1. Scope
GP Practice Solutions (we, us or our) respects your privacy and handles personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to us.
This policy applies to information collected through our website, by email or telephone, during consultations, through recruitment activities, and while delivering practice management, accreditation, workflow, training and related services.
2. Information we collect and hold
The kinds of personal information we may collect include:
- your name, job title, organisation and contact details;
- information contained in enquiries, correspondence, bookings and service records;
- billing, payment and transaction information;
- professional history, qualifications, references and recruitment information where relevant;
- feedback, complaint details and records of our communications;
- technical information such as IP address, browser type, device information, referring pages and website activity; and
- other information you choose to provide.
We do not ask website visitors to provide patient records or sensitive health information through general website enquiries or ordinary email. If a service requires access to sensitive information, we will only collect what is reasonably necessary, use an appropriate secure method and obtain any consent required by law.
3. How we collect personal information
We usually collect personal information directly from you when you contact us, request a consultation, engage our services, apply for a role, provide feedback or otherwise communicate with us.
We may also receive information from an organisation you work for, referees, recruitment platforms, professional advisers, publicly available sources or service providers acting on our behalf. Where practicable, you may make a general enquiry without identifying yourself. We may need your identity and contact details where they are necessary to provide a service or respond effectively.
4. Why we collect, hold, use and disclose information
We use personal information to:
- respond to enquiries and arrange consultations;
- provide, manage and improve our services;
- prepare proposals, contracts, invoices and business records;
- support recruitment, onboarding, training and workforce projects;
- communicate with clients, suppliers and professional contacts;
- manage security, quality, complaints and legal obligations;
- maintain and improve our website and business systems; and
- send marketing communications where permitted and where you have not opted out.
We may also use or disclose information for another purpose where you consent, where you would reasonably expect it and the purpose is related to the original purpose, or where required or authorised by law.
5. Disclosure and overseas processing
We may disclose personal information to employees and contractors who need it to perform their work, professional advisers, insurers, payment providers, website hosts, cloud storage providers, email and communications providers, recruitment platforms, and government or regulatory bodies where required.
Some technology providers may store or process information outside Australia. Depending on the provider and its infrastructure, overseas recipients may be located in the United States and other countries in which those providers operate. We take reasonable steps required by applicable law before disclosing personal information overseas.
We do not sell personal information.
6. Storage, security and retention
We may hold personal information electronically and, where necessary, in paper records. We take reasonable technical and organisational steps to protect information from misuse, interference, loss, unauthorised access, modification and disclosure. These steps may include access controls, secure accounts, software updates, backups, staff confidentiality requirements and careful selection of service providers.
No internet transmission or storage system is completely secure. Please avoid sending patient records, passwords or other highly sensitive information by ordinary email unless we have agreed on an appropriate secure method.
We retain personal information only for as long as reasonably necessary for our business, legal, taxation, insurance and recordkeeping purposes. When information is no longer required, we take reasonable steps to destroy it or remove identifying details from it, unless the law requires us to keep it.
7. Website data, cookies and external services
Our website may automatically receive limited technical information through server logs, including IP address, browser type, device information, date and time of access, and pages requested. This information is used for website operation, security and troubleshooting.
This website does not currently use advertising cookies or behavioural advertising. It loads Google Fonts, which may cause your browser to connect to Google and provide technical information such as your IP address. If analytics, embedded content, booking tools or additional cookies are introduced, this policy and any required notices or consent controls should be updated before those tools go live.
Our website may link to external websites. We are not responsible for the privacy practices of those third parties.
8. Direct marketing
We may send service updates or marketing messages where permitted by law. Electronic marketing messages will identify the sender and include a practical way to unsubscribe. You can opt out at any time by using the unsubscribe option in a message or contacting us. We will action unsubscribe requests within the period required by law.
9. Access and correction
You may ask for access to personal information we hold about you or request that inaccurate, outdated, incomplete, irrelevant or misleading information be corrected. Contact us using the details below. We may need to verify your identity before acting on a request.
We will respond within a reasonable period. If an exception permits us to refuse access or correction, we will generally provide written reasons and explain available complaint options, unless the law allows otherwise.
10. Privacy enquiries and complaints
Please contact us if you have a privacy question or believe we have mishandled your personal information. Include enough detail for us to understand the issue. We will acknowledge your complaint, investigate it and aim to respond within a reasonable period.
If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner. Information about privacy complaints is available at oaic.gov.au.
If a data incident is likely to cause serious harm and the Notifiable Data Breaches scheme applies, we will take the steps required by law, which may include notifying affected individuals and the Australian Information Commissioner.
11. Contact us
Privacy Officer, GP Practice Solutions
Email: admin@gppracticesolutions.com.au
Phone: 0470 152 022
ABN: 67 697 456 561
You may request a copy of this policy in another accessible format by contacting us.
12. Changes to this policy
We may update this policy when our practices, services or legal obligations change. The current version will be published on this page with the date of the latest update.