Current as of: August 2026
This Privacy Policy provides clear information about how Langwarrin Health Clinic collects, uses, stores, and shares your personal information. Occasionally, we may need to share your personal information with others involved in your healthcare. This document explains when, how, and why this occurs.
- Who can I contact about this policy?
For enquiries concerning this policy, please contact our Practice Manager:
📧 manager@langwarrinhealthclinic.com.au
📍 18/385 Cranbourne-Frankston Road, Langwarrin VIC 3910
📞 (03) 8789 9777
- When and why is your consent necessary?
When you register as a patient at Langwarrin Health Clinic, you provide consent for our GPs and staff to access and use your personal information to provide healthcare. Access is restricted to those team members who require it for your care.
If we ever use your personal information for purposes not outlined in this policy, we will first obtain your additional consent.
By acknowledging this Privacy Policy, you consent to us collecting, holding, using, retaining, and disclosing your personal information in the ways described below.
- Why do we collect, use, store, and share your personal information?
We collect, use, store, and share your personal information primarily to manage your health safely and effectively. This includes:
- delivering healthcare services
- managing medical records
- accurate billing and payments
We may also use your information for quality and safety purposes, such as audits, accreditation, and staff training.
- What personal information is collected?
We may collect the following information about you:
- Name, date of birth, address, and contact details
- Medical information: history, medicines, allergies, immunisations, adverse reactions, social history, family history, risk factors
- Medicare number (for identification and claiming)
- Healthcare identifier numbers
- Health fund details
- Can you deal with us anonymously?
Yes, you may deal with us anonymously or under a pseudonym unless it is impractical or where the law requires you to be identified.
- How is personal information collected?
We collect your information in several ways:
- During your first appointment via registration forms
- When you contact us (website, email, SMS, phone, online bookings, social media)
- From other sources, such as:
- your guardian or responsible person
- other healthcare providers (specialists, allied health, hospitals, community health services, pathology, imaging services)
- Medicare, your health fund, or the Department of Veterans’ Affairs
While providing care, we may also collect information via:
- electronic prescribing
- My Health Record (e.g., Shared Health Summary, Event Summary)
- online appointment systems
Images collected may include:
- CCTV footage (waiting room and carpark entry only, not consultation or treatment rooms) for safety and security
- Photos or medical images taken for clinical purposes (following our clinical guidelines)
- When, why, and with whom do we share your personal information?
Your information may be shared:
- with third parties (e.g., accreditation agencies, IT providers) – all must comply with privacy laws
- with other healthcare providers (e.g., in referral letters)
- when required or authorised by law (e.g., court subpoenas, mandatory disease notifications)
- when necessary to prevent or lessen a serious threat to life, health, or safety
- to assist in locating a missing person
- to establish, exercise, or defend a legal claim
- as part of a confidential dispute resolution process
Only those who need to access your information will be able to do so. We will not share your personal information with anyone outside Australia unless permitted by law and with your consent.
- Will your information be used for marketing?
We will not use your personal information for marketing without your express consent.
If you consent, you may opt out at any time by notifying us in writing.
- How is your information used to improve services?
We may use your information to improve service quality through research, data analysis, and staff training.
- De-identified data may be provided to organisations to improve population health. Patients cannot be identified, and data remains securely stored in Australia.
- You may opt out of de-identified data use—please advise reception.
- Sometimes research teams approach practices to recruit eligible patients. You may only be contacted by our practice team and never directly without your consent.
- How are document automation technologies used?
We use secure medical software (Best Practice) to generate documents such as referrals. These contain only relevant medical information.
All users have unique logins and can only access information appropriate to their role.
- How are Artificial Intelligence (AI) scribes used?
We use the Lyrebird AI Scribe to assist doctors with note-taking.
- Lyrebird records the consultation audio to generate a clinical note.
- The audio file is destroyed once transcription is complete.
- Lyrebird does not share information outside Australia.
- Identifying details are removed during transcription.
This service is used only to support your healthcare.
- How is your personal information stored and protected?
- Information is stored securely in electronic systems.
- Staff and contractors sign confidentiality agreements and use unique passwords.
- CCTV recordings (waiting room and carpark entry only) are stored securely with restricted access.
- How can you access and correct your personal information?
- You have the right to request access to or correction of your personal information.
- We will respond within 2 weeks.
- A fee of $25 applies to transfer your medical file to another practice.
- We take reasonable steps to keep your information accurate and may ask you to confirm your details periodically.
- How can you lodge a privacy-related complaint?
We take privacy concerns seriously. Please direct complaints to our Practice Manager:
📍 18/385 Cranbourne-Frankston Road, Langwarrin VIC 3910
📞 (03) 8789 9777
📧 manager@langwarrinhealthclinic.com.au
We aim to resolve complaints within 30 days.
If unresolved, you may contact the Office of the Australian Information Commissioner (OAIC):
🌐 www.oaic.gov.au | ☎ 1300 363 992
- How is privacy on the website maintained?
Any personal information shared through our website, email, or social media is handled securely and confidentially.
Our website also uses analytics and cookies.
- Policy review statement
This Privacy Policy is regularly reviewed to ensure compliance with current obligations.
- Updates will be published on our website.
- Significant changes may also be communicated directly to patients.
Please check this policy periodically for updates. If you have any questions, contact our Practice Manager.