Privacy Policy

Effective Date: 01/02/2026

 

At Coffs Harbour Orthopaedic Specialists we are committed to protecting your privacy and the confidentiality of your personal and health information. This policy explains how we collect, use, disclose, and store your information in accordance with the Privacy Act 1988 and the Australian Privacy Principles (APPs)

 

1. What Information We Collect

 

We may collect and hold the following types of personal information:

 

• Your name, date of birth, gender, and contact details.

• Your Medicare, DVA, and private health insurance details.

• Referring doctor and GP details.

• Medical history, test results, imaging, treatment plans, and surgical information.

• Billing and payment information.

• Next of kin or emergency contact details.

 

2. How We Collect Information

 

We may collect your personal information:

 

• Directly from you (in person, by phone, or electronically).

• From your GP, referring doctor, or other healthcare providers.

• From hospitals, pathology, and radiology providers.

• Via Medicare, DVA, WorkCover, or private health insurers (for billing and claims).

 

3. Why We Collect Your Information

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We collect your information to:

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• Provide orthopaedic care and treatment.

• Communicate with your GP, referring doctors, and other treating health professionals.

• Arrange diagnostic tests, hospital admissions, and surgical procedures.

• Manage billing, claims, and payments.

• Comply with our legal obligations (e.g. medical record retention).

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4. Disclosure of Your Information

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We may disclose your information to:

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• Your GP, referring doctor, and other health professionals involved in your care.

• Hospitals, day surgeries, and allied health providers (e.g. physiotherapists).

• Medicare, DVA, and private health insurers (for billing purposes).

• Pathology and radiology services.

• Our staff, contractors, and IT providers who support practice operations.

• Regulatory authorities where required by law (e.g. court orders, public health reporting).

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We will not disclose your information to third parties for marketing purposes.

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5. Storage & Security of Information

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Your information may be stored in both paper and electronic formats.

We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, including:

 

• Secure practice management software with password protection and encryption.

• Locked filing cabinets for paper records.

• Regular data backups and IT security monitoring.

 

6. Access & Correction of Information

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You have the right to access and request correction of your personal information.

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• Requests can be made in writing to our practice manager.

• We may charge a reasonable administration fee.

• In rare cases, access may be refused in accordance with the Privacy Act.

 

7. Overseas Disclosure

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We generally do not disclose personal information overseas. However, using cloud-based services, your data may be stored securely on servers located outside Australia.

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8. How Long We Keep Records

 

As required by law in NSW, we retain health records for:

 

• Adults: At least 7 years from the last date of service.

• Children under 18: Until the patient turns 25 years of age.

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9. Questions or Complaints

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If you have questions or concerns about your privacy, please contact:

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Coffs Harbour Orthopaedic Specialists

Address: Suite 3/343 Pacific Highway, Coff's Harbour, NSW 2450, Australia

Phone: 02 5656 1107

Email: info@coffsorthopaedic.com.au

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

Office of the Australian Information Commissioner (OAIC)

Phone: 1300 363 992 | www.oaic.gov.au

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10. Updates to this Policy

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We may update this Privacy Policy from time to time. The latest version will always be available on our website and at our practice reception.