Privacy Policy

1. About This Policy

Western Suburbs Clinical Services Pty Ltd (ABN 82 696 865 997 / ACN 696 865 997) ("Western Suburbs Clinical", "we", "us", or "our") is committed to protecting the privacy of individuals who interact with us, including patients, referrers, and healthcare partners.

This Privacy Policy explains how we collect, hold, use, and disclose personal information in accordance with the Privacy Act 1988 (Cth) ("Privacy Act") and the Australian Privacy Principles ("APPs") contained in Schedule 1 of the Privacy Act. As a healthcare provider, we are particularly conscious of our obligations regarding sensitive health information.

By using our website (westernsuburbsclinicalservicespty.site), contacting us, or accessing our clinical services, you consent to the handling of your personal information as described in this Policy.

2. Who We Are

Western Suburbs Clinical Services Pty Ltd is a professional clinical healthcare services provider registered in Western Australia, Australia.

• Company Name: Western Suburbs Clinical Services Pty Ltd
• ABN: 82 696 865 997
• ACN: 696 865 997
• Location: Western Australia 6171, Australia
• Email: [email protected]

3. Information We Collect

We may collect the following types of personal information, which may include sensitive health information:

• Identity information: full name, date of birth, Medicare number, healthcare identifier
• Contact details: email address, postal address, phone number
• Health information: medical history, current diagnoses, medications, allergies, clinical assessment results, treatment plans
• Referrer information: GP or specialist details, referring practitioner information
• Insurance and funding information: NDIS participant number, DVA card details, private health insurance information (where applicable)
• Financial information: billing information for service payment
• Communication records: emails, enquiry form submissions, clinical correspondence
• Website usage data: IP address, browser type, pages visited (collected through standard server logs or analytics tools)

Health information is considered sensitive information under the Privacy Act and is afforded a higher level of protection. We only collect health information where it is necessary for the provision of clinical services.

4. How We Collect Information

We collect personal information through:

• Referral forms submitted by GPs, specialists, or other healthcare providers
• Patient intake and registration forms
• Direct email or telephone communications
• In-person consultations and clinical assessments
• Correspondence with other healthcare providers involved in your care
• Automatically via cookies and server logs when you visit our website
• Third-party funding bodies (e.g. NDIS, DVA) as part of service delivery

We collect personal information by lawful and fair means, and where practicable, directly from you with your knowledge and consent.

5. How We Use Your Information

We use personal information to:

• Provide clinical healthcare services and coordinate your care
• Conduct clinical assessments and prepare care plans
• Communicate with referrers and other treating healthcare providers
• Bill for services and process claims through Medicare, NDIS, DVA, or other funders
• Comply with legal and regulatory obligations, including mandatory reporting requirements
• Maintain clinical records in accordance with professional and regulatory standards
• Improve our services and website
• Respond to enquiries and provide customer service

We will not use your personal information for purposes other than those for which it was collected, unless you consent or it is required or authorised by law.

6. Disclosure of Personal Information

We may disclose your personal information to:

• Other healthcare providers involved in your care (GPs, specialists, hospitals) with your consent
• Third-party funders (Medicare, NDIS, DVA, private health insurers) for billing purposes
• Government agencies and regulators where required by law (including mandatory reporting)
• Our employees and contractors (on a need-to-know basis), subject to confidentiality obligations
• Third-party service providers who assist us in operating our business (IT/hosting, administration) — subject to confidentiality and privacy obligations
• Courts or tribunals, if we are a party to legal proceedings

We do not sell or rent your personal information to third parties for their own marketing purposes.

We do not generally disclose personal information to overseas recipients. If we do, we will take reasonable steps to ensure the recipient complies with the APPs or a comparable privacy regime, or we will obtain your consent.

7. Data Security

We take reasonable steps to protect the personal information we hold from misuse, interference, and loss, and from unauthorised access, modification, or disclosure. These measures include:

• Secure electronic health record systems with access controls
• Encrypted communication channels (HTTPS on our website)
• Access controls restricting health information to authorised clinical personnel
• Staff training on privacy and confidentiality obligations
• Secure storage and disposal of physical records

No data transmission over the internet or method of electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act.

8. Cookies and Website Analytics

Our website may use cookies — small text files stored on your device — to improve your browsing experience and understand how visitors use our site. You can configure your browser to refuse cookies; however, this may limit some website functionality.

We may use third-party analytics tools to collect aggregated, non-personally identifiable information about website traffic and usage patterns.

9. Access and Correction

Under APP 12 and APP 13, you have the right to:

• Request access to the personal information we hold about you
• Request correction of information that is inaccurate, out of date, incomplete, irrelevant, or misleading

To exercise these rights, please contact us at [email protected]. We will respond within 30 days. We may require you to verify your identity before providing access.

In some circumstances, we may refuse access or correction as permitted by the Privacy Act. Where we refuse, we will provide written reasons.

10. Health Records Act (WA)

As a healthcare provider operating in Western Australia, we are also subject to the Health Records (Information Privacy) Act 2002 (WA), which provides additional protections for health information in Western Australia. We comply with the 12 Health Privacy Principles contained in that Act.

11. Marketing Communications

We generally do not send marketing communications. If we do, we will only send information about our services where you have consented to receive it, or where permitted by the Spam Act 2003 (Cth). You may opt out at any time by contacting us at [email protected].

12. Links to Other Websites

Our website may contain links to third-party websites (e.g. government health portals, healthcare partner sites). We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies independently.

13. Complaints

If you believe we have breached the APPs, the Health Records Act, or this Privacy Policy, you may lodge a complaint by contacting us at:

• Email: [email protected]
• Location: Western Australia 6171, Australia

We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Updated versions will be published on our website with a revised effective date. Continued use of our services after any changes constitutes acceptance of the updated Policy.

15. Governing Law

This Privacy Policy is governed by the laws of Western Australia and the Commonwealth of Australia. Any disputes arising under this Policy shall be subject to the jurisdiction of the courts of Western Australia.

16. Contact Us

For any privacy-related queries or concerns, please contact:

• Western Suburbs Clinical Services Pty Ltd
• ABN: 82 696 865 997
• Western Australia 6171, Australia
• [email protected]