Privacy Policy

Effective Date: 22 July 2026 Address: Shop 2, 16–18 Hannah Street, Beecroft NSW 2119 Phone: 02 9875 3065 Email: admin@cuttingedgepodiatry.com.au

1. Our Commitment to Your Privacy

Cutting Edge Podiatry is committed to protecting your personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the 2025 Guide to Health Privacy issued by the Office of the Australian Information Commissioner (OAIC). This policy explains how we collect, use, store, disclose, and manage your information, and outlines your rights and choices.

2. Information We Collect

We collect information necessary to provide safe, effective podiatry care, including:

  • Personal details (name, date of birth, address, contact information)

  • Medicare, DVA, NDIS, or private health insurance details

  • Medical history, medications, allergies, and relevant health information

  • Clinical notes, assessments, treatment plans, and diagnostic information

  • Appointment history and billing information

  • Referrals, reports, and correspondence from other healthcare providers

  • Information you provide verbally, in writing, or electronically

We only collect information reasonably required for your care or required by law.

3. How We Collect Information

Information may be collected:

  • Directly from you during consultations, phone calls, online bookings, or forms

  • From your GP, specialist, allied health provider, or support coordinator (with consent or where permitted)

  • Through our practice management software (PracSuite)

  • Through secure AI transcription technology (Heidi)

  • Through clinical images or diagnostic tools used during treatment

You will be informed when information is collected from third parties unless it is unreasonable or impracticable.

4. Anonymity and Pseudonymity

Where lawful and practicable, you may choose not to identify yourself or to use a pseudonym. However, full identification is generally required for clinical care, Medicare claiming, and legal documentation.

5. Use of PracSuite Practice Management Software

Cutting Edge Podiatry uses PracSuite, a secure cloud‑based practice management system, to manage:

  • Appointments

  • Clinical notes

  • Billing and payment processing

  • Recalls and reminders

  • Secure storage of health information

PracSuite uses encrypted data storage and strict access controls. Only authorised staff can access your information.

We do not use PracSuite for marketing or promotional emails.

6. Use of AI Technology (Heidi) for Clinical Note Transcription

We use Heidi, a secure artificial intelligence transcription tool, to assist with converting dictated clinical notes into accurate electronic documentation.

Heidi processes only the information required to complete your clinical record.

Security measures include:

  • Encrypted transfer and processing

  • No use of your data to train public AI models

  • No sharing of your information for advertising or non‑clinical purposes

  • Restricted access to authorised Cutting Edge Podiatry staff

You may opt out of AI transcription at any time.

7. How We Use Your Information

Your information is used for:

  • Providing podiatry assessment, treatment, and follow‑up care

  • Coordinating care with other healthcare providers (with consent)

  • Managing appointments, recalls, and clinical reminders

  • Maintaining accurate clinical records

  • Processing payments and health insurance claims

  • Meeting legal, regulatory, and professional obligations

  • Quality improvement, clinical auditing, and service evaluation

  • De‑identified analysis to improve clinical outcomes and service delivery

We do not use your information for marketing or promotional activities.

8. Your Rights Regarding Data Analysis, De‑Identification, and Secondary Use

In line with the 2025 Guide to Health Privacy, you have specific rights regarding how your information may be used for analysis or secondary purposes.

We may use your information for:

  • De‑identified data analysis

  • Aggregated reporting for quality improvement

  • Compliance reporting required by insurers or government bodies

We will NOT:

  • Use identifiable information for research without your explicit consent

  • Sell or share your data for commercial purposes

  • Use your information for direct marketing

  • Transfer identifiable data overseas without safeguards

Your rights:

You may:

  • Request that your identifiable information not be used for analysis

  • Ask how your data is de‑identified

  • Withdraw consent for secondary use at any time

  • Request exclusion from quality improvement activities (unless required by law)

9. Email and Communication Practices

Cutting Edge Podiatry limits email communication to essential clinical and administrative purposes only. We may send:

  • Annual reminders (e.g., diabetic foot review, orthotic check)

  • Recalls or follow‑up messages related to your treatment

  • Information specific to your care (e.g., post‑procedure instructions, reports, referrals)

We do not send newsletters, advertising, or general marketing emails.

You may opt out of non‑essential reminders at any time.

10. Disclosure of Your Information

We may disclose your information to:

  • Your GP, specialist, or allied health providers involved in your care

  • Hospitals or community health services

  • Medicare, DVA, NDIS, or private health insurers

  • PracSuite and Heidi (as secure service providers supporting clinical operations)

  • Third parties when required by law (e.g., court orders, mandatory reporting)

We do not disclose your information to overseas recipients unless necessary and with appropriate safeguards.

11. Data Storage and Security

We take all reasonable steps to protect your information from misuse, loss, unauthorised access, modification, or disclosure.

Security measures include:

  • Encrypted cloud‑based storage

  • Secure practice management systems (PracSuite)

  • Encrypted AI transcription (Heidi)

  • Password‑protected devices and restricted staff access

  • Regular data backups and security updates

  • Staff training in privacy and confidentiality

If a data breach occurs, we will follow the Notifiable Data Breaches Scheme and inform you where required.

12. Access and Correction

You have the right to:

  • Access your personal or health information

  • Request corrections if information is inaccurate, incomplete, or outdated

  • Ask how your information is stored or used

  • Request a copy of your clinical record

Requests can be made in writing to the clinic. We will respond within a reasonable timeframe.

13. Consent

By receiving care at Cutting Edge Podiatry, you consent to:

  • The collection and use of your information for clinical and administrative purposes

  • The use of PracSuite for managing your records

  • The use of Heidi for secure AI transcription (unless you opt out)

  • The use of de‑identified data for quality improvement and service analysis

You may withdraw consent at any time.

14. Complaints and Questions

If you have concerns about your privacy or wish to make a complaint, please contact:

Cutting Edge Podiatry Shop 2, 16–18 Hannah Street, Beecroft NSW 2119 Phone: 02 9875 3065 Email: admin@cuttingedgepodiatry.com.au

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

15. Updates to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available at the clinic or on our website.

 

Privacy Policy