Privacy policy

Last updated: 23 July, 2025

At Williamstown Health Hub for Kids, we’re committed to protecting your privacy and keeping your personal information safe. This Privacy Policy explains how we collect, use, store, and protect your information, and what your rights are.

We’re a registered health service provider and follow the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth), including the Health Records Act 2001 (VIC).

1. What personal information we collect

We only collect information that’s necessary to provide safe, appropriate care for your child. This may include:

  • Your name, contact details, and relationship to the child
  • Your child’s name, date of birth, and relevant medical history
  • GP or referrer details
  • NDIS details (if applicable)
  • Appointment history, notes, and clinical information
  • Medicare or private health insurance details
  • Payment information

We may also collect information you provide via email, phone, our website contact form, or during consultations.

2. How we collect your information

We usually collect information directly from you or your authorised representative (like a parent or carer), but in some cases we may also collect information from:

  • Other health professionals (with your consent)
  • Schools or support workers (with your consent)
  • NDIS or third-party funding bodies

You have the right to choose what information you provide, but if you withhold relevant details, it may affect our ability to provide appropriate care.

3. Why we collect your information

We collect your personal information to:

  • Provide allied health services to your child
  • Communicate with you about appointments and treatment
  • Coordinate care with other health professionals (where appropriate)
  • Manage billing, rebates, and funding claims
  • Meet our legal and professional obligations

We will never use your personal information for marketing or non-health related purposes without your consent.

4. How we store and protect your information

We take data security seriously. Your information is stored securely using electronic health record systems that meet Australian privacy and data protection standards. We also maintain physical and administrative safeguards to protect your data.

We only allow authorised staff and practitioners to access your personal information, and we regularly review our systems to ensure your privacy is protected.

5. Who we share your information with

We may share your personal information with:

  • Other health professionals involved in your child’s care (with your consent)
  • Referring doctors or GPs
  • Your NDIS plan manager or funding body (where relevant)
  • Medicare or private health funds (for claims)
  • Professional service providers like accountants or IT support, under strict confidentiality agreements

We do not share your personal information with third parties for marketing or sales purposes. We’ll always seek your consent before sharing sensitive information unless required by law.

6. Accessing or correcting your information

You have the right to access or update your personal information at any time. If you’d like to view or correct your records, please contact us and we’ll respond within a reasonable timeframe.

In some cases, we may need to verify your identity before releasing information or comply with legal requirements.

7. How long we keep your records

As a health service provider, we are required by law to retain clinical records for a minimum period (usually 7 years, or longer if your child was under 18 at the time of their last appointment). After that time, records are securely destroyed.

8. Website and online data

When you visit our website, we may collect basic usage data (such as your IP address or browser type) for website analytics. If you submit a form online, we only collect the information you provide.

We do not store cookies for advertising purposes, and we do not share website data with third parties except where required for technical support.

9. Making a privacy complaint

If you have any concerns or complaints about how we’ve handled your personal information, please let us know at info@whh4k.com.au. We take all feedback seriously and will respond as soon as possible.

If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or call 1300 363 992.

10. Policy updates

We may update this Privacy Policy from time to time to reflect changes in laws, systems, or services. The latest version will always be available on our website.