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Privacy Policy

Last Updated: 16th April 2026

This Privacy Policy sets out how W Medical Aesthetics collects, uses, discloses and protects your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and applicable South Australian health records requirements.

This policy applies to all personal information collected by us, including via our website our booking platform, in person at our clinic, over the phone, and through third-party platforms.

1. What Personal Information We Collect

We may collect the following types of personal information:

  • Identity details: name, date of birth
  • Contact details: phone number, email, address
  • Health information (sensitive information): medical history, medications, allergies, treatment history, clinical notes, and photographs (including before and after images)
  • Appointment and booking data: appointment history, preferences, and attendance
  • Payment information: billing details and transaction records
  • Communication records: emails, messages, consultation forms
  • Technical data: IP address, browser type, device information, and website usage
  • Marketing preferences

We only collect sensitive (health) information where reasonably necessary to provide our services and with your consent.

2. How We Collect Personal Information

We collect personal information:

  • Directly from you during consultations, forms, and bookings
  • Through our website and online enquiries
  • Via our third-party booking system, Timely
  • Through phone, email, or social media interactions
  • From referring practitioners (with your consent)

3. Why We Collect and Use Your Information

We collect, use and disclose your personal information to:

  • Provide safe and appropriate medical aesthetic treatments
  • Assess your suitability for procedures
  • Maintain accurate clinical records
  • Manage appointments and clinic operations
  • Communicate with you about bookings and treatments
  • Process payments
  • Send marketing communications (where you have consented)
  • Improve our services and customer experience
  • Comply with legal and regulatory obligations

4. Disclosure of Personal Information

We may disclose your personal information to:

  • Medical professionals involved in your care
  • Third-party service providers, including:
    • IT and cloud storage providers
    • Payment processors
    • Our booking platform, Timely
  • Professional advisors (legal and accounting)
  • Regulatory authorities where required by law

Timely stores and processes appointment and client data on our behalf. By using our booking system, you acknowledge that your information may be handled by Timely in accordance with their privacy practices.

Some third-party providers may store data overseas. We take reasonable steps to ensure your information is handled in accordance with Australian privacy laws.

5. Storage and Security

We take reasonable steps to protect your personal information, including:

  • Secure practice management systems (including Timely)
  • Restricted access to patient records
  • Staff confidentiality and training
  • Secure storage of clinical images and notes

While we take reasonable precautions, no method of transmission or storage is completely secure.

6. Data Retention

We retain personal and health information for as long as required to:

  • Provide our services
  • Comply with legal obligations (including medical record retention requirements)
  • Resolve disputes

When no longer required, we securely destroy or de-identify your information.

7. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

  • Improve user experience
  • Analyse website traffic
  • Support marketing and advertising

We may use tools such as Google Analytics.

You can control or disable cookies through your browser settings.

8. Your Rights

You have the right to:

  • Request access to your personal information
  • Request correction of inaccurate or outdated information
  • Withdraw consent for marketing communications
  • Request that we limit the use of your information where appropriate
  • Make a complaint about how your data is handled

9. Complaints

If you believe your privacy has been breached, please contact us using the details below.

We will investigate and respond within a reasonable timeframe. If you are not satisfied, you may contact the Office of the Australian Information Commissioner (OAIC).

10. Third-Party Links

Our Site may contain links to other websites. We do not have any control over those websites, and we are not responsible for the protection and privacy of any personal information which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

12. Contact Us

W Medical Aesthetics

Email: [email protected]

Business: 1800

SMS: +61 0414 588 855

Address: 74 Unley Road, Unley, SA 5061

By using our services or booking through our systems, you consent to this Privacy Policy