About

Privacy Policy

Introduction

  • This privacy policy provides information on how RUBIX HEALTH collects all personal information, including information collected through our website, surveys, and other interactions with our service. It also outlines how this information is used within our organisation and the circumstances in which we may share it with third parties.
  • RUBIX HEALTH takes data security very seriously and has embedded proactive privacy practices throughout the information lifecycle and into every step of the company’s information system, business processes, and services.
  • RUBIX HEALTH remains committed to transparent dealings with its clients and stakeholders. We are committed to ensuring you understand how your data will be collected and handled and who will receive it. This is why all information documents are written in plain speak, and we require your signed consent under our Terms and Conditions.

Collection of Personal Information

  • RUBIX HEALTH collects your personal information as it is necessary for us to provide healthcare services to you.
  • We collect your name and contact information upon registration of your account and health data through regular online surveys. For participants in our Pain Self-Management Program, we collect time and distance measurements from their physical tests. Finally, we collect your valued feedback through online surveys.
  • The information we will collect about you includes your:
    • names, date of birth, addresses, contact details,
    • medical information, including medical history, medications, allergies, adverse events, social history and lifestyle factors, and
    • Medicare, DVA and health fund details (as applicable).
  • We do not retain any financial information, including credit card numbers and banking details

Use of Personal Information

  • The primary purposes of collecting, using, holding, and sharing your personal information are to communicate with you, assist you with accessing rebates and generate Decoder reports for your doctor.
  • We also use it for directly related business activities, such as financial claims and payments, organisation audits, and research on the efficacy of our programs.

Disclosure of Personal Information

RUBIX HEALTH Staff

  • Confidentiality agreements are held with all staff and contractors, who are regularly updated with the company’s security measures.

Nominated Doctors

  • We will only share your information with doctors you directly identify and consent to in the Terms and Conditions upon service engagement.  This information includes confirming engagement (or cessation of engagement) with the Pain Self-Management Program and the Decoder report.  The Decoder report is securely transmitted to your doctor via Healthlink HL7 transmission. Resultingly, only doctors registered with Healthlink are eligible to receive your reports. 
  • You have the right to withdraw your consent to share your data with one or more of the doctors you nominate at any time.   To withdraw your consent, please provide your request in writing, either by email to admin@rubixhealth.com.au or by letter to RUBIX HEALTH, 55 Bussell Highway, Busselton, WA 6280.  Your request will be actioned within two business days of receipt.   
  • It is our duty of care to ensure that there is at least one doctor as a recipient of your Decoder report. If you remove consent for all nominated recipients, we will request you sign new Terms and Conditions to appoint a new doctor recipient.  We reserve the right to cease engagement if you fail to complete this step.

Legal Exceptions

  • There are situations whereby RUBIX HEALTH is required to share your personal information:
    • 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 client’s life, health or safety or public health or safety;
    • to assist in locating a missing person;
    • to establish, exercise or defend an equitable claim; and
    • when there is a statutory requirement to share certain personal information (e.g. some diseases require mandatory notification).
  • In such instances, RUBIX HEALTH will always attempt to obtain your consent where practicable but may proceed without it if legally required or if obtaining consent is not feasible.

Research purposes

  • RUBIX HEALTH regularly evaluates our program data to improve our services and obtain funding.  To protect your privacy throughout this process, we remove all identifying details (such as name, date of birth, and contact details) from your dataset before moving it to a separate, secure research database. 
  • RUBIX HEALTH may partner with university-appointed researchers to analyse the de-identified research dataset. Your identifying details will not be shared, and confidentiality agreements bind all third-party researchers

Anonymity and Pseudonyms

  • It is impractical for RUBIX HEALTH to provide health care services anonymously.
  • You can request to use a pseudonym (i.e. use a different name) when utilising our services if you consider yourself vulnerable or at risk.
  • If you wish to use a pseudonym, please contact RUBIX HEALTH staff. Within two business days, we will contact you to obtain your consent to contact your nominated doctor/s to ensure they link your Decoder report to your correct medical record.
  • If you use a pseudonym, you cannot claim Medicare or other third-party rebates, and your eligibility for funded services may be limited, depending on the organisation providing the funding.

Access to and Correction of personal information

  • RUBIX HEALTH directors and administrative staff can access and update all your personal information.
  • Pain Self-Management Program facilitators and presenters can access a limited amount of your personal information. This is to assist them in understanding any challenges you may have in engaging in the group portions of the program. This dataset includes but is not limited to hearing, visual or communication impairments, mobility limitations, significant medical conditions and pregnancy.
  • RUBIX HEALTH acknowledges clients may request access to their Decoder reports. These specialised reports are generated to assist doctors with pain management and may be misinterpreted by non-doctors. Resultingly, to avoid unnecessary emotional distress or inappropriate management decisions, we will not release Decoder reports to non-doctor third parties, including yourself.
  • RUBIX HEALTH encourages you to discuss the Decoder Report with your doctor. During the consultation, the doctor can provide hard copies. RUBIX HEALTH is not liable if your doctor or a third party emails your report and it is maliciously intercepted.
  • RUBIX HEALTH will update your information if it is incorrect, incomplete or outdated. Amendments can be made via written request indicating the correction and its reason. To protect your privacy, RUBIX HEALTH will validate the authenticity of the request before amending your data.

Security and Storage of Personal Information

  • We use advanced encryption and secure protocols to protect your personal information at every engagement step.
  • All your personal information will be stored electronically in a secure Australian data centre in accordance with the Australian Privacy Act 1988 and ISO270001 Standard.
  • All personal information collected by RUBIX HEALTH is stored on secure servers located within Australia. We do not transfer any personal information overseas.
  • A dedicated Information Technology team ensures RUBIX HEALTH’s Information Security Policy remains current and compliant with national standards.
  • Your complete dataset is stored on our central server from when a referral for the Pain Self-Management Program is accepted, or a Decoder report subscription account is created until the final Decoder report is issued at 12 months.
  • To strengthen security, your data is automatically de-identified after issuing the final Decoder report. This means your identifying details (such as name, date of birth, and contact details) are replaced with a unique code. This de-identified data is automatically moved to a separate secure database.

Data Retention and Disposal of Personal Information

  • We adhere to the recognised professional standard across Australia of keeping health records safely for seven years.
  • We retain your name and the period you engaged with your services on our central server whilst storing your remaining de-identified data on a separate server.
  • We will never re-identify your data unless legally obliged, and we will attempt to obtain your consent beforehand.
  • After seven years, the unique code allocated to your de-identified data will be deleted, removing the possibility of that data being re-identified.
  • After the retention period, personal information is securely disposed of using industry-standard methods, such as data wiping and physical destruction of any written records

Cookies and Tracking Technologies

  • Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyse site traffic, and understand where our visitors are coming from. Cookies are small data files placed on your device when you visit our website.
  • We use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your device until you delete them). We may also use third-party cookies to help us analyse how our website is used. These third-party cookies are subject to the respective privacy policies of these external services.
  • You can control and manage cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. However, if you choose to turn off cookies, some features of our website may not function properly.

Questions and Complaints

  • We take complaints and concerns regarding your privacy very seriously.
  • Please write to 55 Bussell Highway, Busselton, 6280, or email admin@rubixhealth.com.au with any complaints or concerns. RUBIX HEALTH will acknowledge your concerns within two business days and attempt to resolve them within 30 days by our procedures and any legislative requirements.
  • You may also contact the Office of the Australian Information Commissioner (OAIC). For further information, visit www.oaic.gov.au or call the OAIC at 1300 363 992.

Questions and Complaints

  • This privacy policy will be reviewed regularly to ensure it represents any procedure changes. If this policy is amended, RUBIX HEALTH will notify you directly (by email or post).