Village Family Medical Centre Pty Ltd Current as of: May 2026
Introduction
This privacy policy explains how Village Family Medical Centre Pty Ltd (referred to below as “the practice”, “we” or “us”) collects, uses and protects your personal information (including health information), and the circumstances in which we may share it with third parties.
Why and when your consent is necessary
When you register as a patient of our practice, you consent to our GPs and practice staff accessing and using your personal information so they can provide you with healthcare. Only staff who need access to do their jobs will be permitted to see your information. We will seek additional, explicit consent if we intend to use your information for any purpose other than providing healthcare or directly related business activities.
Why do we collect, use, hold and share your personal information?
Our main purpose for collecting and managing your information is to provide high-quality healthcare. We also use it for directly related business activities, including:
- financial claims, billing and payments
- practice audits, accreditation and quality assurance
- business processes such as staff training and service improvements.
What personal information do we collect?
The information we collect includes:
- Demographics: name, date of birth, addresses and contact details.
- Clinical records: medical history, medications, allergies, immunisations, social and family history, and risk factors.
- Identifiers: Medicare number, Healthcare Identifiers (HI Service) and health fund details.
Dealing with us anonymously
You have the right to deal with us anonymously or under a pseudonym, unless it is impracticable for us to do so (for example, for Medicare claiming or clinical safety) or we are legally required to identify you.
How do we collect your personal information?
We collect information in several ways:
- Directly: during registration and through your consultations.
- Digitally: via Electronic Transfer of Prescriptions (eTP), My Health Record (MHR) and secure messaging from other providers.
- Communication: through our website, email, SMS, telephone and online booking systems.
- Generative AI transcription: we may use secure, clinical-grade generative artificial intelligence (AI) tools to help document your visit and record medical notes. These tools process data in line with Australian privacy standards, to ensure accuracy while maintaining confidentiality. See our AI policy.
- Third parties: we may collect information from guardians, other healthcare providers (specialists, hospitals, pathology) or government agencies (Medicare, DVA).
Sharing your personal information
We share your information only when it is necessary for your care or for our legal obligations:
- Healthcare coordination: with specialists, pharmacists and allied health professionals involved in your care.
- Business operations: with third parties such as IT providers or accreditation agencies, who are contractually bound to comply with the Australian Privacy Principles (APPs).
- Legal requirements: when required by law (for example, mandatory notification of diseases) or to prevent a serious threat to life, health or public safety.
- Research: we may use de-identified data (where you cannot be identified) for research or population health purposes. You may opt out of this by telling reception.
How we store and protect your information
We take significant technical and organisational steps to secure your data:
- Encryption: all electronic records are held in encrypted databases.
- Storage: data is stored on secure, Australian-based cloud servers.
- Access control: we use strong password policies and multi-factor authentication (MFA) wherever possible.
- Staff obligations: all staff sign strict confidentiality agreements and complete privacy training.
- Physical security: any hard-copy records are kept in lockable, secure cabinets.
Accessing and correcting your information
You have the right to access and correct the personal information we hold about you.
- Access: requests for medical records must be made in writing, with proof of identity. We will respond within 30 days. A fee may apply to cover administrative costs.
- Correction: if you believe your information is inaccurate, please contact our Business Operations Manager at hello@village-medical.com.au.
Privacy complaints
If you have concerns about how your privacy has been handled, please contact us in writing:
Business Operations Manager The Village Medical Practice 35 Wright Road, Harrisdale WA 6112 Email: hello@village-medical.com.au
We will investigate and respond to all complaints within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.
Website and digital privacy
Our website (www.village-medical.com.au) may contain links to external sites; we are not responsible for their privacy practices. We use aggregated, de-identified website traffic data (such as page views) to improve our digital services. We do not automatically collect your email address unless you provide it through a form.
Policy review statement
We reserve the right to update this policy to reflect changes in law or technology. Updates will be posted promptly on our website and made available at the practice.