may request to interact with us anonymously or under a pseudonym unless it is impractical or unlawful for us to do so. Medicare rebates and some clinical services may not be available anonymously.

How We Collect Personal Information
We collect information:
• directly from you when you attend an appointment, complete forms or contact us
• from treating practitioners within our clinic
• from other healthcare providers involved in your care
• from Medicare, health funds or government bodies (where permitted)
• through website or social media interactions

When and Why We Share Your Information
We may disclose your information to:
• other healthcare providers involved in your care
• hospitals, pathology and radiology services
• Medicare and private health funds
• IT providers, accreditation organisations or administrative support services (all under strict confidentiality obligations)
• government agencies where required by law
• protect life, health or safety in emergency circumstances

We will not use your information for marketing without your explicit consent.

Clinical photography
We may take clinical photographs of a patient’s skin condition where this may assist with diagnosis, monitoring of treatment progress, or follow-up care. Photographs will only be taken with the patient’s consent.

Clinical photographs are taken using cameras that remain within the clinic premises. After the images are securely transferred to the patient’s medical record, they are deleted from the camera at the end of the clinic session. The photographs then form part of the patient’s medical record and are stored securely within our medical record systems. These images are handled with the same level of confidentiality and security as all other health information and are used only for clinical care unless additional consent is obtained for another purpose.

Use of AI Scribe Technology
Atlas Dermatology may use secure, AI-based medical scribe technology to assist clinicians with documentation. The tool listens to the consultation and produces a draft clinical summary. Your clinician reviews and edits this summary before it becomes part of your medical record.

All recordings and drafts generated by the AI tool are stored securely and deleted once the clinical note is finalised.

Patients are informed about the use of this technology before it is activated and may decline its use at any time. Declining its use will not affect your care. Consent is noted in the clinical record when given.

How We Store and Protect Your Information
Your information may be stored electronically (including in secure cloud systems), as visual records (such as clinical photographs), or in archived paper files. We take reasonable steps to protect your information through:
• secure passwords and access controls
• encryption where appropriate
• secure physical storage
• restricted staff access
• regular data backups

We retain records in accordance with legal requirements and destroy or de-identify information that is no longer needed.

Accessing and Correcting Your Information
You may request access to your personal information or ask for corrections if it is inaccurate or incomplete. Requests must be made in writing or via email. We acknowledge requests within three business days. A small fee may apply for copying records, but there is no fee for corrections.

Making a Privacy Complaint
If you believe your privacy has been breached, please submit a written complaint to the Practice Manager or Privacy Officer. We will acknowledge your complaint within three business days and provide a full response within 30 business days.

You may also contact the Office of the Australian Information Commissioner (OAIC) for further advice.

Website, Cookies and Analytics
When you visit our website, we may collect non-identifiable technical data such as device type, browser type, IP address and pages visited. Cookies and analytics help us improve website performance and user experience. You may disable cookies in your browser settings, but some features may not function properly.

Our website may include links to third-party websites; we are not responsible for their privacy practices.

Policy Review
We review this Policy annually or whenever significant changes occur.
Last reviewed: 10 of March 2026.

Summary
• We collect only what we need to provide dermatology care
• Your information is stored securely and protected
• You may access or correct your data at any time
• You may decline AI scribe technology
• Our privacy practices are reviewed regularly