Privacy Policy
Gloria Hiu-Wai Fong (ABN 27 834 097 975) trading as Ready Dermatology
Scope and Currency
This policy applies to all personal and health information we collect from future, current and past patients of Ready Dermatology.
1. Introduction and Purpose
We are committed to protecting the privacy of patient information we collect and to handling your personal information in a responsible manner in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Health Records and Information Privacy Act 2002 (NSW) (referred to as Privacy Laws).
This Privacy Policy explains how we collect, use and disclose your personal information, how you may access that information and how you may seek the correction of any information.
From time to time we may make changes to our policy, processes and systems relating to how we handle your personal information. We will update this Privacy Policy to reflect any changes. A copy of the Privacy Policy is accessible on the Practice website or in hard copy from reception staff.
2. Collection
We collect personal and sensitive health information that is necessary for the provision of healthcare. This may include but is not limited to:
Personal identifiers such as name, date of birth, address and contact details
Medicare number, DVA number, pension number and private health insurance details
Medical history, clinical notes, diagnostic test results, referrals and treatment plans
Appointment and billing details including credit card information
We primarily collect information directly from you personally or from your authorised representative, either at the clinic, over the phone, via SMS or via written or electronic correspondence. In certain circumstances, we may also obtain information from third parties such as your treating General Practitioner, other specialists, pathologists, radiologists, hospitals and other health care providers, and My Health Record. In limited situations, such as an emergency, we may also collect information from other people such as your relatives or friends.
Clinical images: From time to time we may take photographs or images of lesions, rashes or biopsy sites with your consent obtained at the time. Images stored on practice devices are de-identified where possible. Facial images are only transmitted when clinically relevant to your treatment. Images are only shared internally within Ready Dermatology.
Personal and health information may be stored in our electronic medical records system and /or in handwritten hard copy medical records.
4. Use and Disclosure
We may use or disclose your personal and health information for the following purposes:
To provide medical treatment and care, including to communicate with other healthcare providers involved in your care
For administrative functions including billing and compliance with legal obligations
To liaise with government and regulatory bodies such as Medicare, the Department of Veterans' Affairs and My Health Record
We will communicate with or about you using the following methods: SMS, phone, fax, email and secure messaging (including Healthlink, Medicare Web Services and e-scripts). This may include your personal and health information.
Phone calls to and from the practice may be recorded for quality and training purposes. Callers are notified of this at the start of each call and may request not to be recorded.
At your request we will disclose your results and treatment information to your authorised representative. Your request should be in writing. .
If third parties such as insurer request your information, we will never provide your personal or health information without a current signed release from you permitting us to do so unless we are permitted or required to do so by law, for example, in answer to a notice of Medicare, a summons form the Police, subpoenas and notices to produce from courts and tribunals.
5. Research, Quality Improvement and Marketing
Quality Improvement and Staff Education
We may use patient information for internal audits, staff training, clinical review and accreditation activities, de-identified where practicable. These processes help ensure we maintain high standards of care and safety.
Research
From time to time we may participate in health research projects. If identifiable information is required, we will seek your express consent before sharing your data. You may be contacted by a member of our team to discuss a research opportunity.
De-identified Data Sharing
We may contribute de-identified health data to health improvement initiatives or registries. This data cannot identify you and is stored securely. If you do not want your data included in these de-identified datasets, please inform our reception team.
Marketing
We will not use your personal information to market goods or services directly to you without your express consent. If you do provide consent, you may opt out of receiving marketing communications at any time by notifying us in writing or using the unsubscribe function.
6. Use of Artificial Intelligence (AI)
Ready Dermatology uses AI technology to support clinical documentation.
Before an AI scribe is used in any consultation, your doctor will explain how it works and seek your verbal consent. You may decline its use at any time.
The use of AI technology includes the following safeguards:
Patient health information is pseudonymised — personal identifiers are removed before processing
No patient data is used to train, develop or improve AI models
Data is stored on Australian servers
The audio recording is only retained for the duration requested by the treating practitioner and is then securely deleted
All AI generated content is reviewed by your doctor before being added to your medical record
The AI provider is required to comply with the Privacy Laws.
7. Data Security and Retention
We will take reasonable steps to ensure your personal information is accurate, complete, up to date and relevant. Our staff may ask you to confirm that your personal details are correct when booking appointments and at your consultation.
We implement technical and administrative measures to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These measures include:
Secure electronic medical record systems with role-based access controls
Regular staff training on privacy and data protection
Regular audits and updates to our software and cybersecurity framework
All our service providers are required to comply with the Privacy Laws.
In NSW, health information must be retained for at least seven years from when a patient was last seen, or until a child reaches the age of 25 years, whichever is later. Information no longer required, once the minimum retention period has passed, will be destroyed in a manner that preserves the confidentiality of the information.
8. Access and Correction
You are entitled to request access to your medical records. We require that you put your request in writing, and we will endeavour to respond within a reasonable time.
There may be a reasonable fee for the administrative costs of retrieving and providing you with access to your medical records.
We may decline access to your medical records in certain circumstances. Should we do so, we will always tell you why access has been declined and the other options available to you.
If you believe that the information we hold about you is not accurate, complete, or up to date, we ask that you discuss this with us or alternatively contact us in writing.
9. Privacy Enquiries and Complaints
If you have any questions or concerns about how your personal information is handled, or want to request access to or correction of your information, please contact our Privacy Officer:
Address
Practice Manager
Ready Dermatology
PO Box 59, Chatswood NSW 2057
Phone
+61 2 8359 9988
privacy@readydermatology.com.au
Upon receipt of a complaint we will respond within 30 days. If you are dissatisfied with the handling or outcome of a complaint, you may escalate to the Office of the Australian Information Commissioner (OAIC):
Website
Phone
1300 363 992
Post
GPO Box 5288, Sydney NSW 2001
Date published: June 4, 2026
Date for review: June 3, 2027