We recognise that your privacy is very important to you and we are committed to protecting your personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and in accordance with other applicable privacy laws. This Policy applies to personal information we collect and handle about individuals including patients who visit our clinics, visitors to our websites, users of services we may from time to time provide and members of the public. It provides information about the personal information we collect and the ways in which we use and disclose that personal information, our policies for managing personal information as well as how you can access and seek correction of it.
Please read this Policy carefully. Your use of any part of our websites or services will constitute your consent to the collection, use, transfer, processing, storage, disclosure and other uses of your personal information in accordance with the Policy. If you do not agree with the terms and conditions of this Policy, please do not use our websites and services.
Definitions
In this document, the following terms have the following meanings:
- Vibe Natural Health, we, us or our refers to Health Dynamics Pty Ltd (ABN 59 648 218 169), trading as Vibe Natural Health, and its related entities.
- GP means a general medical practitioner.
- Personal information has the meaning given in the Privacy Act — generally, any information that can be used to identify you.
- Policy means this privacy policy, as amended from time to time.
- You or your refers to any individual whose personal information we collect, or anyone acting on their behalf or with their implied authority.
Why and when your consent is necessary
When you register as a patient of our practice, you provide consent for our GPs and practice staff to access and use your personal information so they can provide you with the best possible healthcare. Only staff who need to see your personal information will have access to it. If we need to use your information for anything else, we will seek additional consent from you to do this.
Why do we collect, use, hold and share your personal information?
Our practice will need to collect your personal information to provide healthcare services to you. Our main purpose for collecting, using, holding and sharing your personal information is to manage your health. We also use it for directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes (eg staff training).
What personal information do we collect?
The information we will collect about you includes your:
- names, date of birth, addresses, contact details
- medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors
- Medicare number (where available) for identification and claiming purposes
- healthcare identifiers
- 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 or unless we are required or authorised by law to only deal with identified individuals.
How do we collect your personal information?
Our practice may collect your personal information in several different ways.
- When you make your first appointment our practice staff will collect your personal and demographic information via your registration.
- During the course of providing medical services, we may collect further personal information.
- We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment or communicate with us using social media.
- In some circumstances personal information may also be collected from other sources. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:
- 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
- your health fund, Medicare, or the Department of Veterans’ Affairs (as necessary).
When, why and with whom do we share your personal information?
We sometimes share your personal information:
- with third parties who work with our practice 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
- when it is required or authorised by law (eg 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 there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification)
- during the course of providing medical services, through eTP, My Health Record (eg via Shared Health Summary, Event Summary).
Only people who need to access your information will be able to do so. Other than in the course of providing medical services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent.
We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Our practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying our practice in writing.
Our practice may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data.
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 our reception staff know if you do not want your information included.
How do we store and protect your personal information?
Your personal information may be stored at our practice in various forms.
- Electronic records (e.g. clinical notes, correspondence, test results)
- Visual records (e.g. X-rays, CT scans, photos, videos)
Our practice stores all personal information securely.
We store information in electronic format, within protected information systems that are secured with passwords and access controls. All staff and contractors are bound by confidentiality agreements to ensure your information remains private and protected at all times.
How can you access and correct your personal information at our practice?
Generally, if you would like further information about the care or services you have received from Vibe Natural Services, you may ask your doctor or call our reception team. Please do not use our websites or social media pages to request personal information or seek changes to your personal information. However, you have the right to request access to personal information Vibe natural Health holds about you at any time. To request access to your personal information, please contact our clinic directly.
Our practice acknowledges patients may request access to their medical records. We require you to put this request in writing through email or in person and our practice will respond within a reasonable time.
There are no charges for requesting access (or correction) of your personal information except where the volume of information we hold is excessively large when we may charge a reasonable administration fee (including fees for photocopying).
Our practice will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by our practice is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to our practice manager at admin@vibenaturalhealth.com.au
How can you lodge a privacy-related complaint, and how will the complaint be handled at our practice?
You may contact Vibe Natural Health at any time if you have questions or concerns about this Privacy Policy or how your personal information has been handled — including its collection, use, disposal, or destruction.
If you have a complaint about the privacy of your personal information (including our use of the My Health Record system), we request that you contact us in writing.
You may make a privacy complaint to the Practice Manager using the contact details below:
Email: admin@vibenaturalhealth.com.au
The Practice Manager will review your complaint and assess whether immediate or simple steps can resolve the issue. We usually respond within 14 days. If your complaint requires more detailed review, we will acknowledge it within 7 days and aim to complete the investigation promptly.
We may ask for more information about your concerns and the outcome you’re seeking. This helps us gather facts, review relevant documents, and speak with any involved staff.
Most complaints are resolved within 30 days, but if the matter is complex or requires more time, we will keep you informed.
If you’re not satisfied with our response, you can escalate the matter to the Office of the Australian Information Commissioner (OAIC):
- Phone: 1300 363 992
- Website: oaic.gov.au
Privacy and our website
You may visit our website (www.vibenaturalhealth.com.au) without identifying yourself. If you choose to identify yourself — for example, by submitting an enquiry or booking an appointment — any personal information you provide will be managed in line with this Privacy Policy.
Our website uses cookies. A cookie is a small file stored in your browser that helps manage your preferences and deliver tailored content. We may collect non-identifiable information such as:
- Device type
- Browser type
- IP address
- Pages visited on our website and on third-party sites
This information is not used to personally identify you. We use third-party services like Google Analytics to analyse website traffic and understand visitor demographics. From time to time, we may also contact you for feedback or to send appointment reminders (e.g. for annual check-ups).
You can choose to disable cookies in your browser settings. Please note, doing so may limit the functionality of our website.
We encourage all users of our website and social media pages not to send personal or sensitive information via public or unsecured internet channels.
For convenience and improved user experience, we may include links to third-party websites, applications, or resources. This Privacy Policy does not apply to those third-party services. We are not responsible for their content, privacy practices, or security. Use of those services is at your own risk, and we recommend reviewing their privacy policies before interacting with them.
Linking to a third-party site does not imply endorsement by Vibe Natural Health.
Our Policy does not cover cookie use by any third parties.
Policy review statement
This Policy may be reviewed or updated from time to time. The most current version will apply to the personal information we hold about you at that time.
You can access the latest version of this Privacy Policy by visiting our website: www.vibenaturalhealth.com.au
This Policy was last updated on 12th April 2025. The next review is scheduled for 1st June 2026, or earlier if required due to changes in law or our operations.
Any personal information we hold about you will be managed in line with the most current version of this Policy. We encourage you to review it periodically for updates.
