Privacy Policy

Privacy Policy for drjames.au

Effective Date: 10 August 2026
Operated by: Dr James Condon (ABN 17558704152), based in Australia

1. Who We Are

This website (drjames.au) is operated by Dr James Condon (ABN 17558704152), a sole trader based in Australia, for health education, information, clinical telehealth services, and approved research. Clinical telehealth services are currently active. Research activities are conducted under ethics approval (Victorian HREC, Department of Health and Department of Families, Fairness and Housing, Application No. 121190).

2. Clinical Services and Data Handling

Drjames.au provides clinical telehealth services including medical consultations, diagnosis, treatment recommendations, and prescriptions. To support this, we operate our own electronic medical record (EMR) system, separate from the public website: your clinical record (consultation answers, consultation notes, medications, investigation results, and correspondence) is stored there, not in general website databases. Clinical records are retained for a minimum of 7 years in accordance with Australian health records legislation. Clinical data is handled separately from research and marketing data. No clinical data is sold to third parties.

2A. My Health Record (MHR)

If you have a My Health Record and consent at the time of your consultation, Dr James Condon may manually view relevant sections of it (e.g. shared health summaries, medicines, pathology) through the national My Health Record system to inform your care. This is a per-consultation, clinician-performed lookup within the national system itself. Information from your My Health Record is not automatically imported into, or stored in, drjames.au's own EMR. Every access is logged by the My Health Record system in accordance with the My Health Records Act 2012 (Cth), and you may withdraw this consent for future consultations at any time.

2B. Sharing information with your GP and other treating practitioners

With your consent, given at intake or at any later point, we may (a) send your nominated GP a summary of your consultation and management plan to support coordinated care, and/or (b) contact your previous treating GP, specialists, pathology, or imaging providers to request relevant records. Requests are only made for the categories of record and providers you specify, and only where relevant to your care. You may decline either at intake without affecting your ability to receive care.

3. What Data We Collect

• Personal information you provide voluntarily (e.g., name, email address).
• Questionnaire responses or form submissions, which may include sensitive health-related information if you choose to provide it.
• Usage data such as IP address, browser type, device information, and interaction logs.
• User-submitted content in comments or community spaces (if enabled).

Providing personal information is optional unless you choose to participate in a questionnaire, sign-up form, or future research activity.

4. Purpose of Data Collection

• Internal service design and improvement
• Audience research and analytics
• Market insights and content development
• Approved research studies, only after Human Research Ethics Committee (HREC) approval

Data collected through clinical forms is used only to support your consultation with Dr James Condon and is subject to 7-year clinical record retention requirements. Research data collected under Victorian HREC Application No. 121190 is handled separately and governed by its own consent and retention terms.

5. Data Storage and Transfer

• Website and clinical infrastructure is hosted with a major cloud provider, in an Australian data centre region. Clinical files and documents are stored in encrypted, private storage, not on the public website or its content delivery network.
• Questionnaires and forms may be processed by service providers; storage locations and data handling are reviewed for compliance with Australian Privacy Principles (APPs).
• Booking and prescribing. We currently use Halaxy, a third-party Australian practice-management platform, to manage appointment bookings and to issue electronic prescriptions (eScripts). Halaxy receives the personal and health information necessary to book your appointment and issue a prescription. Halaxy's own privacy policy governs its handling of that information within its systems.
• Data is encrypted in transit and at rest where applicable and is periodically deleted per retention schedules.

6. Cross‑Border Data Transfers

Where data is processed outside Australia by trusted service providers, we implement safeguards consistent with the Australian Privacy Principles. We aim to minimise cross‑border transfers and to store data in Australia where practicable.

7. Use of Deidentified Data

Deidentified user-level and aggregate data may be made publicly available for research transparency and validation of service development activities. You will be informed before such use and provided with an opt‑out option.

7A. Use of Software and AI-Assisted Tools

Your individual clinical assessment, diagnosis, and treatment plan are made solely by Dr James Condon. No artificial intelligence (AI) or large language model (LLM) is used to generate, score, or influence your clinical assessment or treatment plan. Software is used only to compile and format the clinical decisions Dr James Condon has already made into a document (a mail-merge style function); it does not make or suggest clinical decisions.

Some general patient education materials (e.g. information leaflets) may be drafted with the assistance of an AI writing tool and are reviewed and approved by Dr James Condon before use. These are general educational content, not personalised clinical advice, and are not generated using your personal health information.

8. Data Security

We use industry‑standard technical and organisational measures to protect your information, including encryption, secure hosting environments, regular system monitoring, and access controls. No method of online transmission or storage is 100% secure, but we take reasonable steps to prevent unauthorised access, loss, misuse, or alteration.

9. Data Breach Notification

In the event of a data breach likely to cause serious harm, we will notify affected individuals as soon as practicable, notify the Office of the Australian Information Commissioner (OAIC), and provide guidance on steps you can take to protect your information.

10. Your Rights

• Access your personal data
• Correct inaccuracies
• Request deletion
• Restrict or object to processing
• Request a copy of your data in a portable format

To exercise these rights, contact: admin@drjames.au. Existing patients can also request a copy of their clinical data directly through the self-service request tool in the patient area.

11. Data Retention

• Non‑identifiable usage data may be retained for up to 5 years for trend analysis.
• Personally identifiable data is stored only as long as needed for its intended purpose and securely deleted when no longer required.

12. Children’s Privacy

This site is not intended for children under 18 years of age. We do not knowingly collect personal data from children without parental or guardian consent.

13. Cookies and Tracking

We use cookies and similar technologies to operate the site and understand usage. The Meta Pixel (Facebook) is active on general site pages to measure advertising effectiveness. Research pages (/research/) operate under stricter conditions: no third-party tracking pixels, including the Meta Pixel, are active on these pages. This is a condition of Victorian HREC Application No. 121190 (Department of Health and Department of Families, Fairness and Housing). For full details and controls, see our Cookie Policy.

14. Changes to This Policy

We may update this Privacy Policy at any time. Updates will be posted on this page with a new “Effective Date.” Your continued use of the site after an update constitutes acceptance of the revised policy.

15. Contact

Dr James Condon
Email: admin@drjames.au