Privacy Policy

Privacy Policy

About this Policy

Dr Simon Smith  respects our Clients information confidentially. 

This is covered in the terms of our Privacy Policy.

Quantum Digital trading as Dr Simon Smith (collectively referred to as the "Publisher", "we", "our", or "us") is subject to the National Privacy Principles in the Privacy Act 1988. 

This Privacy Policy and Disclosure Statement explains how the Publisher collects and protects the privacy of personal information about you collected by the Publisher or provided by you to the Publisher via our website or from other sources.

This Privacy Policy and Disclosure Statement does not apply in relation to acts and practices of the Publisher which relate directly to the employee records of present and former employees of the Publisher.

Collection Of Your Personal Information

The Publisher will generally collect personal information about you directly from you when you use this website or deal with the Publisher over the telephone or by letter or e-mail.

Normally, the type of personal information collected will include your name, address, telephone number and e-mail address and product preferences.

It is our privilege to offer comprehensive specialist health and surgical services in an environment that fosters honesty, trust, respect, commitment and above all clinical excellence in patient care. 

It is our promise to our patients, to continue to shape our practice actively in ways that meet the challenges of changing healthcare with determination, creativity and enthusiasm.

Privacy Compliance

All medical practices must comply with the Australian Privacy Principles of the Privacy Act 1988.

The following information is aimed at providing you with a more complete understanding of the information that this practice may hold about you and the way we handle it.

Privacy Policy Inclusions

The policy statement covers the following:
  • What types of information are collected
  • Why it is collected
  • How the information is stored and used
  • Who has access to information
  • Informed consent
  • Disclosure of information
  • Maintaining the accuracy of information
  • Changes

What information do we collect?

The following information is collected, where possible, directly from the patient:
  • Name
  • Date of Birth
  • Address
  • Contact details
  • Next of kin
  • Emergency contacts
  • Marital status
  • Referrals
  • Medications
  • Ethnicity
  • Allergies & other sensitivities
  • Past & current medical history
  • Social history
  • Medical procedures
  • Diagnostic tests & results
  • Medicare number
  • Health insurance details
  • Financial details related to billing
  • WorkCover details
  • Reports from other health providers

Why do we collect this information?

This information is collected so that we have enough information to provide optimal health care services to patients on an ongoing basis. If you provide incomplete or inaccurate information to us, or if the information is withheld, we may not be able to provide you with the services you are seeking.

Where do we collect information from?

We collect most information directly from you. This can include:
  • On the phone
  • Through a medical history form emailed to you (to be filled out and brought to the consultation) or filled out prior to your appointment
  • During the doctor-patient relationship
  • Other people may also provide information about you:
  • Your GP or other referrers
  • Other health providers involved in your care e.g. allied health, other specialists
  • Your parent or guardian (if you are under the age of 18 years)

How is the data stored?

All forms filled out by the patient is scanned and saved in our electronic database in the patient’s electronic file. Patient electronic files are all stored on domestic servers (i.e. within Australia only). All paperwork filled out is then shredded.

How is the data used?

The information you provide is used to maintain up to date patient electronic files. The following details are updated:
  • Demographic data
  • Recall & reminder systems
  • Operation reports
  • Emergency department visits
  • After hours & home care
  • Telephone notes
  • Accounts

Who has access?

Only authorised doctors and administrative staff have access to data. 

All computers and programs with patient information are password-protected. All staff members have signed privacy agreement forms prior to commencing work at this practice. 

Patients referred to other health service providers (e.g. allied health/ other specialist services) will be aware that information relevant to their care (including medical history summary, pathology and radiology) in the referral letter is only provided if the patient gives consent. If the patient does not provide consent, he/she will not be referred to that provider.

Account details are only provided to obtain payment from Medicare and/or private health insurance organisations.
*Please note: under certain legislation, we must disclose patient information. These include:
  • Infectious Disease Act (Health Regulations)
  • Court orders, subpoenas, search warrants and Coroner’s Court cases
If the information is required for research purposes, each patient will be notified and provided with an ‘Informed Consent’ form to sign, in order to release his/her personal health information. If the patient refuses to provide consent, his/her personal health information will not be used.

Every patient has the right to access their own personal health information, under privacy legislation.  To request the release of this information, an ‘Access to Medical Records by Patient’ form needs to be completed (available at reception).

Do we inform patients of the intended use of the information?

Yes; we will always inform patients of the intended use of their information. A ‘Privacy Form’ is attached to all new patient registration forms, which every patient must read and complete prior to receiving health care at our practice. A copy of this form is available from reception.

Do we obtain a patient’s consent?

Every patient attending our practice must read and complete a ‘Privacy form’ prior to receiving any health care at our practice.

Is the data we collect accurate, up to date and complete?

The following procedures are in place to ensure that the data we collect is accurate, up to date and complete:

For new patients:
  • When entering demographic data electronically,
  • information is cross-checked with the ‘Medical History’ form.
  • For new patient registrations, patients are required to present at reception with their Medicare and health insurance card (if applicable). Demographic details provided on the completed ‘Medical History’ form is cross-checked with these cards, to ensure that our practice records have correct details. This is particularly important for patients from cultures where transliteration of names and details into English may result in misspelt words.
  • Medicare numbers are verified online.
  • The surgeon cross-checks relevant health information with the patient during the initial consult.
For returning patients:
Patients are asked if any of their personal details or GP details have changed since their last appointment.

In the event that a patient requests the practice to release results of any pathology or radiology to his/her next of kin, the next of kin details are confirmed with the patient; on contacting the next of kin, our staff always confirms that they are speaking to the person appointed by the patient prior to releasing any health information.
  • An updated referral letter from the patient’s general practitioner (GP) is required annually (excluding gastric band, breast cancer and colon cancer patients). This is to ensure that our practice has up to date information on the patient’s current GP.
  • Patients returning to the practice after 3 years are required to complete a new ‘Medical History’ form.
  • Consultation notes are saved in the patient’s file. These cannot be altered; however, amendments to the notes can be added later if a step has been omitted or for clarification purposes.
  • Letters addressed to other health care providers is typed and cross-checked by a qualified medical typist. A sample of these letters is also checked on a monthly basis by the Practice Manager to ensure accuracy.
  • Our practice conducts audits of pathology and radiology on a monthly basis. This is performed by the Practice Manager.

How do we protect data from misuse, loss and unauthorised access?

All computers at our practice are password-protected and only authorised staff have access to this information. Backup information is stored on
  • On-site on computer programs
  • Off-site on an external hard drive which is retained by the Practice Manager
  • Off-site on a cloud, only accessible by authorised persons
  • In addition to this, we have the following measures in place to protect information:
  • Firewalls and antivirus software
  • Secure work environments
  • Encryption of data in transit
  • Storage of electronic information on domestic servers only
  • Management of access privileges

How do we maintain and update our Privacy Policy?

At our practice, we have an appointed Privacy Officer.  The duties of the Privacy Officer include but are not limited to:
  • Investigation of any complaints lodged
  • Co-ordinate, implement & monitor the privacy policy
  • Promote privacy policy to all interested parties including patients, GPs and staff
  • Act as liaison officer for all privacy issues and patient requests for record access
  • Formulate and update the privacy policy
  • Conduct privacy reviews (analyse what data collected, how, storage, disclosure, consent)

Disclosure Agreement

Disclosure of Information Gathering

The Publisher collects personal information for some or all of the following purposes:
  • to monitor or improve the quality and standard of service provided to you or other consumers by the Publisher and any entities related to the Publisher, (collectively called "Authorised Disclosees");
  • to provide marketing information to you about products and services of any one or more of the Authorised Disclosees; and
  • arrange for delivery of products of any one or more Authorised Disclosee to you.
If you do not provide any information requested, the Publisher or one or more of the Authorised Disclosees may not be able to either provide you with information about [Company Name] products or to fulfil one or more other purposes of collection of your personal information.

Information & Website Disclosure

The Publisher may collect personal information about you from a third party source. The Publisher will take reasonable steps to contact you and make you aware of the purposes for which the Publisher has collected your personal information which has been obtained from a third party source.

This website is owned by the Publisher and content is published by the Publisher. You must not access, browse or use this website unless you agree to be bound by the terms and conditions set out below. If you do not agree to these terms and conditions, you must not use this website. For an explanation of the practices and policies of the Publisher relating to the collection, use, and storage of information of users of this website, users should refer to the Privacy Policy and Disclosure Statement of the Publisher on this website.

The information contained on this website is intended for general information only and should not be considered to be complete or definitive. Information on this website may contain technical inaccuracies or typographical errors. The Publisher accepts no responsibility regarding the accuracy of information that is provided by the Publisher on this website and use of such information is at your own risk. 

Disclosure Changes

The Publisher reserves the right to make changes at any time, without notice, to any element of the website. All content and functionality on this website is provided "as is" and without warranties of any kind by the Publisher, express or implied. This website contains links to sites maintained by other organisations, and the Publisher does not take any responsibility for the content or functionality of those sites. You should take appropriate action to ensure that your access to, and use of this website and other sites is protected against, and free from viruses (including macro viruses), worms, trojan horses and other harmful and destructive material.

The Publisher does not want to receive confidential or proprietary information from you through this website. All information or material sent to Publisher will be deemed not to be confidential. You grant the Publisher an unrestricted irrevocable licence to use, reproduce, display, perform, modify, transmit and distribute that information or material, for any purpose.

The Publisher will not be liable to any party for any direct, indirect, special or other consequential damages arising out of any use of this website, or any other hyperlinked website, and including, but without limitation, loss of profits, interruption of business, loss of data on your information handling system or otherwise, even if the Publisher has been expressly advised of the possibility of such damages. 

Disclosure Representations

The Publisher provides no representations or warranties, express or implied, including any implied warranties of fitness for a particular purpose, merchantability or otherwise in relation to any information provided by the Publisher on this website.

All statutory or implied terms, conditions or warranties concerning the quality or condition of this website or any information, service, material, advice or recommendation supplied by Publisher to you through this website is limited to the fullest extent permitted by law. If t he Publisher breaches any term, condition or warranty which is implied by law and cannot lawfully be excluded, the liability of the Publisher for a breach of the applicable term, condition or warranty is limited to, at the election of the Publisher:
  • the resupply of the relevant advice, service, recommendation or information; or
  • the payment to you of the cost of having the relevant advice, service, recommendation or information supplied again
Except to the extent that liability may not lawfully be excluded, the Publisher will not be under any liability to you (or any of your officers, agents or employees) for any loss of profit or anticipated profit, loss of data, loss of use, damage to goodwill and loss due to delay, or other direct or indirect loss or damage (including without limitation consequential loss or damage,) however caused (including without limitation due to breach of contract, negligence and/or breach of statute) which may be suffered or incurred or which may arise from or in connection with your use of this website or your use of or reliance upon any of the information, services and/or materials contained in it or provided by it to you or negligence or breach by the Publisher of the Publisher obligations under these Terms of Use. the Publisher does not warrant that any of the functions contained in the website or your access to the website will be uninterrupted or error-free, or that any notifications (such as may be selected in the investor relations section of the website), will be made in a timely manner, or at all. 

The information contained in this website is derived from sources believed to be true and accurate. However, the content may include errors and changes or events may occur which cause the information to be inaccurate or out of date. For various reasons substantial delays may occur before particular information on the website is updated. Accordingly, the Publisher does not warrant the reliability, accuracy, currency or completeness of that information and any reliance by you upon that information is at your sole risk. 

You should satisfy yourself as to the currency and accuracy of any information provided through this website. You must indemnify the Publisher and hold the Publisher harmless against all loss, actions, proceedings, costs, expenses (including legal fees), claims and damages arising from any breach by you of these Terms of Use, your access and/or use of the website or reliance on its contents or information received through it by yourself or any person accessing any content through your website.
  • to monitor or improve the quality and standard of service provided to you or other consumers by the Publisher and any entitles related to the Publisher, (collectively called "Authorised Disclosees");
  • to provide marketing information to you about products and services of any one or more of the Authorised Disclosees; and
  • arrange for delivery of goods of any one or more Authorised Disclosees to you.
The Publisher may at any time revise these terms and conditions by updating this website. By using this website you agree to be bound by all revisions and you should therefore periodically visit this page to determine the then current terms which govern your relationship with the Publisher.

The materials displayed on this website, including without limitation all information, text, graphics, names, logos, trademarks, design, software and advertisements ("Content") are protected by copyright, trade mark and other intellectual property laws unless expressly indicated otherwise on the website. You may access and display these pages on a computer or a monitor only for your personal and non-commercial use. 

All other use (including without limitation reproduction on any other website) of any part of this website is prohibited without express written permission of the Publisher. You must not use this website in any manner or for any purpose which is unlawful or which violates the rights of any owner of any content. 

Nothing contained in this website should be construed as a licence or right of use of any trademark displayed on the website without the express written permission of the owner of the trademark.

This agreement is governed by and construed in accordance with the laws of New South Wales. You irrevocably and unconditionally submit to the non-exclusive jurisdiction of the courts of New South Wales. If any provision of this agreement is found to be invalid or unenforceable by a court of law, such invalidity or un-enforceability will not affect the remainder of this agreement, which will continue in full force and effect.

Use Or Disclosure Of Your Personal Information

The Publisher will use and disclose personal information for the primary purpose for which the personal information was collected or for purposes related to or ancillary to that primary purpose. The Publisher does not disclose collected personal information to third parties other than Authorised Disclosees, for the purpose of allowing such third parties to directly market products and services to you.

The Publisher may from time to time engage third party contractors to carry out work for the Publisher. Third party contractors are prohibited from using collected personal information about you, except for the specific purpose for which that personal information has been supplied by the Publisher to the contractor.

Personal Information About Other People 

You must not provide personal information to the Publisher about another person, unless that person has authorised the Publisher, through you, to collect, use and disclose personal information about that person for the purposes described in this Privacy Policy and Disclosure Statement.

Sharing Information

The Publisher may disclose personal information to Authorised Disclosees upon the basis that any Authorised Disclosure may only collect, use or disclose the information for the purpose for which that information was originally collected by the Publisher.
Access To Personal Information

The Publisher will, on request, provide you with access to personal information held by the Publisher about you, subject to any limitations or exceptions in the Privacy Act.

The Publisher will deal with requests for access within a reasonable time. You must pay the Publisher for reasonable costs incurred by the Publisher in providing you with access.
If the Publisher refuses to provide you with access to personal information about you, The Publisher will provide you with reasons for the refusal, in accordance with the requirements of the Privacy Act.

Your Consent

We understand that when you visit our website you may not wish to become a member. We respect that and have provided you the option to not sign up as a member and to drop out at any time you no longer wish to be a member of the website.

Up-to-Date Information

The Publisher will take reasonable steps to ensure that your personal information is up-to-date when collected or used by the Publisher. If any personal information held by the Publisher about you is incorrect, you should contact the Publisher immediately, so that the Publisher can take reasonable steps to correct incorrect information about you.

Security of Personal Information

The Publisher protects your personal information from misuse and unauthorised disclosure.
Personal information about you may be stored in hard copy or electronically in data information storage systems of the Publisher.

The Publisher maintains physical security, as well as network and computer security over paper and electronic data information storage systems.

Children and young people

The website is accessible to people of all ages. However, we are mindful that some customers who register as members may be under the age of 18. In the interests of their personal safety, we urge children to check with their parents before entering personal information on any website and ask parents to discuss these issues with their children.

The Publisher will also ensure that appropriate disclosures are made at the time of collection of other information from minors, and will only collect this information where it is appropriate to do so. Information collected will only be used for appropriate purposes.


You may gain access to your personal information, make a complaint about breach of your privacy rights, or make enquiries about collection or use of your personal information by contacting the Quantum Digital directly:

Postal: 44 Forest Avenue, Bunbury WA 6230 Australia

The Publisher will respond to your query or complaint in timely fashion.

No part of this site may be reproduced in any manner without express written permission of the Publisher.
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