The Back Dr Shellharbour | Privacy Policy

Who We Are

The Back Dr is a chiropractic practice located at 12 Station Road, Albion Park Rail NSW 2527. We are committed to protecting your privacy and handling your personal information responsibly in accordance with Australian privacy laws.

Our website address is: https://thebackdr.com.au

Our Commitment to Privacy

We are bound by the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) and, as a healthcare provider, we also comply with additional healthcare-specific privacy requirements. This policy explains how we collect, use, store, and disclose your personal and health information.

What Personal Information We Collect

Health Information

As a registered healthcare provider, we collect and maintain health information necessary for providing chiropractic care, including:

Clinical Information: Medical history, symptoms, examination findings, treatment plans, progress notes, X-rays, and other diagnostic images
Personal Health Details: Allergies, medications, previous injuries, family medical history
Treatment Records: Dates of visits, treatments provided, referrals made, outcomes achieved
Insurance Information: Private health insurance details, Medicare information, workers’ compensation claims

Personal Information

We also collect personal information required for practice administration:

Identity Information: Full name, date of birth, address, phone numbers, email address
Emergency Contacts: Names and contact details of nominated emergency contacts
Payment Information: Banking details for direct debit arrangements, payment history
Appointment Information: Scheduling preferences, appointment history, cancellation patterns

Website Information

When you visit our website, we may collect:

Technical Data: IP address, browser type, device information, pages visited
Contact Form Submissions: Name, email, phone number, enquiry details
Booking System Data: Appointment requests, preferred times, contact preferences
Marketing Preferences: Newsletter subscriptions, communication preferences

How We Collect Your Information

Direct Collection

Most information is collected directly from you during:

Initial consultations and health assessments
Subsequent treatment appointments
Online appointment bookings
Website contact forms
Phone conversations
Email communications

Third-Party Collection

We may receive information from:

Referring Practitioners: GPs, specialists, physiotherapists, or other healthcare providers
Insurance Providers: Private health insurers, Medicare, workers’ compensation insurers
Diagnostic Services: Radiology clinics, pathology laboratories
Other Healthcare Facilities: Hospitals, clinics where you have received related care

Website Cookies and Tracking

Our website uses cookies and similar technologies to:

Remember your preferences and login status
Analyse website usage and improve functionality
Provide personalised content
Enable online booking systems

Cookie Types:

Essential Cookies: Required for website functionality (cannot be disabled)
Analytics Cookies: Help us understand how visitors use our site (Google Analytics)
Marketing Cookies: Used for advertising and remarketing purposes
Booking System Cookies: Enable online appointment scheduling

Why We Collect and Use Your Information

Primary Purposes

Your information is collected and used for:

Clinical Care:
- Providing chiropractic assessment, diagnosis, and treatment
- Monitoring your progress and treatment outcomes
- Making appropriate referrals to other healthcare providers
- Maintaining comprehensive health records
Practice Administration:
- Scheduling appointments and managing your care
- Processing payments and insurance claims
- Communicating with you about your treatment
- Maintaining accurate patient records
Legal and Regulatory Compliance:
- Meeting professional registration requirements
- Complying with healthcare regulations and standards
- Responding to complaints or legal proceedings
- Fulfilling reporting obligations to regulatory bodies

Secondary Purposes

With your consent, we may also use your information for:

Health Education: Sending relevant health tips, exercise programs, and educational materials
Appointment Reminders: SMS, email, or phone call reminders
Marketing Communications: Information about our services, special offers, and health workshops
Quality Improvement: Analysing treatment outcomes to improve our services
Research: Contributing to chiropractic research (always de-identified)

How We Store and Secure Your Information

Data Storage

Electronic Records: Stored on secure, Australian-hosted servers with encryption
Physical Records: Kept in locked filing cabinets in restricted access areas
Backup Systems: Regular encrypted backups stored securely off-site

Security Measures

Access Controls: Role-based access with unique user credentials
Encryption: All sensitive data encrypted in transit and at rest
Regular Updates: Software and security patches applied promptly
Staff Training: All staff trained in privacy and security obligations
Physical Security: Premises secured with alarms and restricted access

Retention Periods

Adult Health Records: Retained for 7 years after last consultation
Children’s Records: Retained until the person reaches 25 years of age or 7 years after they reach 18 (whichever is later)
Financial Records: Retained for 7 years as required by taxation law
Website Data: Varies by data type, typically 2-3 years unless deleted sooner

Who We Share Your Information With

Healthcare Providers

We may share your health information with:

Referring Doctors: Your GP or specialist who referred you
Other Practitioners: When making referrals for additional care
Allied Health Professionals: Physiotherapists, massage therapists, exercise physiologists
Diagnostic Services: Radiology or pathology providers
Hospitals or Clinics: If emergency treatment is required

Service Providers

We may share limited information with trusted service providers:

Practice Management Software: For appointment scheduling and records management
Payment Processors: For processing payments and direct debits
IT Support Services: For maintaining our computer systems (under strict confidentiality)
Professional Advisers: Lawyers, accountants, or consultants (when necessary)

Insurance and Legal

Information may be disclosed to:

Insurance Companies: For claiming private health insurance or workers’ compensation
Medicare Australia: For Medicare billing purposes
Legal Authorities: When required by law or court order
Professional Bodies: Chiropractic Board of Australia, if required for investigations

Emergency Situations

In medical emergencies, we may disclose relevant health information to:

Ambulance services and emergency departments
Your emergency contacts
Other healthcare providers involved in your immediate care

Your Rights and Choices

Access to Your Information

You have the right to:

Request access to your personal and health information
Obtain copies of your health records
Request correction of inaccurate or incomplete information
Request a transfer of your records to another healthcare provider

Communication Preferences

You can:

Opt out of marketing communications at any time
Choose how we contact you (phone, email, SMS, or post)
Update your contact details and preferences
Request not to receive appointment reminders

Complaint Process

If you have concerns about our privacy practices:

Contact our Practice Manager directly
Submit a written complaint outlining your concerns
We will investigate and respond within 30 days
If unsatisfied, you may complain to the Office of the Australian Information Commissioner

Website-Specific Information

Online Booking System

Our online booking system collects:

Personal details for appointment scheduling
Health information relevant to your visit
Payment information for any fees
Communication preferences

This information is stored securely and used only for appointment management and patient care.

Contact Forms and Enquiries

Information submitted through website contact forms is:

Used only to respond to your enquiry
Not added to marketing lists without explicit consent
Stored securely for record-keeping purposes
Deleted after a reasonable period if no appointment is made

Newsletter and Health Tips

If you subscribe to our newsletter:

You will receive health tips and practice updates
Your email address is stored securely
You can unsubscribe at any time using the link in emails
We do not share subscriber lists with third parties

Social Media Integration

Our website may include social media features that:

Allow you to share content on social platforms
May track your interaction with embedded content
Are governed by the privacy policies of the respective social media platforms

Third-Party Services and Links

Google Analytics

We use Google Analytics to understand website usage:

Data collected is anonymised and aggregated
No personally identifiable information is shared with Google
You can opt out using Google’s opt-out browser add-on

External Links

Our website may contain links to external sites:

We are not responsible for the privacy practices of other websites
We recommend reviewing the privacy policies of any sites you visit
External sites may have different privacy standards

International Data Transfers

As a general rule, your personal information is stored within Australia. However, some of our service providers may store or process data overseas:

Cloud Storage Providers: May use servers in secure international data centres
Software Providers: Practice management systems may have international components
Email Services: Email communications may transit through international servers

Where international transfers occur, we ensure appropriate privacy safeguards are in place.

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect:

Changes in privacy laws or regulations
Updates to our practices or services
Feedback from patients and regulatory bodies

Notification of Changes:

Significant changes will be communicated via email to registered patients
Updated policies will be posted on our website with revision dates
You will be deemed to have accepted changes by continuing to use our services

Children's Privacy

Special protections apply to children’s health information:

Parental consent is required for children under 18
Children’s records are retained until they reach 25 years of age
Mature minors may have some control over their health information
We comply with mandatory reporting obligations regarding child welfare

Your Health Records Rights Under Australian Law

Under Australian privacy law and healthcare regulations, you have specific rights:

Access Rights

Right to access your health records within 30 days
Right to receive copies in a format you can understand
Right to have a support person present when discussing your records
Right to request records be sent directly to another healthcare provider

Correction Rights

Right to request correction of inaccurate or incomplete information
Right to add a statement if we disagree with your requested correction
Right to have corrections noted in all copies of your records

Privacy Rights

Right to request restrictions on how we use or disclose your information
Right to request we communicate with you in a particular way
Right to complain about privacy breaches
Right to seek compensation for privacy breaches that cause harm

Contact Information

The Back Dr
Address: 12 Station Road, Albion Park Rail NSW 2527
Phone: (02) 4295 7222 Email: hello@thebackdr.com.au

Practice Hours:

Monday: 7:30am – 11am & 2pm – 7pm
Tuesday: 7:30am – 11am & 2pm – 7pm
Wednesday: 2pm – 7pm
Thursday: 7:30am – 11am & 2pm – 7pm

Consent and Acknowledgement

By using our services and website, you acknowledge that:

You have read and understood this privacy policy
You consent to the collection, use, and disclosure of your information as described
You understand your rights regarding your personal and health information
You can withdraw consent for secondary purposes at any time (noting that this may affect our ability to provide certain services)

For specific concerns about your privacy rights or this policy, please contact our Practice Manager who will be happy to assist you.

This privacy policy complies with Australian privacy laws including the Privacy Act 1988 (Cth), Australian Privacy Principles, and healthcare-specific privacy requirements. It was last reviewed on [Date] and is scheduled for annual review.

Our chiropractic practice has been delivering safe, gentle and effective Chiropractic care to the Illawarra since 1994.