Privacy Policy – Aston Eyes Optometry
Our website address is: https://astoneyes.com.au
1. What information we collect
We may collect the following types of information when you visit our clinic or use our website:
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Personal details – name, date of birth, address, phone number, email address, Medicare number and private health fund details.
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Clinical information – medical and ocular history, medications, allergies, test results (e.g. refraction, OCT, axial length, visual fields, topography), prescriptions and clinical images.
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Payment information – billing details, transaction records and health fund claims.
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Website and communication data – enquiries sent via our forms or email, appointment requests, newsletter opt‑ins, and basic technical information such as IP address, browser type and pages visited (used in aggregate for analytics).
Where it is reasonable and practicable, we collect information directly from you. We may also collect relevant information from third parties such as your GP, ophthalmologist, other health providers, schools or health funds when you have authorised this or when permitted by law.
2. Why we collect your information
We collect, hold and use personal and health information to:
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Provide optometry services, including comprehensive eye examinations, diagnosis, treatment and ongoing management of eye conditions.
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Prepare prescriptions, referral letters and reports for other health professionals.
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Make bookings, send appointment reminders and manage recalls for recommended review dates.
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Process Medicare and private health insurance claims and manage billing and payments.
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Comply with our legal and professional obligations, including record‑keeping, clinical governance and public health reporting where required.
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Improve our services, website and patient experience, including through de‑identified analytics.
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Communicate practice updates, educational content and marketing material where you have consented or where permitted by law. You can opt out of marketing communications at any time.
We only collect information that is reasonably necessary for these purposes.
3. How we store and protect your information
Your records may be held in electronic and/or paper form. We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, modification or disclosure, including:
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Role‑based access controls and unique logins for practice software.
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Secure, password‑protected networks and devices, with regular updates and backups.
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Physical security measures within the clinic, including restricted access to areas where records are stored.
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Secure destruction of records that are no longer required, in line with applicable retention periods for health records in our state/territory.
While we take care to protect your information, no system can be completely secure. Use of email or online forms involves some risk and you may choose to provide sensitive information via phone or in person instead.
4. Disclosure of your information
We may disclose personal and health information where it is necessary for your care, required by law, or you have provided consent. This may include disclosure to:
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Other health professionals involved in your care (e.g. GPs, ophthalmologists, other optometrists, pharmacists, orthoptists or allied health providers).
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Medicare, private health insurers and other entities involved in claiming or paying for services.
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Pathology, imaging or laboratory services where relevant tests are ordered.
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IT providers and practice management service providers who support our systems, subject to appropriate confidentiality and security obligations.
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Government agencies, regulators or tribunals where required or authorised by law, or to lessen or prevent a serious threat to life, health or safety.
We do not sell or rent your personal information to third parties.
Some service providers (for example, secure email, SMS or cloud‑hosting providers) may store data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure those providers handle your information in a way that is consistent with Australian privacy law.
5. Cookies and website analytics
Our website may use cookies and similar technologies to:
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Help the site function correctly and remember basic settings.
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Understand how visitors use the site (pages viewed, time on page, device type) in aggregate form for analytics and improvement.
You can usually disable cookies in your browser settings; however, some parts of the website may not function optimally if cookies are disabled.
Our website may contain links to third‑party sites (for example, online booking, health information, or social media). We are not responsible for the privacy practices or content of those external sites.
6. Accessing and correcting your information
You have the right to request access to the personal and health information we hold about you and to request corrections if you believe it is inaccurate, out of date, incomplete or misleading.
To request access or correction:
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Contact us using the details at the end of this policy.
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We may need to verify your identity before releasing information.
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In some cases, we may charge a reasonable fee to cover the cost of providing copies.
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Access may be refused in limited circumstances allowed by law (for example, where giving access would pose a serious threat to the life or health of any individual, or would unreasonably impact the privacy of others). If we refuse access or correction, we will explain why.
7. Children’s and young people’s information
We collect health information about children in order to provide paediatric eye care and myopia management. Wherever appropriate, we involve both the child and their parent or guardian in decisions about care and the handling of information, taking into account the child’s age, maturity and legal capacity to consent.
8. Retention of records
Health records are kept for the minimum periods required under Australian legislation and professional guidelines, which may be several years after your last visit or after a child reaches adulthood. After this time, records may be securely destroyed or de‑identified.
9. Marketing communications
From time to time, we may use your contact details to send appointment reminders, recalls for recommended review, and information about services or events that may be relevant to your eye health. You can opt out of non‑essential marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly. Clinical recalls and important service messages may still be sent where appropriate.
10. Questions and complaints
If you have any questions about this policy, or if you believe your privacy has been breached, please contact us in the first instance so we can investigate and respond.
Privacy Contact:
Aston Eyes Optometry
[Practice address]
Phone: [Practice phone number]
Email: [Practice email address]
Please include your name, contact details and a brief description of your concern. We will respond as soon as reasonably practicable. If you are not satisfied with our response, you may be able to contact the relevant privacy or health complaints body in your state/territory or the Office of the Australian Information Commissioner for further review.
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in law, technology or our practice processes. The current version will always be available on our website. Your continued use of our services or website indicates your acceptance of the updated policy.