Current as of: December 2025

The objective of this privacy notice is to provide you, our patient, with clear information on how your personal information is collected and used within the practice. Occasionally we also need to share your personal information to involve others in your healthcare and this policy outlines when, how, and why we share your information. 

Who can I contact about this policy?
For enquiries concerning this policy, you can contact the practice manager at manager@leemingdocs.com.au 

When and why is your consent necessary? 
When you register as a patient of this practice, you provide consent for the GPs and practice staff to access and use your personal information to facilitate the delivery of healthcare. Access to your personal information is restricted to practice team members who require it for your care. If we ever use your personal information for purposes other than healthcare provision, we will obtain additional consent from you. 

It is important to us that as our patient, you understand why we collect and use your personal information. 

Why do we collect, use, store, and share your personal information? 
The practice collects, uses, stores, and shares your personal information primarily to manage your health safely and effectively. This includes providing healthcare services, managing medical records, and ensuring accurate billing and payments. Additionally, we may utilise your information for internal quality and safety improvement processes such as practice audits, accreditation purposes, and staff training to maintain high-quality service standards. 

What personal information is collected? 
The information we will collect about you includes your: 

• names, date of birth, addresses, contact details 
• medical information including medical history, medicines, allergies, and adverse reactions immunisations, social history, family history and risk factors 
• Medicare number (where available) for identification and claiming purposes 
• healthcare identifier numbers 

Can you deal with us anonymously? 
You can deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals. 
Alternatively, you can leave notes anonymously in our suggestion box.

How is personal information collected? 
The practice may collect your personal information in several different ways: 
When you make your first appointment, the practice team will collect your personal and demographic information via your registration. 

We may also collect your personal information when you send us an email or SMS, telephone us or make an online appointment. 
In some circumstances, personal information may also be collected from other sources, including: 

• Your guardian or responsible person. 
• Other involved healthcare providers, such as specialists, allied health professionals, hospitals, community health services, and pathology and diagnostic imaging services. 
• Medicare, or the Department of Veterans’ Affairs (if relevant). 

While providing medical services, further personal information may be collected via: 

• Electronic prescribing 
• My Health Record 
• Online appointments
• My Medicare registration

Various types of images may be collected and used, including: 

• Photos and medical images: These can be taken using personal devices for medical purposes. Once taken the images are then imported into our medical software and the image is immediately deleted from any personal devices.    

When, why and with whom do we share your personal information?  
We sometimes share your personal information: 

• with third parties for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy 
• with other healthcare providers (e.g. In referral letters) 
• when it is required or authorised by law (e.g. court subpoenas) 
• when it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent 
• to assist in locating a missing person 
• to establish, exercise or defend an equitable claim 
• for the purpose of confidential dispute resolution process 
• When it is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification) 
• When it is provision of medical services, through electronic prescribing, e.g. via My Health Record

Only people who need to access your personal information will be able to do so. Other than providing medical services or as otherwise described in this policy, the practice will not share personal information with any third party without your consent. 

We do not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent. 

Will your information be used for marketing purposes? 
The practice will not use your personal information for marketing any goods or services directly to you without your expressed consent. If you do consent, you may opt out of direct marketing at any time by notifying the practice in writing. 

How is your information used to improve services?  
The practice may use your personal information to improve the quality of the services offered to patients through research, analysis of patient data for quality improvement and for training activities with the practice team.

We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified, and the information is stored within Australia. You can let reception staff know if you do not want your information included. 

How are document automation technologies used? 
Document automation is where systems use existing data to generate electronic documents relating to medical conditions and healthcare.  

The practice uses document automation technologies to create documents such as referrals, which are sent to other healthcare providers. These documents contain only your relevant medical information. 

These document automation technologies are used through our secure medical software which is called Best Practice Software.

All users of the medical software have their own unique user credentials and password and can only access information that is relevant to their role in the practice team. 
The practice complies with the Australian privacy legislation and APPs to protect your information. 

All data, both electronic and paper are stored and managed in accordance with the Royal Australian College of General Practitioners Privacy and managing health information guidance.

How are Artificial Intelligence (AI) Scribes used? 
Some doctors in this practice use an AI scribe tool to support taking notes during their consultations with you. The AI scribe uses an audio recording of your consultation to generate a clinical note for your health record.

• Some of the products we are currently using are not directly linked to our medical software with the exception of Lyrebird.
• They are set to destroy the audio file once the transcription is complete
• They remove sensitive, personal identifying information as part of the transcription  

The practice will only use data from our digital scribe service to provide healthcare to you. You will be asked to consent each and every time the AI scribe tool is utilised in your consultation.

Further information regarding the use of AI programs can be provided on request.

How is your personal information stored and protected? 
Your personal information is all stored electronically in our medical software, this includes your consultation notes, pathology, and radiology results (including access to xrays, CT and MRI), referrals, clinical images such as photographs of your skin taken by your doctor with your consent.

The practice stores all personal information securely in electronic format in our protected information systems. This includes individual password logins, and signed confidentiality agreements for all staff and contractors.

Our practice has limited CCTV devices which cover the car parking areas at the front and rear of the building and our reception and waiting room areas. These devices record back to our secure communications cabinet and can only be accessed by the Practice or Business Manager. Data will only be reviewed when security concerns are raised either internally or externally.

How can you access and correct your personal information at the practice? 
You have the right to request access to, and correction of, your personal information. 
The practice acknowledges patients may request access to their medical records.  Patients requesting this will need to complete a formal process outlined in our Release of Health Information checklist available through the Practice Manager or reception. Once completed patients will need to provide photo identification and sign the completed form acknowledging once the records are released.

The practice will respond to any requests to access or correct your personal information within 3 business days. For transfer of medical records an administration fee will be charged in accordance with the size and type of file requested. Fees for patient requests will generally be between $20 - $30 plus GST.

The practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. Sometimes, we will ask you to verify your personal information held by the practice is correct and current. You may request we correct or update your information. To do this please contact via the Practice Manager email, manager@leemingedocs.com.au.

How can you lodge a privacy-related complaint, and how will the complaint be handled at    the practice? 
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have. We will then attempt to resolve it in accordance with the resolution procedure. Please contact the Practice Manager via phone on 08 9310 0900 or via email manager@leemingdocs.com.au.

If you do not feel we have resolved your issue You may also contact the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner will require you to give them time to respond before they investigate.  For further information visit www.oaic.gov.au or call the OAIC (Office of the Australian Information Commissioner) on 1300 363 992.  

How is privacy on the website maintained?  
At Leeming Doctors on Calley and South, any personal information you share with us through our website, email, and social media, is handled securely and confidentially. This practice uses analytics and cookies. 

Policy review statement 
Our privacy policy is regularly reviewed to ensure compliance with current obligations.  
If any changes are made: 

• They will be reflected on the website. 
• Significant changes may be communicated directly to patients via email or other means.

 
Please check the policy periodically for updates.

If you have any questions, feel free to contact us. 

Our website, like many others, stores and retrieves information on your browser using cookies. This page explains what cookies are and how we use them on our website.

We do not participate in the disclosure or resale of customer data. No invasive tracking or targeted advertising happens on this website. We only engage in the collection of data essential to facilitate in providing products or services to you, in a safe and efficient manner.

If you are asked to provide information when using this website, it will only be used in the ways described in this privacy policy.

This policy is updated from time to time, the latest version is published on this page.

This website privacy policy was updated on: 1 November 2024

If you have any questions about this policy, please contact us.

We gather and use certain information about individuals in order to provide products and services and to enable certain functions on this website.

We also collect information to better understand how visitors use this website and to present timely, relevant information to them.

When you first visit our website, browsing and remaining on our website will imply that you agree to our use of cookies as explained in this Privacy and Cookie Policy.

You can decide to withdraw your consent at any time by deleting the cookies on your computer (or mobile device) using the settings and configuration of your Internet browser.

We may collect the following information:

• Name
• Contact information including email address
• Demographic information, such as postcode, preferences and interests
• Website usage data
• Other information relevant to customer enquiries
• Other information pertaining to special offers and surveys

How we use this data

Collecting this data helps us understand what you are looking for from our business, enabling us to deliver improved products and services.

Specifically, we may use data:

• For our own internal records.
• To improve the products and services we provide.
• To contact you in response to a specific enquiry.
• To customise the website for you.
• To send you promotional emails about products, services, offers and other things that may be relevant to you.
• To contact you via email, telephone or mail.

What is a cookie?

A cookie is a small piece of data that our website asks your browser to store on your computer or mobile device.

Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.

Generally, it contains certain information that is not personally identifiable to you, but is used to improve and personalise your web experience.

For example, a cookie can include the date and time of visits to the website, the pages viewed and the time spent on the website.

How we use cookies

We may use cookies to:

• Analyse our web traffic using an analytics package. Aggregated usage data helps us improve the website structure, design, content and functions.
• To check if are you are signed in to our website and if you have used our site before.
• Record information about your preferences regarding our website.
• If you return to our website, we may show your relevant content or provide functionality you used previously.

We work to protect the security of your information during transmission by using Secure Sockets Layer (SSL/TLS) protocols, which encrypts any information you input.

Our cookies help us to:

• Make our website work securely, as you'd expect.
• Improve the speed/security of the site.
• Continuously improve our website for you.
• Make our marketing more efficient (ultimately helping us to offer the service we do).

We do NOT use cookies to:

• Collect any personally identifiable information (without your express permission).
• Collect any sensitive information (without your express permission).
• Pass data to advertising networks.
• Pass personally identifiable data to third parties.

Controlling cookies

You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies.

However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.

Unless you have changed your browser to refuse cookies, our website will issue cookies when you visit it.

Why does the message explaining cookies keep appearing?

If you close the banner and it reappears the next time you visit us, you most likely have cookies disabled. We use a persistent cookie to remember that you closed the banner, but this only works when cookies on our site are enabled.

Controlling information about you

When you fill in a form or provide your details on our website, you may see one or more tick boxes allowing you to:

• Opt-in to receive communications from us by email, telephone, text message or post.

If you have agreed that we can use your information for contact purposes, you can change your mind easily by contacting us.

We will never lease, distribute or sell your personal information to third parties unless we have your permission or the law requires us to.

Any personal information we hold about you is stored and processed under our data protection policy, in line with the Data Protection Act 1998 and the EU GDPR 2018 legislation.

You can learn more about cookies here.

How do we protect your information?

Our website is scanned on a regular basis for security holes and known vulnerabilities in order to make your visit to our site as safe as possible.

All sensitive/credit information you supply is encrypted via Secure Socket Layer (SSL) technology.

To maintain the safety of your personal information we use and implement a variety of security measures when a user submits information or accesses information.

All transactions are processed through a gateway provider and are not stored or processed on our servers.
We will always hold your information securely.

To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards.

Links from our site

Our website may contain links to other websites.

Please note that we have no control of other websites outside our domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy, please read any other website’s data protection and privacy policies.