SYDNEY WOMEN’S WELLNESS (SWW) PRIVACY POLICY
Last Updated: May 25, 2026
1. Purpose and Scope
This Privacy Policy explains how Sydney Women’s Wellness (SWW) collects, uses, holds, disclosures, and protects your personal and health information. We are bound by the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and state-specific health privacy legislation, including the Health Records and Information Privacy Act 2002 (NSW).
This policy applies to all patients, website visitors, and individuals who interact with our clinical or digital systems.
2. Collection of Personal and Health Information
We collect information necessary to provide you with high-quality medical and allied health care, and to manage our practice operations efficiently. The types of information we collect include:
Identifiable Details: Your full name, date of birth, gender, and contact details (home address, email, and mobile phone number).
Government Identifiers: Medicare number, Department of Veterans’ Affairs (DVA) details, and private health insurance fund numbers.
Clinical and Health Records: Your medical history, symptoms, diagnoses, medications, allergies, family histories, risk factors, and reports or results from third-party pathology or radiology providers.
Financial and Transactional Data: Tokenized credit card details, billing histories, and transactional data captured during fee processing.
3. How We Collect Your Information
We collect information directly from you when you complete our new patient intake paperwork, utilize our website contact or booking forms, schedule appointments over the phone, or interact during a face-to-face or telehealth consultation.
In some circumstances, we may collect information about you from third parties, such as from referring general practitioners, medical specialists, hospitals, or diagnostic labs, or from government systems like My Health Record.
4. Use and Disclosure of Personal Information
Your information is strictly accessed by authorized team members who require it to perform their clinical or administrative duties. We use and disclose your data for the primary purpose of managing your health, which includes:
Providing clinical care, medical treatments, and dietetic services.
Sending automated appointment confirmations, health reminders, and clinical recalls.
Processing payments, Medicare claims, and private health insurance rebates.
Communicating with other healthcare providers involved in your continuity of care (e.g., specialists or pathologists).
5. Third-Party Data Processors and Service Providers
To manage our modern booking, billing, and clinical frameworks, your information is securely shared with and processed by trusted third-party platforms. These include:
Automed Systems: Our third-party online booking and practice communication platform. Automed Systems securely tokenizes and stores your credit card details to process scheduling deposits, outstanding invoices, or late cancellation penalties.
Tyro: Our integrated terminal and online payment gateway provider utilized to securely execute card payments and process Medicare Easyclaim rebates.
Digital Communication Tools: Secure messaging vendors utilized to distribute encrypted eScripts, administrative alerts, and digital SMS recall links.
6. Storage, Security, and Offshoring
We take the security of your health data seriously. Your information is stored within highly secure, password-protected electronic medical records systems with restricted access controls.
Some of our third-party software providers utilize secure cloud infrastructure that may back up or store encrypted operational data on servers located outside of Australia (such as the United States). By interacting with our practice and digital platforms, you consent to this transfer under strict data security protocols.
Please note that standard external email and SMS are inherently unencrypted forms of communication. Communicating with the practice via these channels is conducted at your own risk.
7. Accessing and Correcting Your Information
You have a legal right to request access to, or seek correction of, the personal and health information we hold about you. Requests should be submitted in writing to our Practice Manager. We will respond to your request within 15 to 30 business days. In accordance with clinical guidelines, a reasonable administrative processing fee may apply if you request a full copy of your medical file.
8. Privacy Complaints and Contact
If you have any questions or wish to lodge a formal complaint regarding how your privacy has been handled, please contact our Practice Manager in writing at: practicemanager@sydneywomenswellness.com
We take all complaints seriously and will investigate and respond to your concerns promptly. If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) or the NSW Information and Privacy Commission.