Privacy and Information Management Policy

The Barna Co is committed to treating all Participants with dignity and respect. We take all reasonable measures to protect the privacy and dignity of each participant, particularly when handling their sensitive information.

This Policy outlines how we collect, use, disclose, and protect your personal information in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our services, including Telehealth services, you agree to the terms of this Privacy Policy.

1.Version Details

1. Collection of Personal Information

We collect personal information that is reasonably necessary to provide you with our support services. This may include:

• Contact Information: Name, address, phone number, email address.
• Health Information: Medical history, treatment records, health insurance details, Medicare number, and other information relevant to providing support services.
• Payment Information: Credit card or bank account details, if applicable.
• Other Information: Any other information you provide us voluntarily, such as feedback or inquiries.

We collect this information directly from you or your authorized representative or through a referral from another healthcare provider, insurance company, or government agency, as permitted by law.

We may collect recorded material such as audio/visual formats.

2. How We Collect Information

We may gather your information from our website, your correspondence with us, forms filled by you, face-to-face interactions, events, third-party referrals, or government agencies.

3. Purpose of Collection

We collect your personal information to:

• Provide you with allied healthcare services, including Telehealth consultations.
• Communicate with you regarding your treatment, appointments, and other inquiries.
• Inform you about our activities, perform research/surveys, and improve your website experience.
• Process payments and handle health insurance claims.
• Manage our administrative, legal, and operational requirements.
• Improve our services through feedback and analysis.
• Comply with legal and regulatory obligations.
• We only collect sensitive health information with your consent unless otherwise required or permitted by law.

NDIS and Quality Assurance

We also use personal and sensitive information to complete:

• Participation in NDIS audits and other quality assurance activities associated with maintaining The Barna Co’s status as a registered NDIS provider. This applies to NDIS Participants Only
• Participation in quality assurance activities, including surveys, research, and complaint resolution.

Please contact us if you do not want to be included in the NDIS and Quality Assurance audits and activities by using the contact us details below.

4. Use and Disclosure of Personal Information

We use and disclose your personal information only for the purposes for which it was collected or as otherwise permitted by law. This may include:
• Sharing your health information with other healthcare providers involved in your support and care (e.g., allied health professionals, doctors, specialists, hospitals, etc.).
• Disclosing information to health insurance providers, Medicare, and government agencies for the purpose of processing claims and payments.
• Communicating with your approved and authorised representatives.
• Disclosing information to third parties who provide services on our behalf, such as IT service providers or professional advisors, under strict confidentiality agreements.
• Complying with legal obligations, such as responding to subpoenas or regulatory inquiries.
• Other bodies may include NDIS Commission, funding providers, external auditorsor based on your authorisation.

We will not sell or rent your personal information to any third party for marketing purposes.

5. Use and Disclosure of Sensitive Information

We respect your privacy and dignity. Thus, we only collect sensitive information like health, medical, and disability-related information when it’s needed for service provision and only if:

-You provide explicit consent, or
-We’re legally required to do so.

6. Security of Personal Information

We take reasonable steps to ensure that your personal information is protected from misuse, loss, unauthorised access, modification, or disclosure. We store your information in secure electronic systems and may also maintain physical records, all of which are subject to restricted access.

When your personal information is no longer needed, we will take reasonable steps to destroy or de-identify it in accordance with our legal obligations.

7. Access to and Correction of Personal Information

You have the right to access and correct the personal information we hold about you. To request access or correction, please contact us using the details provided below. We may ask you to verify your identity before providing access or making corrections.

In some cases, we may deny your request for access or correction if required by law. If this happens, we will provide you with written reasons for the refusal.

8. Direct Marketing

We will only use or disclose your personal information for direct marketing purposes with your consent. If you wish to unsubscribe from our marketing communications, you can do so at any time by contacting us or using the unsubscribe link in our emails.

9. Overseas Disclosure of Personal Information

We do not typically disclose your personal information to overseas recipients. If this becomes necessary, we will take reasonable steps to ensure that the overseas recipient complies with Australian privacy laws or equivalent standards.

10. Cookies and Website Usage

When you visit our website, we may collect information about your use of the site, including IP addresses, browser type, and referring pages. We use this information to improve the functionality of our website.

We may also use cookies to enhance your experience. You can adjust your browser settings to reject cookies, but this may affect the functionality of our website.

11. Telehealth Services

In addition to in-person consultations, The Barna Co Pty Ltd offers Telehealth services, which allow you to receive care and support remotely via phone or video conferencing technology. By using our Telehealth services, you consent to the collection, use, and disclosure of your personal information as outlined in this Privacy Policy, including the following Telehealth-specific provisions:

• Information Collected During Telehealth Sessions: In a Telehealth consultation, we may collect personal and health information such as your symptoms, medical history, treatment plans, and any other details necessary for providing remote care. The information collected during a Telehealth consultation will be treated with the same confidentiality and security as information collected during an in-person consultation.
• Technology Used: We use secure video conferencing and telecommunication platforms that comply with privacy and security standards to protect your personal health information. While we take reasonable steps to ensure the confidentiality and security of Telehealth consultations, it is important to note that no method of electronic communication is completely secure, and we cannot guarantee the absolute security of data transmitted online.
• Participant Responsibilities: You are responsible for ensuring the privacy of your environment during the Telehealth session (e.g., choosing a private location for your consultation). You should also ensure that you are using a secure device and internet connection to reduce risks associated with data breaches.

12. Changes to This Privacy Policy

We may update this Privacy Policy occasionally to reflect changes in our practices or legal requirements. The latest version will always be available on our website, and we encourage you to review it regularly.

13. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or the way we handle your personal information, please get in touch with us:

• Phone: 02 8188 7330
• Email: info@thebarna.co

We will respond to your inquiry or complaint promptly per our legal obligations.