Privacy Statement
Overview
This Privacy Statement is issued by Emerging Healthcare Ventures Pty Ltd, trading as Kooky Clinic and Hype Clinic (The Clinic). The Clinic is committed to protecting the privacy of staff, clinicians, clients and their families/carers. You can have peace of mind that The Clinic ensures that all relevant privacy laws are fully complied with, when it comes to collecting, holding, using, disclosing and sharing your personal information. We do this in accordance with the Privacy Act 1988 (Cth).
The Clinic Needs To Know Our Clients’ Real Names
As a health practice, The Clinic ensures that our clients tell us their real name. To provide an appropriate standard of care for our young clients, all our clients cannot use a different name other than their real name to identify themselves to us.
Collection Of Personal Information
As a health practice, The Clinic is required to collect sensitive personal information so that we can provide you or your child with an appropriate level of health related services. The Clinic collects this information from clients and their families/carers, and also from third parties such as health care practitioners and schools.
When collecting personal information, The Clinic sometimes needs to ask sensitive questions so that we can provide an accurate medical diagnosis or assessment. The Clinic then ensures that we provide appropriate treatment or therapy for the right amount of time.
If a client refuses to provide The Clinic with certain sensitive personal information, we may not be able to provide them with an appropriate level of service.
How We Use AI
We use artificial intelligence (AI) to help our team provide safe, high-quality care. AI supports our clinicians — it does not replace them. A qualified clinician always reviews AI-assisted output before we rely on it or share it with you.
Here are some of the ways we use AI on your data. This is not a complete list, and the ways we use AI will change over time as the technology improves.
- Transcribing and summarising consultations. If you consent to your consultation audio being recorded, we may use AI to create a written transcript and a summary to support your clinician’s notes.
- Summarising the information you share. We may use AI to summarise the forms and information you give us before your appointment, so your clinician has a clear picture of your child’s needs.
- Helping draft notes, letters and documents. We may use AI to help draft clinical notes, letters and other documents. A clinician always reviews and approves these before they are used or sent.
- Sorting and routing incoming information. We may use AI to read and categorise the information that comes in — such as the reason for your visit, and the referrals, faxes and documents we receive — so our team can prioritise care and get your child to the right clinician.
Recording your consultation audio is your choice. You can take part in a consultation without consenting to the audio being recorded.
The Use of Audio Recordings and AI Scribes During Consultations
The Clinicians at the Clinic make use of AI technology to automate their paperwork, allowing them to pay better attention to you. These services listen to your consultation in the background and then generate complete clinical notes, allowing our doctors to maintain accurate records. These services perform transcription in real time on Australian based servers, and transcribe audio into text during your consult. As these AI services are rapidly evolving, we reserve the right to change AI provider at our discretion. These services are only used with your consent — see How We Use AI above.
We encourage you to learn more about common AI transcription providers at the below links
Notification Of Certain Matters
When collecting personal information, The Clinic will notify our clients of certain matters, such as test results, in a timely manner. This usually requires you to meet with one of The Clinic’s clinicians, so that we can properly interpret and explain the test results for you.
Use And Disclosure Of Personal Information
The Clinic only uses and discloses personal information when:
- It is in accordance with the express written consent of the client or family member to which the information relates,
- There are significant safety concerns with a client or others,
- As required by law (such as making a notification of alleged child abuse to the relevant government authorities or in complying with a subpoena issued by a court),
- It is for one of the secondary purposes described in Secondary Uses Of Personal Information below.
Secondary Uses Of Personal Information
The Clinic may also use personal information for secondary purposes including:
- internal clinical review,
- internal training,
- improvement of all or any part of our services,
- internal data research and analysis,
- direct marketing communications with you (not with a third party),
- provision to our contractors, acting on our behalf, for any of the purposes above,
- obtaining legal advice or exercising or protecting our legal rights and/or those of our staff and/or contractors,
- developing, testing and improving our own AI and other systems, using de-identified or aggregated data where possible (we never sell this data or disclose it to third parties for their own purposes — see Using Your Data To Improve Our Own Services below).
Using Your Data To Improve Our Own Services
We are always working to make The Clinic safer, more accurate and more helpful. To do this, we may use the information we collect — including your child’s health information — to develop, test and improve our own systems, models and services. Where we can, we use information that has been de-identified or aggregated (combined with other data so it no longer identifies you) for this purpose.
Anything we learn or build from your data stays within our organisation and its related entities. We never sell your data, and we never give it to a third party to use for their own purposes.
Using your data to improve our own services is not the same as sharing it with others. Improving our own systems is something we do in-house to give you better care. Selling your data, or handing it to an outside party for their own use, is something we do not do. This sits alongside the promises we make elsewhere in this policy: your information is only used and disclosed in the circumstances set out in Use And Disclosure Of Personal Information above.
Direct Marketing
The Clinic may, from time to time, send direct marketing communications to you — for example, to notify clients or their families/carers of available treatment options, programs or services. These communications come from us only: we will never provide your personal information to a third party for their marketing purposes. You can opt out of marketing communications at any time by contacting us at info@kookyclinic.com.au.
Adoption, Use Or Disclosure Of Government Related Identifiers
The Clinic may use your Medicare Card, DVA Card, NDIS Participant ID, or Australian Healthcare Identifier to enable us to provide services to you, claim rebates for you, or issue you with prescriptions. We will not use government related identifiers for any other purpose.
Quality Of Personal Information
The Clinic ensures the personal information collected is accurate, up-to-date, complete and relevant. The Clinic also ensures the personal information held is protected from misuse, interference and loss, and from unauthorised access, modification or disclosure.
Security Of Personal Information
The Clinic will store your sensitive information electronically, and will securely shred all paper based records according to the stringent security practices and procedures established by the International Secure Information Governance & Management Association (i-SIGMA®).
All electronic records are protected by 256-bit bank grade encryption at all times, both at rest and in transit. This means your sensitive information will be protected to the same level required for Australian banks when it is stored and when it is accessed.
Access To Or Correction Of Personal Information
The Clinic can provide access to the personal information held about a person to that person or their parent / legal guardian (if that person is under 18 years of age) upon receipt of a request in writing. It must be noted however that The Clinic may choose not to disclose personal information if it significantly impacts on another person’s privacy, or could pose a significant risk to the life or health of you or another person.
Requests to access and/or correct personal information can be made by email to admin@kookyclinic.com.au.