Imaging Associates Group Privacy Policy

Imaging Associates Radiology Pty Ltd ACN 653 118 211 and its related bodies corporate (IAG, us, we, our) understand that privacy is important to you and is committed to complying with its obligations under the Privacy Act 1988 (Cth) (Privacy Act), which includes the Australian Privacy Principles, and relevant State and Territory privacy legislation applying to health records. This Privacy Policy describes how we collect, use, disclose, store, and handle your personal information and outlines the measures and processes that we have put in place to ensure its adequate protection.

What is personal information?

In this Privacy Policy, ‘personal information’ has the meaning set out in the Privacy Act. In general terms, personal information is information (whether fact or opinion) about an individual who is identified or reasonably identifiable.

Some types of personal information are designated as ‘sensitive information’, which are subject to additional protection under the Privacy Act. For example, these can include information about your health.

What personal information does IAG collect?

We collect personal information about you in the course of operating our business and providing our services to you. The types of personal information we collect about you will depend on the purpose for which the personal information is collected. This can include:

• if you have requested to receive news and information about IAG’s services – your name, address, contact details, occupation and professional memberships;
• if you have requested a booking for or are a user of IAG’s services – your name, gender, email address, contact details, emergency contact details, requested services, referring doctor’s details, Medicare card number, government or other individual health identifiers, medical history details, insurance or health fund information, credit card or payment details and responses to our COVID-19 screening questions;
• if you have contacted us to make a complaint, provide feedback, submit an enquiry, or request a call-back – your name and contact details;
• in the case of prospective employees or contractors – information contained in your application or résumé, recorded during any interview, or obtained through any pre- employment checks, and government-issued identifiers such as tax file numbers; and
• in the case of our suppliers and distributors – your name, mailing or street address, email address, and telephone number(s).

Generally, we will not collect sensitive information about you. However, in certain circumstances, we may need to collect sensitive information. For example, your medical condition, your referring doctor’s details, and responses to our COVID-19 screening questions.

We also collect technical information and general analytics arising from your use of our website, such as:

• the number of page views (or page impressions) that occur on our website;
• the number of unique visitors;
• how long these unique visitors (on average) spend on our website; and
• common entry and exit points to our website.

When you provide us with personal information or receive our services, you consent to us collecting, using and disclosing your personal information in accordance with this Privacy Policy, or otherwise for such purposes and in such ways as we may communicate to you from time to time.

How does IAG collect personal information?

We collect your personal information directly from you, including when you:

• access or use our website;
• complete our electronic forms on our website;
• subscribe to receive information about our services;
• make inquiries about IAG or our services or otherwise communicate with us by email, telephone, in person or via our website or otherwise; and
• apply to work with us or are engaged by us as a contractor.

Where it is reasonable and practicable to do so, we will only collect personal information about you from you directly and not from third parties.

We also use website traffic tracking technology to collect technical information and general analytics. By using our website, you consent to the use of website traffic tracking technology in accordance with this Privacy Policy.

Can you choose not to disclose your personal information?

If you contact us to make a general enquiry about IAG or our services, you do not have to identify yourself or provide any personal information. Alternatively, you can also notify us that you wish to deal with us using a pseudonym.

However, if we are not able to collect personal information about you, we may not be able to provide you with the information or assistance you require. For example, we will not be able to send you information you have requested if you have not provided us with a valid email address or telephone number.

How does IAG use personal information?

We may use your personal information for purposes connected with our business or our services and which is strictly required or permitted by law.

Some specific purposes for which we use your personal information are as follows:

• to provide our services;
• to respond to your questions, inform institutions and other clients of developments in the services we provide (including events and opportunities to participate in projects/programs);
• to manage our internal business operations;
• to protect and/or enforce our legal rights and interests, including defending any claim, demand, legal proceeding, cause of action or other dispute arising from, or in connection with, the operation of our business including without limitation, any medical negligence claim;
• for medical research projects, provided that the research has been approved by a Human Research Ethics Committee and we are satisfied that privacy and confidentiality requirements have been met;
• to manage your Visage account to provide access to patient images and reports (if you are a referrer); or
• to securely store your patient records (if you are a patient).

IAG will not use personal information for any other purposes unless otherwise permitted or required by law, or with your prior consent.

Technical information and general analytics is used for the purpose of gauging visitor traffic, trends and delivering personalised content to you while you are on our website, and to improve our website and our services.

To whom may IAG disclose personal information?

We may disclose your personal information to third parties in connection with the purposes described above (see the “How does IAG use personal information?” section).

This may include disclosing your personal information to the following types of third parties:

• our related companies;
• any potential third party acquirer of our business or assets, and advisors to that third party;
• our professional advisers (such as lawyers, accountants or auditors) and insurers, including where a claim, demand, legal proceeding, cause of action or other dispute arising from, or in connection with, the operation of our business is made against us;
• our employees, contractors and third party service providers who assist us in performing our functions and activities;
• organisations authorised by us to conduct promotional, research or marketing activities;
• medical researchers or research bodies, provided that the research they are undertaking has been approved by a Human Research Ethics Committee;
• government and regulatory authorities and other organisations, enforcement or exchange bodies or courts;
• third parties to whom you have authorised us to disclose your information (e.g. referees); and
• any other person as required or permitted by law.

If we disclose your personal information to third parties we will use reasonable commercial efforts to ensure that such third parties only use your personal information as reasonably required for the purpose of disclosure and in a manner consistent with applicable laws, for example (where commercially practical) by including suitable privacy and confidentiality clauses in our agreement with a third party service provider to which we disclose your personal information.

Direct marketing communications

We will only send you direct marketing communications (either through mail, SMS or email), including offers any news and exclusive offers, promotions, or events, where you have consented to do so.

You may opt-out of receiving direct marketing communications at any time by contacting us or by using opt-out facilities provided in the direct marketing communications.

Does personal information leave Australia?

We store personal information in servers located in Australia. We may disclose your personal information to overseas recipients, such as to our service providers. It is not practical for us to list every country where such overseas recipients may be located, however such countries are likely to include the United States, United Kingdom, India, and the Philippines.

Except where an exception applies under the Privacy Act or other relevant legislation, we will take commercially reasonable steps to ensure that overseas recipients to whom we disclose personal information do not breach the Australian Privacy Principles stated in the Privacy Act in relation to such information.

Security

IAG takes reasonable steps to ensure the security of your personal information. However, you should be aware that the internet is not a secure environment, we cannot guarantee the security or transmission of personal information you disclose to us online. Accordingly, you transmit your personal information to us online at your own risk.

Please notify us immediately if you become aware of any breach of security.

How long do we keep your personal information?

Generally, we will retain your personal information for the period necessary for the purposes for which your personal information was collected (as outlined in this Privacy Policy) unless a longer retention period is required by law or if it is reasonably necessary for us to comply with our legal obligations, resolve a dispute or maintain security.

Access to and correction of personal information

You may request access to your personal information held by IAG at any time by contacting us. We will provide access to that information in accordance with the Privacy Act, subject to any exemptions that may apply. We may charge an administration fee in limited circumstances, for example if we are required to.

If you believe that personal information we hold about you is incorrect, incomplete or inaccurate, then you may request us to amend it by contacting us.

What is the process for complaining about a breach of privacy?

If you have any questions, concerns or complaints about our collection, use, disclosure or management of your personal information, please contact us in writing using the contact details below.

We will make inquiries and your complaint will be assessed by an appropriate person with the aim of resolving any issue in a timely and efficient manner.

If you are unsatisfied with the outcome, we will advise you about further options including, if appropriate, review by the Privacy Commissioner within the Office of the Australian Information Commissioner.

Local exemptions and inconsistency with law

Where local laws allow for an exemption to compliance with certain legal obligations (for example, the employee records exemption), we may rely on such an exemption.

This Privacy Policy will not apply to the extent that it is inconsistent with any applicable law.

Changes to this Privacy Policy

IAG may change this Privacy Policy from time to time at our discretion, including to maintain our compliance with applicable laws and regulations or following an update to our internal practices, policies and procedures. Amendments to this Privacy Policy will be posted on our website. Your continued dealings with us, for example use of our website or services, will signify your agreement to this Privacy Policy as amended.

How to contact us

If you have a query, concern or complaint about the manner in which your personal information has been collected or handled by us or would like to request access to or correction of the personal information we hold about you, please contact using the details provided below:

Attention: Privacy Officer
Suite 3, Level 2,
19-23 Prospect St, Box Hill,
VIC 3128 

privacyofficer@imagingassociates.net.au

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Last updated: September 2023.