Menopause & Me – Privacy Collection Notice & Full Privacy Policy

PART 1 – QUICK PRIVACY SUMMARY

(We are required by Australian privacy law to make this short notice easy to see when you first give us information)

We collect your personal and health information so we can provide you with safe menopause and women’s health care. We only use or share it for your direct care, Medicare billing, reminders, referrals, quality improvement, or when the law requires us to. We sometimes use secure AI tools that temporarily record audio to help the clinician write your notes – the recording is deleted straight after and the clinician checks everything. You can say no to this. Your information is stored securely in Australia. Some software providers (e.g., Halaxy, telehealth, AI scribe) may access or briefly process it overseas under strict privacy contracts. You can access, correct, or opt out of certain uses (e.g., My Health Record, research, marketing) at any time. If you ever have a concern, contact us first at hello@menopauseandme.com.au or complain to the Office of the Australian Information Commissioner (1300 363 992 or www.oaic.gov.au).

By booking or attending an appointment you consent to us managing your information as described in the full policy below.

PART 2 – FULL PRIVACY POLICY

1. Who we are and what this policy covers

Menopause & Me (ABN 50 630 914 671) is a private medical practice specialising in menopause and women’s health. This policy explains how we collect, use, store, disclose, and protect your personal information (including sensitive health information) in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), the My Health Record Act 2012, and relevant State/Territory health records laws.

2. What information we collect

  • Name, date of birth, contact details, Medicare number, health fund details
  • Full medical, family, and social history, symptoms, medications, allergies, test results
  • Billing and payment information
  • Audio recordings (temporary only – see clause 6)
  • Any other information you provide during consultations or via forms, website, email, SMS, or online bookings

3. How we collect it

Usually directly from you. Sometimes we receive it from:

  • Your GP, specialists, pathology, imaging, hospitals, or allied health providers
  • A family member, carer, or responsible person (with your consent or when permitted by law)
  • Medicare, Services Australia, or your health fund

You may deal with us anonymously or under a pseudonym unless it is impractical or unlawful (e.g., for Medicare claims or prescribing).

4. Why we collect and use your information (primary purposes)

  • To provide safe medical care and treatment
  • Billing and Medicare/DVA/health fund claims
  • Appointment reminders and clinical follow-up
  • Referral to other providers and receiving results
  • Internal clinical audit, accreditation, and quality improvement
  • Training and education of clinicians (de-identified unless you consent otherwise)

5. Secondary purposes (you can opt out)

  • De-identified research or population health studies
  • Sending practice newsletters or relevant health information (direct marketing) – you may unsubscribe at any time with one click or by replying “stop”

We will never use or disclose your health information for direct marketing without your explicit consent.

6. Use of AI-assisted note-taking tools

We may use secure AI tools (e.g., Heidi Health, Nabla, or similar) that temporarily record audio during your consultation to help create accurate notes.

  • The clinician personally reviews and signs off on every note
  • The AI does not make diagnoses or treatment decisions
  • Audio is encrypted, processed, and automatically deleted within hours
  • Some processing may occur outside Australia (USA or EU) by providers with equivalent privacy standards You may opt out of AI tools at any time – just let us know and we will use traditional note-taking.

7. Who we may share your information with

Only when necessary and only the minimum required:

  • Your GP and other treating clinicians, specialists, or allied health professionals
  • Pathology, imaging, or pharmacies
  • Medicare, Services Australia, or your health fund for claiming
  • My Health Record (only if clinically beneficial and you have not opted out or restricted access)
  • Third-party software providers (Halaxy, telehealth platforms, secure messaging, AI scribe) who are bound by strict confidentiality and Australian-equivalent privacy laws
  • Authorities when required by law (e.g., notifiable diseases, child protection, serious risk of harm, court orders)

8. My Health Record

We may view or upload documents to your My Health Record if it helps your ongoing care. You control access via your My Health Record settings or by telling us in writing. You can opt out completely or set a PIN at any time.

9. Overseas disclosure

Some of our software providers (e.g., booking system, telehealth, AI scribe) may access or briefly process data in the United States, Singapore, or European Union. We only use providers who are contractually obliged to meet Australian privacy standards.

10. Security and storage

Your information is stored electronically in encrypted Australian-based clinical software and on secure servers. Paper records (if any) are kept in locked premises. All staff receive regular privacy training.

11. How long we keep your records

Adult records are kept for at least 7 years from the last attendance. Records for patients under 18 are kept until age 25. After that, records are securely destroyed or permanently de-identified.

12. If things go wrong – Notifiable Data Breaches

If a privacy breach occurs that is likely to cause serious harm, we are required to notify you and the Office of the Australian Information Commissioner without delay.

13. Access and correction

You may request access to or correction of your information at any time by emailing hello@menopauseandme.com.au. There is no charge for the request, although a reasonable administrative fee may apply for large copies. We will need to verify your identity.

14. Privacy complaints

Please contact us first: Privacy Officer Menopause & Me Email: hello@menopauseandme.com.au

We will acknowledge and respond within 30 days. You may also contact:

  • Office of the Australian Information Commissioner (1300 363 992 or www.oaic.gov.au)
  • The Health Complaints Commissioner in your State/Territory

15. Changes to this policy

This policy is reviewed regularly and updated on our website. The current version is always at http://www.menopauseandme.com.au/privacy-policy

Thank you for trusting us with your care. Menopause & Me – November 2025