Privacy Policy

1. About This Privacy Policy

Marina Radiology is committed to protecting the privacy, confidentiality and security of the personal and health information entrusted to us.

We understand that health information is among the most sensitive forms of personal information and recognise the importance of maintaining the trust our patients, referring healthcare professionals, employees and the wider community place in us.

This Privacy Policy explains how Marina Radiology collects, holds, uses, discloses, stores and protects personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), the Health Records Act 2001 (Vic) and other applicable Commonwealth and Victorian legislation.

The Policy also explains your rights to access and correct your personal information, how you can raise a privacy concern, and how Marina Radiology manages information throughout its lifecycle.

This Policy applies whenever you interact with Marina Radiology, including when you:

  • attend one of our clinics;

  • make an appointment;

  • use our online booking service;

  • access our Patient Portal;

  • visit our website;

  • contact us by telephone, email or in person;

  • provide feedback;

  • apply for employment; or

  • otherwise engage with Marina Radiology.

By providing your personal information to Marina Radiology, you acknowledge that your information will be handled in accordance with this Privacy Policy.

 

2. Our Commitment to Privacy

Privacy is fundamental to the delivery of safe, ethical and professional healthcare.

Marina Radiology is committed to ensuring that personal information is handled lawfully, fairly and transparently. We collect only the information reasonably necessary to provide diagnostic imaging services, operate our business and meet our legal and professional obligations.

We are committed to ensuring that personal information is:

  • collected fairly and lawfully;

  • used only for legitimate healthcare and business purposes;

  • protected against unauthorised access, loss, misuse or disclosure;

  • kept accurate and up to date where reasonably practicable;

  • retained only for as long as required by law or legitimate business needs.

All employees, contractors, clinicians and authorised service providers who handle personal information on behalf of Marina Radiology are expected to maintain strict confidentiality and comply with our privacy obligations.

 

3. Who This Policy Applies To

This Privacy Policy applies to personal information relating to:

  • patients and prospective patients;

  • parents, guardians and authorised representatives;

  • referring medical practitioners;

  • specialists and allied health professionals;

  • healthcare providers involved in a patient's care;

  • visitors to our clinics and website;

  • users of our online booking service;

  • users of our Patient and Referrer Portals;

  • job applicants;

  • employees;

  • contractors;

  • students;

  • volunteers;

  • suppliers; and

  • any other individual who interacts with Marina Radiology.

 

4. The Information We Collect

The information we collect depends on the services you require and the way you interact with Marina Radiology.

Wherever possible, we collect information directly from you. In some circumstances, we collect information from your referring healthcare provider, another healthcare provider involved in your care, or another person or entity authorised to act on your behalf.

The information we collect may include:

Personal Information

This may include:

  • your name;

  • date of birth;

  • residential and postal address;

  • telephone numbers;

  • email address;

  • emergency contact details;

  • Medicare number;

  • DVA number;

  • private health insurance information;

  • TAC or WorkSafe claim details;

  • interpreter requirements; and

  • other information required to identify you and administer our services.

Health Information

To provide safe and appropriate healthcare, we may collect information including:

  • referral details;

  • medical history;

  • presenting symptoms;

  • medications;

  • allergies;

  • pregnancy status where relevant;

  • previous imaging;

  • pathology results;

  • surgical history;

  • examination requests;

  • diagnostic images;

  • radiology reports;

  • clinical notes; and

  • other information relevant to your healthcare.

Health information may also be generated during the course of providing healthcare services, including diagnostic images, radiologist reports and examination findings.

Financial Information

Where applicable, we may collect information necessary to process accounts and claims, including Medicare, private health insurance, TAC, WorkSafe and other billing information.

 

5. How We Collect Information

Marina Radiology collects personal information in a variety of ways.

Information may be collected:

  • when you make an appointment;

  • when you attend one of our clinics;

  • through our online booking platform;

  • via our website;

  • through our Patient Portal;

  • through our Referrer Portal;

  • by telephone;

  • by email;

  • through written correspondence;

  • when you complete forms;

  • during your examination;

  • from your referring healthcare provider;

  • from another healthcare provider involved in your care;

  • from a parent, guardian or authorised representative; or

  • where otherwise authorised or required by law.

Where it is reasonable and practical to do so, we will collect information directly from you.

If we receive information from another source, we take reasonable steps to ensure it is relevant to the healthcare services we provide.

 

6. Why We Collect Personal Information

Marina Radiology collects personal information primarily to provide diagnostic imaging services and support the delivery of high-quality patient care.

We may also use your information to:

  • arrange appointments;

  • confirm your identity;

  • communicate with you about your appointment;

  • perform diagnostic imaging examinations;

  • prepare radiology reports;

  • provide reports and images to authorised healthcare providers;

  • maintain healthcare records;

  • process Medicare and health fund claims;

  • issue invoices;

  • respond to enquiries;

  • manage complaints and feedback;

  • improve our services;

  • meet accreditation standards;

  • undertake quality assurance activities;

  • comply with legal obligations; and

  • operate our business efficiently.

Where practical, information used for quality improvement, education or service planning will be de-identified.

 

7. How We Use and Disclose Your Information

Marina Radiology uses personal information only for the purposes for which it was collected, for purposes directly related to the provision of healthcare, or where otherwise permitted or required by law.

Our primary purpose in collecting personal information is to provide safe, accurate and timely diagnostic imaging services.

We may use your information to:

  • provide diagnostic imaging examinations;

  • prepare diagnostic reports;

  • communicate with you regarding appointments;

  • confirm your identity;

  • contact you if additional information is required;

  • provide examination preparation instructions;

  • coordinate your care with your healthcare providers;

  • maintain accurate healthcare records;

  • process Medicare, private health insurance and third-party claims;

  • respond to enquiries and feedback;

  • improve our services;

  • undertake quality assurance activities;

  • meet accreditation requirements;

  • comply with legal and regulatory obligations; and

  • manage the operation of our business.

Marina Radiology will not sell or rent your personal information to third parties.

 

8. Who We Share Your Information With

Providing high-quality healthcare often requires information to be shared with other organisations involved in your care.

We only disclose personal information where it is necessary for your healthcare, where you have authorised the disclosure, or where we are required or permitted to do so by law.

Depending on your circumstances, your information may be shared with:

  • your referring medical practitioner;

  • specialist medical practitioners;

  • general practitioners;

  • allied health professionals;

  • hospitals and health services;

  • pathology providers;

  • other diagnostic imaging providers involved in your care;

  • Medicare;

  • the Department of Veterans' Affairs;

  • WorkSafe;

  • the Transport Accident Commission;

  • your private health insurer;

  • authorised government agencies; or

  • another person or organisation where authorised by you or required by law.

Where possible, Marina Radiology limits the information disclosed to only what is reasonably necessary for the purpose.

 

9. Third-Party Service Providers

Like most healthcare organisations, Marina Radiology engages trusted third-party providers to support the delivery of our services.

These providers may assist with services including:

  • online appointment booking;

  • information technology support;

  • software hosting;

  • secure data storage;

  • interpret and report diagnostic images;

  • medical transcription;

  • secure messaging;

  • website hosting;

  • cyber security;

  • document destruction;

  • legal and professional advice; and

  • accreditation support.

These providers are only given access to information necessary to perform the services they have been engaged to provide.

Where appropriate, contractual arrangements require third-party providers to maintain appropriate confidentiality, privacy and information security standards.

 

10. Overseas Disclosure of Personal Information

Marina Radiology primarily stores and manages personal information within Australia.

However, in limited circumstances, some service providers engaged by Marina Radiology may be located overseas or may access information from overseas while providing services on our behalf.

This currently includes selected providers of:

  • medical transcription services; and

  • information technology support.

Before engaging an overseas service provider, Marina Radiology takes reasonable steps to ensure appropriate contractual, technical and organisational safeguards are in place to protect personal information.

Only the minimum information reasonably necessary to perform the required service will be disclosed.

 

11. Online Booking Services

Marina Radiology offers online appointment booking to improve convenience and access to healthcare.

When you use our online booking service, we may collect information including:

  • your name;

  • contact details;

  • date of birth;

  • requested examination;

  • preferred clinic;

  • preferred appointment times;

  • referral information; and

  • any additional information you choose to provide, or we require for the purposes of your service.

This information is used to:

  • arrange appointments;

  • verify your identity;

  • contact you regarding your booking;

  • send appointment confirmations;

  • send SMS appointment reminders;

  • notify you of appointment changes; and

  • prepare for your attendance.

Our online booking platform is provided by an external technology provider acting on behalf of Marina Radiology and is required to maintain appropriate privacy and information security standards.

 

12. Patient Portal

Marina Radiology provides eligible patients with secure electronic access to their diagnostic imaging reports and images through the Patient Portal.

The Patient Portal has been designed to provide convenient access to your healthcare information while maintaining appropriate security measures.

Patients are responsible for protecting their login credentials and for taking reasonable steps to prevent unauthorised access to their Patient Portal account. Marina Radiology is not responsible for any unauthorised access resulting from a patient's failure to keep their login credentials secure or where a patient voluntarily shares access with another person.

If you believe your account has been accessed without authorisation, you should notify Marina Radiology as soon as possible.

Marina Radiology reserves the right to suspend or restrict access to the Patient Portal where there are reasonable grounds to believe an account has been compromised, is being used inappropriately or where access may present a security risk.

While the Patient Portal allows access to reports and images, patients are encouraged to discuss the results of their examination with their referring healthcare provider, who is best placed to explain the findings in the context of their overall healthcare.

 

13. Referrer Portal

Marina Radiology provides authorised referring healthcare professionals with secure online access to diagnostic imaging reports and images through the Referrer Portal.

Access is restricted to approved users who have been issued secure login credentials. Access is provided solely to support the continuity of patient care and is limited to information relating to patients under the care of the authorised referrer.

Healthcare professionals using the Referrer Portal are expected to:

  • access patient information only for legitimate clinical purposes;

  • protect the confidentiality of their login credentials;

  • comply with applicable privacy legislation; and

  • promptly notify Marina Radiology if they become aware of any suspected unauthorised access.

Marina Radiology may monitor portal access and maintain audit logs for security, system administration, quality assurance and compliance purposes.

Access to the Referrer Portal is provided to authorised healthcare professionals to support the continuity of patient care. Each authorised user is responsible for ensuring that patient information is accessed only for legitimate clinical purposes and handled in accordance with their professional, legal and privacy obligations. Marina Radiology reserves the right to suspend or revoke portal access where inappropriate use is identified or reasonably suspected.

 

14. Website Privacy and Cookies

When you visit the Marina Radiology website, certain information may be collected automatically to help us understand how our website is used, improve its functionality and maintain its security.

Information collected may include your IP address, browser type and version, operating system, device type, pages visited, time and date of your visit, referring website, approximate geographic location and technical information relating to your interaction with our website.

This information is generally collected in an aggregated form and is not ordinarily used to identify individual visitors.

Where you choose to submit information through our website—such as by making an enquiry, booking an appointment, providing feedback, applying for employment, or requesting a Referrer Portal account—that information will be handled in accordance with this Privacy Policy.

Cookies and Website Analytics

Our website uses cookies and similar technologies to improve your browsing experience and help us understand how visitors use our website.

Cookies are small text files stored on your device that allow websites to recognise returning visitors and remember certain preferences.

Marina Radiology uses website analytics services, including Google Analytics and Google Tag Manager, to collect information about website usage. These services assist us to:

  • understand how visitors use our website;

  • improve website performance and functionality;

  • identify technical issues;

  • monitor website traffic; and

  • enhance the overall user experience.

Most internet browsers allow you to manage or disable cookies through your browser settings. Please note that disabling cookies may affect the functionality of some areas of our website.

15. Electronic Communications

Marina Radiology uses electronic communications to support the delivery of healthcare and improve patient convenience.

Depending on your interaction with us, we may contact you by telephone, SMS or email to:

  • confirm appointments;

  • send appointment reminders;

  • advise of appointment changes;

  • provide examination preparation instructions;

  • respond to enquiries; or

  • communicate other information relevant to your healthcare.

We may also communicate electronically with referring healthcare professionals to facilitate patient care and provide access to diagnostic imaging reports and images.

Marina Radiology does not routinely send promotional or marketing communications to patients.

From time to time, referring healthcare professionals may receive newsletters or information about new services, educational events or clinical updates. These communications relate to professional services and recipients may unsubscribe where appropriate.

 

16. CCTV

To help protect the safety and security of our patients, visitors, employees and premises, Marina Radiology operates closed-circuit television (CCTV) systems at many of our clinic locations, which may include audio.

CCTV footage may be used for purposes including:

  • maintaining a safe environment;

  • protecting patients, visitors and staff;

  • investigating incidents;

  • protecting Marina Radiology property;

  • preventing unlawful activity; and

  • assisting law enforcement agencies where legally required.

Cameras are positioned thoughtfully and are not installed in locations where individuals would reasonably expect privacy, such as toilets or change rooms.

Access to CCTV recordings is restricted to authorised personnel and recordings are retained only for as long as reasonably necessary, unless a longer retention period is required for legal or investigative purposes.

 

17. My Health Record

Where authorised and appropriate, Marina Radiology may upload diagnostic imaging reports and other relevant healthcare information to My Health Record in accordance with the My Health Records Act 2012 (Cth) and associated legislation.

Patients can manage their My Health Record privacy settings, access controls and notification preferences through the Australian Digital Health Agency.

Further information about My Health Record is available at www.myhealthrecord.gov.au.

 

18. Protecting Your Information

Protecting personal information is a core responsibility of Marina Radiology.

We maintain a range of administrative, physical and technical safeguards designed to protect personal information against unauthorised access, misuse, loss, alteration and disclosure.

These safeguards include:

  • secure electronic medical record systems;

  • role-based access controls;

  • password-protected systems;

  • multi-factor authentication where available;

  • encrypted communications where appropriate;

  • secure computer networks;

  • cybersecurity monitoring;

  • physical security measures at our clinics;

  • secure storage of paper records;

  • confidential disposal of information; and

  • ongoing staff training regarding privacy and information security.

Access to personal information is restricted to employees, clinicians and authorised service providers who require access in order to perform their duties.

All Marina Radiology employees and contractors are expected to maintain strict confidentiality regarding the information they access as part of their role.

19. Retention of Personal Information

Marina Radiology retains personal and health information for the period required by applicable legislation and recognised healthcare record retention standards.

Generally:

  • adult health records are retained for a minimum of seven (7) years from the date of the last service provided; and

  • records relating to individuals who were under 18 years of age at the time of treatment are generally retained until the individual reaches 25 years of age.

Some information may be retained for longer where required by law, to resolve disputes, support legal proceedings or meet other regulatory obligations.

 

20. Recruitment Privacy

Marina Radiology collects personal information from applicants as part of our recruitment and employment processes.

This information may include employment history, qualifications, registrations, licences, referee details, resumes and other information relevant to assessing an applicant's suitability for employment.

Recruitment information is used solely for recruitment-related purposes.

Marina Radiology may advertise employment opportunities through third-party recruitment platforms, recruitment agencies and employment websites. Personal information submitted through these services may first be collected and handled in accordance with the privacy policy of the relevant provider before being provided to Marina Radiology for recruitment purposes. 

Once received by Marina Radiology, your personal information will be handled in accordance with this Privacy Policy and used solely for recruitment and employment-related purposes.

Unless otherwise required by law, information relating to unsuccessful applicants will generally be retained for a minimum of 12 months before being securely destroyed or permanently de-identified.

Marina Radiology may retain recruitment information for future employment opportunities.

 

21. Accessing and Correcting Your Information

You have the right to request access to the personal information Marina Radiology holds about you and to request correction of information that you believe is inaccurate, incomplete or out of date.

Requests to access personal information should be made in writing to Marina Radiology's Privacy Officer and will not be processed immediately at reception. To protect your privacy, Marina Radiology requires you to verify your identity before providing access to your personal information. This may include the provision of photographic identification or other information sufficient to confirm your identity or authority to act on behalf of another person. Marina Radiology may refuse to process a request until appropriate identification has been provided.

In limited circumstances, access may be refused where permitted by law. If this occurs, we will explain the reasons for the decision where appropriate and advise you of any available review or complaint options.

 

22. Eligible Data Breaches

Marina Radiology has procedures in place to identify, investigate and respond to suspected privacy incidents and data breaches.

If an incident involving personal information occurs, we will promptly:

  • contain the incident;

  • assess the potential impact;

  • investigate the circumstances;

  • minimise any risk of harm; and

  • implement measures to reduce the likelihood of a similar incident occurring in the future.

Where a data breach is determined to be an eligible data breach under the Privacy Act 1988 (Cth), Marina Radiology will comply with the requirements of the Notifiable Data Breaches Scheme, including notifying affected individuals and the Office of the Australian Information Commissioner where required.

 

23. Privacy Complaints

If you have any questions or concerns about the way Marina Radiology has handled your personal information, we encourage you to contact our Privacy Officer.

We are committed to investigating privacy concerns promptly, fairly and confidentially.

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

 

24. Contact Us

If you have any questions about this Privacy Policy, wish to access or correct your personal information, or would like to make a privacy complaint, please contact:

Privacy Officer
Marina Radiology

Postal Address:
 PO Box 2048
 Dandenong East VIC 3175

Telephone: 1300 627 462

Email: privacy@marinaradiology.com.au

Website: www.marinaradiology.com.au

 

25. Changes to this Privacy Policy

Marina Radiology may update this Privacy Policy from time to time to reflect changes in legislation, technology, our services or our business practices.

The current version will always be available on our website.