Olive Branch Dietetics Privacy Policy
Introduction
This privacy policy is for you, our client and provides clear information about how your personal information, which includes your health information, is collected and used within our practice, and the circumstances in which we may be required to share it with third parties.
Why and when your consent is necessary
When you register as a client at Olive Branch Dietetics, you provide consent for our clinicians and practice staff to access and use your personal information so they can provide you with the best possible health and nutrition care. Only the staff who need to see your personal information will have access to it. If we need to use your information for anything else, we will seek additional consent from you to do this.
Why does Olive Branch Dietetics collect, store, use and share your personal information?
Olive Branch Dietetics will need to collect your personal information to provide nutrition and dietetic services to you. Our main purpose for collecting, using, holding and sharing your personal information is to manage your health. We also use it for directly related business activities, such as financial claims and payments, practice audits, and business processes (e.g. staff training).
What personal information do we collect?
The information we will collect about you includes:
Your full names, date of birth, addresses, and contact details
Health fund details
Relevant medical information which may include medical history, medications, allergies, social history, family history and risk factors
Medicare number (if relevant to your referral) for identification and claiming purposes
NDIS Participant number (if relevant to your referral) and goal details for identification, reporting and claiming purposes
Names and contact details of other healthcare practitioners involved in your care
Dealing with us anonymously
You have the right to deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals.
How do we collect your personal information?
Olive Branch Dietetics may collect your personal information in several different ways.
When you make your first appointment our practice staff will collect your personal and demographic information via your intake forms or via the secure customer portal into which you will enter your own information
During the course of providing Nutrition and Dietetic services, we may collect further personal information
We may also collect your personal information when you send us an email, telephone us, make an online appointment or communicate with us using email or social media.
In some circumstances personal information may also be collected from other sources, with your permission. This may occur because it is not practical or reasonable to collect it from you directly.
This may include information from:
Your guardian or responsible person
Other involved healthcare providers, such as specialists, allied health professionals, hospitals, community health services and pathology and diagnostic services
Your health fund, NDIS, Medicare, or the Department of Veterans’ Affairs (if necessary).
When, why and with whom do we share your personal information?
We sometimes share your personal information:
With third parties who work with our practice for business purposes, such as accreditation agencies or information technology providers – these third parties are required to comply with APPs and this policy
With other healthcare providers
When it is required or authorised by law (e.g. court subpoenas)
When it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent
To assist in locating a missing person
To establish, exercise or defend an equitable claim
For the purpose of confidential dispute resolution process
When there is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification)
Only people who need to access your information will be able to do so.
Other than in the course of providing nutrition and dietetic services or as otherwise described in this policy, Olive Branch Dietetics will not share personal information with any third party without your consent.
We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Olive Branch Dietetics will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying our practice in writing.
Olive Branch Dietetics may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data.
How do we store and protect your personal information?
Your personal information may be stored at Olive Branch Dietetics in various forms. We use software that stores your record electronically. This electronic record may include referral information, blood tests and other reports or photographs etc. Olive Branch Dietetics stores all your personal information securely. Your records are stored in electronic format in a secure environment. All staff and contractors sign confidentiality agreements and most systems are double password protected. The level of access to your information is based on the level of staff member.
How can you access and correct your personal information at our practice?
You have the right to request access to, and correction of, your personal information. Olive Branch Dietetics acknowledges clients may request access to their records. We require you to put this request in writing via email or by letter and our practice will respond within a reasonable time, usually within 5-10 business days. There may be a charge for your records depending on whether it is the full record or part record. Whether a fee is payable, and the fee amount itself, will be determined on a case-by-case basis and at the sole discretion of the Director/s of Olive Branch Dietetics.
Olive Branch Dietetics will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by us is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to lyndal@olivebranchdietetics.com.au.
How can you lodge a privacy-related complaint, and how will the complaint be handled at Olive Branch Dietetics?
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing to Lyndal Sherriff via email to lyndal@olivebranchdietetics.com.au. We will then attempt to resolve it in accordance with our resolution procedure.
Alternatively, you may wish to contact:
Health Consumers Queensland in writing
GPO Box 1328, Brisbane Qld 4001
Phone: 07 3012 9090
For further information: https://www.hcq.org.au/unhappy-with-your-healthcare/
Policy Review Statement
This policy is current as at 24 November 2025.
This policy is reviewed at least annually and will be updated and advised on our website www.olivebranchdietetics.com.au
Disclaimer: The Privacy policy template for general practices on which this privacy policy is based, is intended for use as a guide of a general nature only and may or may not be relevant to particular practices or circumstances. The Royal Australian College of General Practitioners (RACGP) has used its best endeavours to ensure the template is adapted for general practice to address current and anticipated future privacy requirements. Persons adopting or implementing its procedures or recommendations should exercise their own independent skill or judgement, or seek appropriate professional advice. While the template is directed to general practice, it does not ensure compliance with any privacy laws, and cannot of itself guarantee discharge of the duty of care owed to patients. Accordingly, the RACGP disclaims all liability (including negligence) to any users of the information contained in this template for any loss or damage (consequential or otherwise), cost or expense incurred or arising by reason of reliance on the template in any manner.