Head to Health – Data Management System

Conditions of Use

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We acknowledge the traditional owners of the land on which we work and live. We pay our respects to their Elders past, present and emerging, and extend that respect to all Aboriginal and Torres Strait Islander people.

The Head to Health Data Management System (System) supports the delivery of Head to Health Intake, Assessment and Referral Services. The System is available for use by Primary Health Networks (PHNs) that have signed the Head to Health Services and Data Sharing Agreement with North Western Melbourne Primary Health Network (NWMPHN), and anyone nominated by such PHN, which may include a PHN’s commissioned providers and their personnel.

These Conditions of Use are appliable to any User of the System, and they should be read carefully before logging on to the System. If you have any questions, please contact the PHN through which you have been provided access to the System.

Conditions of Use

By using the System, I agree:

  1. That I am authorised to use the System.
  2. To keep my log in credentials for the System secure and not allow anyone else to log in under my credentials.
  3. I am responsible for unauthorised activity on my account.
  4. To inform My PHN if I leave my organisation or no longer require access to the System.
  5. To use the System only to record information related to the provision of the Head to Health services or another service permitted in accordance with the PHN Data Sharing Agreement.
  6. Not to enter Data into the System unless I have consent from the individual to which the Data relates or that the upload is permitted or authorised by law.
  7. Not to put any defamatory information on the System.
  8. That all the Data and information, including personal information, contained on or downloaded from the System is confidential. I agree to keep all confidential information confidential and will not share this information with any other individual unless authorised to do so in accordance with the Data Sharing Agreement or required by law.
  9. That confidential information about My PHN’s system and data use may be shared by NWMPHN to other organisations for the purposes of usage reporting, auditing, feedback or performance in accordance with the PHN Data Sharing Agreement.
  10. That my personal information and any personal information I enter into the System will be held in accordance with the Privacy Act 1988 (Cth). Refer to NWMPHN Privacy Policy available at https://nwmphn.org.au/privacy-statement/ for further information.

As a System User, I will:

  1. Notify My PHN immediately if I discover that information provided in the System is incorrect, incomplete or fraudulent.
  2. Notify My PHN immediately if the System is not working, leaking Data, allowing me to access unauthorised Data or there is any other issue or abnormality that may impact the System or the Data that it stores.
  3. Where applicable, adhere to all System constraints, including directions provided to me.

As a System User, I acknowledge that:

  1. My registered email address (recorded under my User Account) will be used to contact me and notify me in relation to any updates or outages, whether planned or unscheduled.
  2. My use of the System is logged and may be audited.
  3. My access to the System may be removed, suspended or deactivated for reasons such as implementing changes to the System, a breach of these Conditions of Use, if it is reasonably suspected that I am misusing the System or if My PHN withdraws my nomination to use the System.
  4. Internet, email and telephone systems are not always secure and use of these can attract fees with my internet and telephone provider. I agree to any inherent risks or fees with use.
  5. A breach of these Conditions of Use may result in sanctions which may include, but are not limited to, NWMPHN removing access to this System for me and/or my organisation permanently or for a set period of time.
  6. NWMPHN makes no representation or warranty of any kind (express of implied) in relation to the System.
  7. I must refer any disputes to My PHN which may exercise the dispute resolution clause under the Data Sharing Agreement.
  8. Consistent with the Data Sharing Agreement, neither me nor NWMPHN are liable for any claim, loss, damage or injury caused by the other party.

Intellectual Property

I acknowledge and agree that:

  1. I have a personal, non-exclusive, non-transferable, licence to use the System and Data solely for the purposes set out in these Conditions of Use.
  2. I have no right to sub-licence, resell, lease, rent, distribute, operate as an outsourcer or transfer the System and Data or any rights under these Conditions of Use.
  3. I do not own the Intellectual Property Rights in the System or the associated software.
  4. the Data is owned or controlled by NWMPHN and/or My PHN.


I agree:

To accept notices by email to the email address associated with my log in credentials, in addition to any other modes for serving notice. I must immediately notify My PHN of any email address change.

The laws of Victoria apply to these Conditions of Use.

These Conditions of Use may be varied at any time by notifying me at the time of logging in. By continuing to use the System I accept the Conditions of Use as varied.

I cannot assign the User Account or any other rights under these Conditions of Use without prior consent from NWMPHN.


In these Conditions of Use:

Data means all data stored by the System in accordance with these Conditions of Use.

Intellectual Property Rights means any copyright, trade mark (whether registered or unregistered), design, patent, semiconductor or circuit layout rights, trade, business or company names, other proprietary rights and rights to the registration of any of the foregoing existing anywhere in the world and existing before, on or after the commencement of these Conditions of Use.

My PHN means the relevant PHN in my region which has granted you access to the System.

NWMPHN means Melbourne Primary Care Network Limited trading as North Western Melbourne Primary Health Network ABN 93 153 323 436 ACN 153 323 436.

Primary Health Network or PHN means any Primary Health Network that has signed the Data Sharing Agreement with NWMPHN to use the System.

System means the online system created by NWMPHN for Head to Health and used to receive and store all Data and information and accessed by me.

User means any individual issued a User Account for the use of the System.

User Account means the account and login details identified by a unique email address issued to a User to use the System.