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This Privacy Policy explains how Manas Clinic Mindful Solutions collects, holds, uses, discloses and protects personal information when you visit our website, contact our team, submit an enquiry or referral, or receive services at our clinic.
We respect your privacy and understand the importance of protecting your personal and health information. Our team recognises that seeking support for your mental health or a neurological condition is a personal experience, and we handle your information with care, respect and confidentiality.
We are committed to protecting your privacy and handling your personal and health information in accordance with applicable Australian privacy laws and healthcare requirements.
By using our website or providing your information to us, you acknowledge that you have had the opportunity to read this Privacy Policy. Where consent is required for the collection, use or disclosure of your information, we will seek that consent in accordance with applicable law.
Manas Clinic Mindful Solutions provides mental health and related clinical services, including Transcranial Magnetic Stimulation (TMS) and care for conditions such as depression, Post Traumatic Stress Disorder (PTSD), Generalised Anxiety Disorder, Obsessive Compulsive Disorder (OCD).
2/28 Mitchell Drive, East Maitland NSW 2323
For privacy enquiries, please contact us using the details provided in the Contact Us section of this policy.
The information we collect depends on how you interact with our clinic and the services you receive.
Personal and contact information
This may include your name, date of birth, residential address, telephone number, email address and preferred clinic location.
Health and medical information
When you seek clinical care, we may collect sensitive health information that is reasonably necessary for your treatment and related healthcare activities. This may include:
Referral and healthcare provider information
If you are referred to us by a GP, psychiatrist or another healthcare professional, we may collect the referral, relevant medical history, contact details of the referring practitioner and other information needed to coordinate your care.
Appointment and administrative information
We may collect appointment details, billing information, payment records, Medicare or private health insurance details where required, and communications relating to your care.
Website and technical information
When you visit our website, we may collect limited technical information such as your IP address, browser type, device information, pages visited and general website usage data. This may occur through cookies, analytics tools or similar technologies, depending on our website configuration.
We will handle all collected information in accordance with applicable privacy requirements.
We may collect personal information directly from you when you:
We may also receive information from your GP, psychiatrist, referring healthcare professional, other treating practitioners, hospitals or relevant healthcare organisations where authorised by you or otherwise permitted by law.
In some circumstances, we may collect information from a parent, guardian, authorised representative or other person involved in your care, where appropriate and legally permitted.
Where reasonably practicable, we will explain why information is being collected, how it may be used and whether providing it is voluntary or necessary to provide a requested service.
We collect and use personal information for purposes connected with providing safe, appropriate and effective healthcare, operating our clinics and meeting our legal obligations.
These purposes may include:
We will not collect or use your information for purposes unrelated to these functions unless you consent or the use is otherwise permitted or required by law.
Your privacy matters to us. We do not disclose your personal or health information indiscriminately.
Where necessary and legally permitted, we may disclose relevant information to:
We limit disclosures to what is reasonably necessary for the relevant purpose, subject to applicable legal requirements.
We will seek your consent where required before sharing your information for purposes that are not otherwise permitted by law.
We respect your right to understand and make decisions about how your information is handled.
Where required, we will obtain your consent before collecting, using or disclosing sensitive health information. Consent may be subject to specific legal requirements and exceptions.
Our clinicians and authorised staff are expected to maintain appropriate confidentiality when handling patient information.
However, confidentiality is not absolute. Information may sometimes need to be disclosed without consent where required or authorised by law, including in certain circumstances involving serious threats to health or safety, mandatory reporting obligations or court orders.
Where legally and reasonably practicable, we will explain relevant disclosures to you.
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
Depending on the information and systems involved, safeguards may include access controls, staff confidentiality obligations, secure clinical record systems, appropriate technical protections and procedures for handling patient documents.
Personal information may be stored in electronic systems, physical records or both. Some systems may be managed by third party service providers acting on our behalf.
Access to patient information is restricted to authorised individuals who require it for legitimate clinical or administrative purposes.
Although we take reasonable precautions to protect your information, no electronic transmission or storage system can be guaranteed to be completely secure.
Some website, software, cloud storage or communications providers may store or process information outside Australia.
Where overseas disclosure is relevant to our operations, we will take reasonable steps to identify the countries in which recipients are likely to be located and manage the disclosure in accordance with applicable privacy requirements.
The countries involved depend on the services and systems we use. We will update this policy as necessary to reflect our actual arrangements.
We encourage you to contact us if you would like further information about how a particular third party service handles personal information.
Our website may use cookies and similar technologies to support website functionality, understand visitor behaviour and improve the user experience.
Cookies may collect technical information about how you interact with our website. You can manage or disable cookies through your browser settings, although some website functions may not work as intended.
If we use third party analytics, advertising or embedded services, those providers may collect information in accordance with their own privacy policies and the settings we have implemented.
We will take appropriate steps to avoid disclosing sensitive health information through website analytics or advertising tools.
We may contact you about appointments, treatment arrangements, administrative matters and other communications directly related to your care.
We will only use or disclose personal information for direct marketing where permitted by applicable law. Where consent or an opt out mechanism is required, we will provide it.
You may ask us to stop sending non essential promotional communications at any time. This will not prevent us from contacting you about important clinical, appointment or administrative matters where necessary.
You have rights under applicable privacy laws to request access to personal information we hold about you and to ask us to correct information that is inaccurate, incomplete, out of date or misleading.
To make a request, contact us using the details in this policy and explain the information you wish to access or correct.
We may need to verify your identity before processing your request. In some circumstances, the law may permit or require us to refuse access or restrict disclosure. If we cannot provide access or make a requested correction, we will explain the reasons where required by law.
If we are unable to amend a record as requested, you may be able to ask us to attach a statement to the record noting your concerns, where applicable.
We will respond to requests within the timeframes required by applicable law.
We retain personal and health information for as long as necessary to fulfil the purposes for which it was collected and to meet applicable clinical, legal, regulatory and record retention requirements.
Healthcare records may be subject to specific retention periods under applicable legislation and professional requirements. We will not automatically delete clinical records simply because you stop attending the clinic.
When information is no longer required and there is no legal or other legitimate reason to retain it, we will take reasonable steps to securely destroy or de identify it, where appropriate and permitted by law.
We maintain procedures for responding to suspected or confirmed privacy breaches.
If a data breach occurs, we will take appropriate steps to contain the breach, investigate what happened, reduce potential harm and prevent a recurrence.
Where the Notifiable Data Breaches scheme or other applicable laws require notification, we will notify affected individuals and the relevant authority within the required process and timeframes.
Our website may contain links to external websites or services. These websites operate independently and may have their own privacy practices.
We are not responsible for the privacy policies or information handling practices of third party websites. We recommend reading their privacy policies before providing personal information.
If you believe we have mishandled your personal or health information, we encourage you to contact us so we can review and respond to your concerns.
Please include enough information for us to understand the issue, including relevant dates and details of the information involved.
We will acknowledge and investigate your complaint and respond within a reasonable period, in accordance with applicable requirements. If we need further information, we may contact you to clarify your concerns.
If you are not satisfied with our response, you may be able to lodge a complaint with the relevant privacy regulator.
Where we provide services to children or receive information from parents, guardians or authorised representatives, we handle that information in accordance with applicable privacy, consent and healthcare requirements.
The authority of a parent, guardian or representative to access or make decisions about another person’s health information depends on the circumstances and applicable law.
We may take reasonable steps to confirm a person’s identity and authority before disclosing information about a patient to them.
We may update this Privacy Policy from time to time to reflect changes in our services, information handling practices, technology or legal obligations.
The latest version will be published on our website with an updated revision date. We encourage you to review this page periodically.
If you have questions about this Privacy Policy, wish to access or correct your information, or would like to make a privacy complaint, please contact Manas Clinic Mindful Solutions.
We take privacy concerns seriously and are committed to handling your information responsibly and respectfully.
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