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South West Surgical Services Privacy Policy

Current as of August 2023


This privacy policy is to provide information to you on how your personal information (which includes your health information) is collected and used and the circumstances in which we may share it with third parties.

Why and when your consent is necessary

When you register as a patient you provide consent for South West Surgical Services Pty Ltd and surgical practices using our services to access and use your personal information as required for your healthcare. Only staff that need to see your personal information will have access to it. If we need to use your information for anything else, we will seek additional consent from you to do this.

Why do we collect, use, hold and share your personal information?

SWSS and the surgical practices using our services will need to collect your personal information to arrange or provide healthcare services to you. Our main
purpose for collecting, using, holding and sharing your personal information is to manage your health. We also use it for directly related business activities, such as financial claims and payments, practice audits and business processes (e.g. staff training).


What personal information do we collect?

The information we will collect about you includes your:

  • names, date of birth, addresses, contact details

  • medical information including medical history, medications, allergies, adverse events,social history, family history and risk factors

  • Medicare number (where available) for identification and claiming purposes

  • healthcare identifiers

  • health fund details

Dealing with us anonymously

You have the right to deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals.

How do we collect your personal information?

SWSS and the surgeons that use our services may collect your personal information in several different ways.

  1. When you make your first contact with our staff will collect your personal and demographic 
    information. This maybe via the telephone or in person at your appointment.

  2. During the course of providing medical services, we may collect further personal information.

  3. We may also collect your personal information when you visit our website, send us an email or SMS.

  4. In some circumstances personal information may also be collected from other sources. Often this is because it is not practical or reasonable to collect it from you directly. This may include information from:

  • your guardian or responsible person​

  • other involved healthcare providers, such as your general practitioner, specialists, allied health professionals, hospitals, community health services and pathology and diagnostic imaging services

  • your health fund, Medicare, or the Department of Veterans’ Affairs (as necessary).

When, why and with whom do we share your personal information

We sometimes share your personal information:

  • with other healthcare providers

    • with third parties who work with us for business purposes, such as information technology providers. These third parties are required to comply with APPs and this policy

  • when it is required or authorised by law (e.g. court subpoenas) when it is necessary to lessen or prevent a serious threat to a patient’s life, health or safety or public health or safety, or it is impractical to obtain the patient’s consent

  • to assist in locating a missing person

  • to establish, exercise or defend an equitable claim

  • for the purpose of confidential dispute resolution process

  • when there is a statutory requirement to share certain personal information (eg some diseases require mandatory notification)

  • during the course of providing medical services, through My Health Record

  • Only people who need to access your information will be able to do so. Other than in the course of providing medical services or as otherwise described in this policy, we will not share personal information with any third party without your consent.

We will not share your personal information with anyone outside Australia (unless under exceptional
circumstances that is permitted by law) without your consent.

We will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying our practice in writing.

How do we store and protect your personal information?

Your personal information may be stored at SWSS in various forms such as paper records, electronic
records, visual records (X-rays, CT scans, videos and photos), and audio recordings.

SWSS stores all personal information securely. All electronic records are password protected and hard copy records are stored in a secure environment. All staff and contractors must sign confidentiality agreements and abide by our privacy policy.

How can you access and correct your personal information?

You have the right to request access to, and correction of, your personal information.

SWSS acknowledges patients may request access to their medical records. We require you to put this request in writing and send via mail or email to and SWSS will respond within 30 days of receiving the request.

SWSS will take reasonable steps to correct your personal information where the information is not accurate or up to date. From time to time, we will ask you to verify that your personal information held by SWSS is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to the Manager South West Surgical Services or email to

How can you lodge a privacy-related complaint, and how will the complaint be handled at our practice?

We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing to the Manager South West Surgical Services 140 Spencer St Bunbury W.A 6230 or email to

We will then contact you within 30 days to discuss and attempt to resolve any issues.

You may also contact the OAIC. Generally, the OAIC will require you to give them time to respond before they will investigate. For further information visit or call the OAIC on 1300 363 992 or

The Health and Disability Services Complaints Office (HaDSCO). It is an independent Statutory Authority
providing an impartial resolution service for complaints relating to health, disability and mental health services provided in Western Australia and the Indian Ocean Territories. For further information visit or call 1800 813 583.


Policy Review Statement

This privacy policy will be reviewed annually. This policy will be displayed at 140 Spencer St Bunbury, can be viewed on our web site or a hard copy will be made available on request.

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