Privacy Policy – Verve Men’s Clinic Pty Ltd

Effective Date: 10 January 2026
Reviewed By: Practice Manager, Verve Men’s Clinic Pty Ltd
Contact: The Practice Manager – practicemanager@vervemensclinic.com | ☎️ (07) 4463 8119
📍 68–70 Denham Street, Townsville City QLD 4810

1. 📋 What Information We Collect

We may collect the following types of personal and health information:

  • Personal details (name, date of birth, contact information)
  • Health information (medical history, medications, treatment plans, referrals)
  • Billing and payment details (Medicare, private health fund, DVA)
  • Communication records (emails, SMS, feedback, intake forms)
  • Website and social media interactions (IP address, contact forms)

2. 🛡️ How We Use Your Information

We use your information to:

  • Provide clinical care and health services
  • Coordinate referrals and multidisciplinary support via electronic means 
  • Process payments and manage appointments
  • Conduct audits, accreditation, and staff training
  • Comply with legal and regulatory obligations

We do not sell or share your information with third parties for marketing purposes. Marketing communications (e.g. via HotDoc) are only sent with your express consent and contain an unsubscribe option. Cosmetic patient information may be stored with Mail Chimp for purposes of email and SMS marketing. This only takes place with patient express consent and contains an unsubscribe option. You can find Mail Chimp’s privacy policy here.

3. 💻 Clinical Software and Document Automation

We use secure clinical software with document automation to streamline workflows. These systems:

  • Automatically populate referrals and clinical documents with relevant patient data
  • Restrict access to authorised staff via role-specific, password-protected logins
  • Are monitored by a professional IT provider to ensure system integrity and security

🔹 Best Practice Software

Used for patient records, billing, and clinical documentation.
Privacy Policy: Best Practice Software

🔹 Best Practice Software

We occasionally use Dropbox to store and manage dictations for urology patients documents, and information required for the operation of our business. Dropbox provides secure cloud‑based storage and processes data on our behalf for the purpose of safely hosting, organising, and transmitting files. Dropbox may collect and store information such as our account details, uploaded files, usage information, device data and related metadata to provide, improve, protect and promote its services. Dropbox does not sell personal data and implements multiple layers of technical and organisational security measures to safeguard stored information. For more details on how Dropbox handles data, please refer to the Dropbox Privacy Policy.

4. 🔐 Data Storage and Security

We comply with the RACGP Computer and Information Security Standards and our Business Continuity Plan. Your data is stored securely in:

  • Encrypted electronic records
  • Password/passphrase-protected systems
  • Secure off-site backups
  • Shredded paper records (if scanned and digitised)

All staff and contractors are bound by confidentiality agreements and undergo privacy training.

5. 📥 Accessing and Correcting Your Information

You have the right to request access to or correction of your personal information. To do so:

  • Submit a written request to the Practice Manager
  • Include your full name, DOB, and contact details
  • Specify whether you want a summary, full copy, or to view records
  • Provide evidence if requesting corrections
  • Pay fee of $40 to administrative staff (or $60 if requesting USB to be sent via recorded delivery)

We will respond within 30 calendar days.

6. 🧾 Making a Privacy Complaint

If you believe your privacy has been breached:

  1. Contact our Practice Manager:
    • Email: practicemanager@vervemensclinic.com
    • Phone: (07) 4463 8119
    • Mail: 68–70 Denham Street, Townsville City QLD 4810
  2. We will acknowledge your complaint within 7 days and aim to resolve it within 30 days.
  3. If unresolved, you may escalate to:

7. 🩺 AHPRA Compliance

As a registered health provider, we comply with:

  • AHPRA’s Code of Conduct and confidentiality standards
  • Telehealth guidelines (secure transmission, identity verification)
  • Record-keeping obligations (accuracy, retention, accessibility)

We also follow the Notifiable Data Breaches Scheme and will notify affected individuals and regulators if a breach is likely to cause serious harm.

8. 🌐 Website and Social Media

Our website and social media pages may contain links to third-party sites. We are not responsible for their privacy practices. Please review their policies before sharing personal information.

9. 🔄 Updates to This Policy

This policy is reviewed annually or when legislation changes. The latest version is available on our website or by request. Patients will be notified of updates via email.

Every patient is unique and results may vary. Invasive procedures carry risks which need to be discussed with your doctor to ensure you are fully informed and realistic outcomes have been explained. We recommend seeking a second opinion from an appropriately qualified health practitioner for all medical procedures.

Verve Men’s Clinic acknowledges the Traditional Owners and Custodians of the land and waters on which we operate, the Wulgurukaba of Gurambilbarra, Bindal, Nywaigi, Yunbenun and Gugu Badhun peoples, whose sovereignty was never ceded, and we pay our respects to their Elders past, present and emerging.