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Privacy Policy

Refine Medical Aesthetics is committed to protecting the privacy and confidentiality of personal and sensitive information provided to us. This Privacy Policy outlines how we collect, use, disclose, and manage personal and sensitive information in compliance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (Privacy Act).

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This Privacy Policy was last updated on 04/04/2024.

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1. Collection of Personal Information

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We collect personal information necessary for providing aesthetic medical services to our patients. Personal Information is defined in the Privacy Act and includes any information that can be used to personally identify you.

 

The personal information we collect may include:

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  • Your Full Name

  • Date of birth

  • Gender

  • Your contact details (residential/postal address, email, phone numbers)

  • Your next of kin and/or emergency contact details (Full name, phone numbers, relationship)

  • Payment information

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We collect personal information directly from our patients or their authorised representatives and sometimes from third parties such as when payments are processed through payment providers. The Personal Information you provide to us can be collected in person, via hard copy form, over the phone, via sms, email or webform or via our website www.refinemedical.com.au.

 

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2. Collection of Sensitive Information

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In addition to personal information, we may collect sensitive information relevant to medical treatment and services, including:

 

Medical history:

  • Details of known or suspected allergies

  • Pregnancy/breastfeeding/family planning

  • Current drugs or treatments used

  • Indication of chronic illness

  • Lifestyle information such as alcohol consumption/smoking

 

Aesthetic treatment records:

  • Date and type of treatment

  • Dosage and treatment site

  • Treatment review notes

  • Before and after treatment photographs

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Collection of sensitive information is necessary for providing appropriate care to our patients. Sensitive information will be collected directly from our patients in person via consultation, via medical history form (hard copy or email) and in some instances via our online consultation form.

 

All sensitive data is stored in an industry specific software platform that adheres to strict data compliance standards. Data that is provided via hardcopy, email and/or webform follows a process to be uploaded to this platform and is deleted/destroyed from all other collection channels.

 

3. Use of Personal and Sensitive Information

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Personal and sensitive information collected by Refine Medical Aesthetics may be used for the following purposes:

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  • Providing medical treatments and services

  • Managing appointments and scheduling

  • Billing and processing payments

  • Communicating with clients about their treatment and related services

  • Sending appointment reminders and follow-up communications

  • Compliance with legal and regulatory requirements

  • Conducting quality control and improvement activities to ensure the highest standards of care are maintained

  • Conducting data studies and analysis for research and development purposes, with all data de-identified to protect client privacy

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Information for Marketing:

As default, patients will not receive marketing/promotional material. Marketing communication preferences will be requested via patient onboarding forms and/or via webform. Where consent for marketing (including newsletter subscriptions and promotions) has been provided, personal information including name, email, phone, address and birthdate information may be used for communications. Marketing communication preferences can be updated or removed at anytime by informing us in writing or by clicking unsubscribe on email material.

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Before and After Photography:

As default, patients will not have any before and after photography shared publicly. From time-to-time Refine Medical Aesthetics may invite patients to model for before and after photography which will then be shared in treatment guides and on the website. In these cases, patients will be asked prior to treatment to provide consent for this photography to be shared.

 

4. Disclosure of Personal and Sensitive Information

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We may disclose personal and sensitive information to third parties in the following circumstances:

  • With the consent of the individual and only when there is appropriate cause to share this information

  • To government authorities or regulatory bodies as required by law

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In the event of a sale, merger, or transfer of our business, personal and sensitive information may be transferred as part of the transaction, subject to confidentiality obligations.

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5. Security of Personal and Sensitive Information

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Refine Medical Aesthetics takes reasonable steps to protect personal and sensitive information from misuse, interference, loss, unauthorized access, modification, or disclosure. These measures include:

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  • Secure storage and handling of electronic records in an industry specific software platform that adheres to strict data compliance standards.

  • Restricted access to personal and sensitive information to authorised personnel only. Electronic records are protected by user permissions so that only staff with the authorised permissions can access patient records.

  • Minimisation of paper-based records. In cases where information is collected via hard copy, the information is transposed to an electronic system and the hard copy is then destroyed.

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When your Personal and Sensitive Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify the information. However, most of the Personal Information is or will be stored in patient files which will be kept by us for a minimum of 7 years.

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6. Access and Correction of Personal Information

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Patients have the right to access and correct their personal information held by Refine Medical Aesthetics. Requests for access or correction should be made in writing to hello@refinemedical.com.au. We will respond to such requests within a reasonable timeframe and may require verification of identity before providing access or making corrections.

 

7. Updates to this Privacy Policy

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Refine Medical Aesthetics may update this Privacy Policy from time to time to reflect changes in legal or regulatory requirements, industry standards, or our business practices. Any updates will be published on our website, and we encourage patients to review this policy periodically.

 

8. Privacy Policy Complaints and Enquiries

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If you have any questions about this Privacy Policy or our privacy practices or have any concerns about how we handle your personal and sensitive information, please contact us at:

 

Refine Medical Aesthetics

Phone:                0480 716 526

Email:                  hello@refinemedical.com.au

Address:             9/271 Esplanade

                             Centrepoint Arcade

                             Lakes Entrance

                             2909

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