Samford Valley Medical Centre Privacy Policy
Current as of: October 2025
This policy will be reviewed annually or whenever there are significant changes to the way the practice operates, or if legislative changes occur.
Meeting Our Privacy Obligations
Samford Valley Medical Centre (SVMC) is committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This policy explains how your personal information is collected, used, stored and shared within our practice, and the circumstances under which it may be disclosed to others involved in your healthcare.
1. Who Can I Contact About This Policy?
For any enquiries or concerns regarding this policy, please contact:
Practice Manager – Samford Valley Medical Centre
📍 26 Station Street, Samford Village QLD 4520
📞 (07) 3289 1712
✉️ admin@samfordmed.com.au
2. When and Why Is Your Consent Necessary?
When you register as a patient, you provide consent for our GPs and staff to access and use your personal information to deliver quality healthcare.
Only team members directly involved in your care have access to your information.
If we ever need to use your information for purposes outside those outlined here, we will obtain your consent first.
By acknowledging this Privacy Policy, you consent to SVMC collecting, holding, using, and disclosing your personal information as described.
3. Why We Collect, Use, Store and Share Your Information
We collect and use personal information primarily to manage your health safely and effectively. This includes:
Providing clinical care and maintaining accurate medical records.
Managing billing and payments (including Medicare and private health insurers).
Undertaking quality assurance, accreditation and staff training.
Internal audits and patient-safety improvements.
4. What Personal Information We Collect
We may collect information such as:
Name, date of birth, address and contact details
Medicare and health fund information
Medical history, allergies, medications, immunisations, family and social history, risk factors
Healthcare identifiers
Payment details where required
5. Can You Deal With Us Anonymously?
You may deal with us anonymously or under a pseudonym unless it is impracticable to do so, or unless we are required by law to identify you (for example, for Medicare claims or specialist referrals).
6. How We Collect Personal Information
We collect personal information in several ways:
When you register or update your details with our reception or online forms.
When you contact us by phone, SMS, email, or through our website.
When you see your doctor or nurse in person.
From other healthcare providers involved in your care (e.g. specialists, hospitals, pathology and imaging providers).
From My Health Record, electronic prescribing systems, or Medicare/DVA if applicable.
We may also collect limited CCTV footage from our public areas (waiting room, reception, car park entry) for safety and security. No recordings occur in consulting or treatment rooms.
7. When, Why and With Whom We Share Your Information
We may share your personal information:
With other healthcare providers to ensure continuity of care.
With third-party service providers (e.g. pathology, imaging, IT, accreditation bodies) who comply with Australian privacy laws.
When required or authorised by law (e.g. notifiable diseases, court orders).
When necessary to prevent or lessen a serious threat to life, health or safety.
We do not share your personal information with anyone outside Australia.
8. Use of Information for Marketing
SVMC does not use or disclose your personal information for marketing purposes without your express written consent.
If you consent to receiving updates (e.g. recall reminders, health promotion information), you may opt out at any time.
9. Use of Information to Improve Services
We may use de-identified data to improve quality of care, conduct clinical audits, and contribute to public-health initiatives.
No patient can be identified from this information.
If you prefer not to have your de-identified data used for these purposes, please notify reception.
10. Document Automation
We use secure medical software (Best Practice) to generate and send clinical documents such as referrals and prescriptions.
Each user has unique login credentials and access limited to their role.
All systems are password-protected and compliant with Australian Privacy Principles.
11. Artificial Intelligence (AI) Scribes
At present, doctors at Samford Valley Medical Centre may elect to use AI scribe technology to record or transcribe consultations.
If this is the case, patients will be informed prior to their consultation and given the option to opt out.
12. How Your Personal Information Is Stored and Protected
Your records may be held in electronic or paper form, including visual or audio files (e.g. scans, imaging).
All information is stored securely:
Electronic data is password-protected and backed up to Australian servers.
Paper records (where held) are stored in locked cabinets in secure areas.
All staff and contractors sign confidentiality agreements.
CCTV recordings are stored securely and deleted after a defined retention period. (not currently being used)
13. Accessing and Correcting Your Information
You have the right to access and correct your personal information.
Requests should be made in writing to:
Practice Manager – Samford Valley Medical Centre
✉️ pmanager@samfordmed.com.au
We will respond within 30 days.
A small administrative fee may apply for copying records.
You will not be charged for lodging a request.
We take reasonable steps to ensure your information is accurate and up to date. Please advise us if your contact details change.
14. Lodging a Privacy Complaint
If you have a privacy concern, please contact us directly using the details above.
We will acknowledge your complaint within 7 days and aim to resolve it within 30 days.
If you are dissatisfied with our response, you may contact:
Office of the Australian Information Commissioner (OAIC)
📞 1300 363 992 🌐 www.oaic.gov.au
15. Privacy on Our Website
Any personal information shared with us via our website, social media, or email is handled securely and confidentially.
Our website uses basic analytics and cookies to improve functionality.
We do not collect identifiable data through these systems unless you actively submit it.
16. Policy Review Statement
This policy will be reviewed annually or whenever operational or legislative changes occur.
Any updates will be reflected on our website, and significant changes may be communicated directly to patients.