Patient Privacy Policy
About This Policy
At Flinders Fertility, we understand that fertility treatment involves highly personal and sensitive information. We are committed to protecting your privacy and handling your personal information respectfully, securely, and in accordance with Australian privacy laws.
This Privacy Policy explains how we collect, use, store, disclose and protect your personal information while providing fertility and reproductive healthcare.
Flinders Fertility complies with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), relevant South Australian legislation and the requirements of the Reproductive Technology Accreditation Committee (RTAC).
Our Commitment to Your Privacy
We will only collect the information we need to provide safe, high-quality fertility care and to meet our legal and accreditation obligations.
We are committed to:
- protecting the confidentiality of your personal information;
- collecting information fairly and lawfully;
- using your information only for appropriate healthcare and related purposes;
- keeping your information secure;
- providing access to your information where appropriate; and
- responding promptly to privacy concerns or complaints.
What Information We Collect
Depending on the services you receive, we may collect:
- your name, date of birth and contact details;
- Medicare, health fund and billing information;
- identification documents where required;
- medical, reproductive and family history;
- pathology, imaging and genetic test results;
- information relating to fertility treatment, including embryos, eggs and sperm;
- donor or recipient information where applicable;
- counselling records relevant to your care;
- consent forms and treatment decisions;
- correspondence with your healthcare providers; and
- communications with our clinic, including telephone calls, emails and SMS messages.
How We Collect Your Information
We collect information directly from you whenever possible.
We may also collect information from:
- your referring doctor or specialist;
- hospitals or other healthcare providers;
- pathology or imaging services;
- previous fertility clinics;
- donor programmes or laboratories;
- Medicare or your private health insurer; or
- another person or organisation where you have provided consent or where collection is authorised by law.
Why We Collect and Use Your Information
We collect, use and disclose your information to:
- provide safe and effective fertility treatment;
- coordinate your care with other healthcare providers;
- arrange appointments, investigations and procedures;
- manage medications and treatment plans;
- store and manage embryos, eggs and sperm;
- meet legal, regulatory and accreditation requirements;
- process accounts and Medicare claims;
- communicate with you about your treatment;
- improve our services through quality assurance and clinical audit; and
- conduct approved research where appropriate consent or legal authority exists.
We will not use your personal information for unrelated purposes without your consent unless required or authorised by law.
Fertility Treatment, Partners, Donors and Embryos
Fertility treatment is unique because clinical records may relate to more than one individual, including partners, donors, recipients and donor-conceived people.
Where reasonably necessary to provide shared fertility treatment, Flinders Fertility may share relevant treatment information between treating partners. This may include treatment planning, appointments, medications, laboratory results, embryo updates and other information directly related to shared treatment.
Information unrelated to shared treatment, or otherwise confidential, will not be disclosed without your consent unless required or authorised by law.
Donor information, embryo and gamete records, genetic information and counselling records are managed in accordance with privacy legislation, South Australian assisted reproductive treatment legislation and RTAC accreditation requirements.
Electronic Records and Communication
Flinders Fertility uses secure electronic systems to manage clinical records, appointments, laboratory information, billing and patient communications.
We may communicate with you by telephone, email, SMS or other secure electronic systems regarding your care.
With your consent, we may also use secure electronic consent platforms and AI-assisted medical transcription to support clinical documentation. All AI-generated documentation is reviewed and approved by your treating clinician before becoming part of your medical record.
Further information about our website, cookies and online technologies is available in our Website Privacy & Cookies Notice.
Protecting Your Information
We take reasonable steps to protect your personal information from loss, misuse, unauthorised access, modification or disclosure.
Security measures include:
- secure electronic medical records;
- restricted staff access;
- password protection and secure authentication;
- secure storage of paper records;
- staff confidentiality obligations;
- staff privacy training;
- secure disposal of records; and
- regular monitoring of information security.
Only authorised staff involved in your care or the operation of our service may access your information.
Research and Quality Improvement
Flinders Fertility is committed to improving patient care through clinical audit, quality improvement and research.
Where appropriate, your information may be used in a de-identified form for quality improvement activities.
Research involving identifiable information will only occur with your consent or where otherwise permitted by law and approved through appropriate governance processes.
Participation in research is voluntary and will not affect your care.
Overseas Disclosure
Most patient information is stored within Australia.
Where overseas laboratories, genetic testing providers or technology service providers are involved in your care, or where you request transfer of your records overseas, Flinders Fertility will take reasonable steps to ensure your information is appropriately protected in accordance with Australian privacy law.
Accessing or Correcting Your Information
You may request access to the personal information we hold about you or ask us to correct information that is inaccurate, incomplete or out of date.
Some requests may be limited where required to protect another person's privacy or where access is restricted by law.
Requests should be made in writing to our Privacy Officer.
Data Breaches
If Flinders Fertility becomes aware of a suspected or actual privacy breach, we will respond promptly in accordance with our Data Breach Response Procedure and the Notifiable Data Breaches Scheme.
This includes:
- containing the breach;
- assessing the potential impact;
- notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required; and
- implementing measures to reduce the risk of future incidents.
Questions or Complaints
If you have questions about this Privacy Policy, wish to access or correct your information, or would like to make a privacy complaint, please contact us.
Privacy Officer
Flinders Fertility
Kaurna Country
Consulting Rooms: Level 1, 3–9 Gordon Street, Glenelg SA 5045
Laboratory and Clinic: 24 Gordon Street, Glenelg SA 5045
Email: enquire@flindersfertility.com.au
Phone: (08) 8155 5333
We aim to acknowledge all privacy enquiries promptly and provide a written response within 30 days. If you are not satisfied with our response, you may contact the:
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992
Policy Review
Flinders Fertility may update this Privacy Policy from time to time to reflect changes in legislation, accreditation requirements or our services. The current version will always be available from our clinic and on our website.