SWAN RADIOLOGY
Effective Date: 18 August 2026
Last Updated: 18 August 2026
Version: 1.0
1. Introduction
Swan Radiology is committed to protecting the privacy and confidentiality of the personal and health information entrusted to us by our patients, referrers, staff and other individuals.
As a healthcare provider, Swan Radiology recognises that health information is particularly sensitive. We handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy explains how Swan Radiology collects, holds, uses, discloses, protects and manages personal and health information.
It also explains your rights to access and correct your information and how you can raise a privacy complaint.
2. About Swan Radiology
Swan Radiology
Address: 215 Belmont Avenue, Cloverdale WA 6105
Phone: 08 6288 0099
Email: practicemanager@swanradiology.com.au
Website: www.swanradiology.com.au
Privacy Officer: Practice Manager
The Privacy Officer is responsible for assisting with privacy enquiries, access and correction requests and privacy complaints.
3. Our Privacy Obligations
Swan Radiology manages personal information in accordance with the Australian Privacy Principles, including principles relating to:
- open and transparent management of information;
- collection of personal and sensitive information;
- notification of collection;
- use and disclosure;
- direct marketing;
- overseas disclosure;
- information quality;
- information security;
- access; and
- correction.
Health information is considered sensitive information under Australian privacy law and receives additional protection.
4. Information We Collect
Depending on the services provided to you, Swan Radiology may collect and hold personal, administrative and health information.
4.1 Identification and Contact Information
This may include:
- full name;
- date of birth;
- address;
- telephone number;
- email address;
- emergency contact details;
- Medicare details;
- pension or concession details where relevant;
- private health insurance details;
- referring practitioner details; and
- other information necessary to identify you and provide our services.
4.2 Health Information
Health information may include:
- medical history;
- presenting symptoms;
- clinical indications;
- previous imaging;
- previous procedures;
- allergies;
- medications;
- relevant medical conditions;
- pregnancy information where clinically relevant;
- pathology results;
- reports from other healthcare providers;
- information contained in referrals;
- diagnostic imaging results;
- radiology images;
- ultrasound, CT, MRI, X-ray and other imaging records;
- DEXA results;
- Interventional Radiology procedure records;
- Endovascular procedure records;
- procedure consent information;
- clinical notes; and
- correspondence with referring practitioners.
4.3 Billing and Administrative Information
We may collect:
- Medicare information;
- private health insurance information;
- payment information;
- invoices and receipts;
- appointment information;
- billing history; and
- information required to process Medicare or other claims.
5. How We Collect Personal Information
We may collect information directly from you or, where appropriate, from other sources.
Information may be collected:
- when you contact reception;
- when you make an appointment;
- through our online booking system;
- when you complete patient registration forms;
- through a referral from your GP or another healthcare professional;
- during an examination, consultation or procedure;
- when you provide information to clinical or administrative staff;
- from previous healthcare providers;
- from hospitals or other healthcare organisations;
- from Medicare or other government systems where authorised;
- from My Health Record where applicable and authorised;
- through correspondence with your referring practitioner;
- through our website;
- through email or electronic communication;
- through telephone communication; and
- from third-party service providers supporting our practice.
Where information is collected from someone other than you, we will take reasonable steps to ensure that you are aware of the collection where required by law.
6. Why We Collect Personal Information
We collect, hold, use and disclose personal information where reasonably necessary to provide safe and effective healthcare and operate our practice.
This includes:
- assessing your healthcare needs;
- providing diagnostic imaging services;
- providing Interventional Radiology services;
- providing Endovascular procedures;
- performing image-guided procedures;
- preparing radiology reports;
- communicating results to referring practitioners;
- arranging appointments;
- managing patient records;
- coordinating patient care;
- communicating with healthcare professionals involved in your care;
- processing Medicare and insurance claims;
- processing payments;
- managing accounts;
- meeting legal and regulatory obligations;
- managing clinical quality and safety;
- maintaining appropriate medical records;
- responding to enquiries;
- managing complaints;
- preventing fraud or misuse;
- managing risks and incidents;
- improving our services; and
- undertaking other activities permitted or required by law.
7. Use and Disclosure of Health Information
Swan Radiology generally uses and discloses health information for the primary purpose for which it was collected — providing healthcare to you and managing your care.
This may include disclosure to:
- your referring GP;
- specialist doctors;
- surgeons;
- other treating practitioners;
- hospitals;
- allied health professionals involved in your care;
- other healthcare providers involved in your treatment;
- Medicare;
- private health insurers where necessary;
- relevant government agencies where authorised or required;
- pathology providers where clinically appropriate;
- technology and administrative service providers supporting our practice; and
- other persons where you have provided consent or disclosure is otherwise permitted or required by law.
Swan Radiology does not sell personal or health information.
8. Disclosure Without Consent
There may be circumstances where information can be used or disclosed without specific consent where permitted or required by law.
This may include:
- where required by legislation;
- where required by a court or tribunal;
- to lessen or prevent a serious threat to a person’s life, health or safety;
- for certain healthcare-related purposes permitted by privacy law;
- for Medicare or regulatory purposes where authorised;
- to manage legal claims or disputes;
- to prevent or investigate unlawful activity where permitted;
- for public health or safety purposes; or
- in other circumstances permitted or required by law.
Only information reasonably necessary for the relevant purpose will be disclosed.
9. Referrals and Communication With Your Doctor
When you attend Swan Radiology following a referral, information contained in the referral and information generated during your examination may be used to provide the requested healthcare service.
Radiology reports and clinically relevant findings may be communicated to your referring or treating practitioner.
This communication forms an important part of providing appropriate healthcare and ensuring continuity of care.
10. My Health Record
Where Swan Radiology participates in the My Health Record system, we will handle My Health Record information in accordance with applicable legislation, including the My Health Records Act 2012 (Cth).
Swan Radiology will only access or use information from My Health Record where authorised and reasonably necessary for healthcare or another permitted purpose.
Where information is downloaded from My Health Record into Swan Radiology’s local systems, applicable privacy obligations continue to apply.
11. Consent
Where consent is required, Swan Radiology will seek consent in an appropriate manner.
Depending on the circumstances, consent may be:
- written;
- electronic;
- verbal; or
- implied where legally appropriate.
Patients may withdraw consent where withdrawal is legally and practically possible.
Withdrawal of consent may affect our ability to provide certain services or communicate with other healthcare providers.
12. Website Privacy
Our website:
www.swanradiology.com.au
may collect limited personal information when you interact with it.
This may include:
- name;
- email address;
- telephone number;
- information submitted through enquiry forms;
- appointment or booking information;
- technical information;
- IP address;
- browser type;
- device information;
- website usage information; and
- information collected through cookies or analytics technologies.
This information may be used to:
- respond to enquiries;
- facilitate appointments;
- improve website functionality;
- understand website usage;
- maintain website security;
- monitor technical performance; and
- provide information about our services where permitted.
We do not recommend submitting detailed medical information through a general website enquiry form.
Do not submit urgent medical information or highly sensitive health information through a general website contact form.
13. Cookies and Analytics
Our website may use cookies and similar technologies to:
- operate essential website functions;
- remember preferences;
- improve website performance;
- understand website traffic;
- maintain website security; and
- assist with website analytics.
Where third-party analytics or marketing services are used, information may be processed by those providers in accordance with their own privacy policies.
Swan Radiology will review its website analytics and tracking technologies periodically and update this Privacy Policy where required.
14. Online Booking
Where Swan Radiology provides online appointment booking, information entered into the booking system may be collected by Swan Radiology and/or the third-party booking provider.
This may include:
- name;
- date of birth;
- contact details;
- appointment information;
- referral information;
- Medicare information where required; and
- other information necessary to arrange your appointment.
We take reasonable steps to ensure appropriate privacy and security arrangements are in place with relevant third-party providers.
15. Email, SMS and Electronic Communication
We may use email, SMS and other electronic communication methods to:
- confirm appointments;
- provide appointment reminders;
- communicate administrative information;
- respond to enquiries;
- communicate with referring practitioners; and
- provide healthcare-related communications.
Where sensitive clinical information needs to be communicated electronically, Swan Radiology will use appropriate secure systems where reasonably practicable.
Patients should notify us if they have specific communication preferences.
16. Direct Marketing
Swan Radiology may communicate information about its services, educational events, new procedures or practice updates to healthcare professionals and other contacts where permitted by law.
Patients may opt out of receiving non-essential marketing communications.
We will not make receiving marketing communications a condition of receiving healthcare.
17. Overseas Disclosure
Some technology, cloud storage, software, communications or support providers may operate outside Australia or store information overseas.
Where personal information is disclosed overseas, Swan Radiology will take reasonable steps to comply with applicable privacy obligations, including APP 8 where applicable.
The countries in which information may be stored or processed will depend on the technology and service providers used by Swan Radiology.
18. Storage and Security
Swan Radiology takes reasonable steps to protect personal and health information from:
- misuse;
- interference;
- loss;
- unauthorised access;
- unauthorised modification; and
- unauthorised disclosure.
Security measures may include:
- secure clinical information systems;
- password protection;
- user access controls;
- role-based access;
- staff confidentiality obligations;
- secure physical storage;
- secure disposal procedures;
- system monitoring;
- software and security updates;
- backups;
- cybersecurity controls;
- staff privacy training; and
- procedures for responding to suspected privacy incidents.
Access to patient information is restricted to authorised personnel who require access for their duties.
19. Medical Record Retention
Swan Radiology retains medical and health information for as long as reasonably necessary and/or required by applicable legislation, professional requirements and healthcare record-retention requirements.
Medical records will not be destroyed simply because a patient has stopped attending Swan Radiology where there is a legal or professional requirement to retain them.
When information is no longer required and there is no legal requirement to retain it, reasonable steps will be taken to securely destroy or de-identify it.
20. Staff Confidentiality
All employees, contractors, radiologists, clinicians and other authorised personnel who have access to patient information are expected to maintain confidentiality.
Staff receive appropriate privacy and information-security guidance relevant to their roles.
Unauthorised access, use or disclosure of patient information may result in disciplinary action and may have legal or professional consequences.
21. Access to Your Personal Information
You generally have a right to request access to personal information Swan Radiology holds about you, subject to applicable exceptions.
You may request access to:
- demographic information;
- appointment information;
- clinical records;
- radiology reports;
- imaging records;
- procedure records; and
- other personal information held by Swan Radiology.
Requests should be directed to:
Privacy Officer – Swan Radiology
Email: practicemanager@swanradiology.com.au
We may ask you to verify your identity before providing access.
In some circumstances, access may be refused where permitted or required by law. If access is refused, we will generally provide reasons and information about available complaint mechanisms, subject to applicable exceptions.
22. Correction of Personal Information
You may request correction of personal information we hold about you if you believe it is:
- inaccurate;
- out of date;
- incomplete;
- irrelevant; or
- misleading.
We will take reasonable steps to correct information where required.
Requests for correction should be directed to our Privacy Officer.
23. Identity Verification
To protect patient information, we may need to verify your identity before providing access to personal information or making changes to your records.
We may request appropriate identification or other information to confirm that the request is being made by you or an authorised representative.
24. Authorised Representatives
Where appropriate, a patient’s personal information may be accessed by an authorised representative, parent, guardian, carer or other person legally entitled to act on the patient’s behalf.
We may require evidence of authority before releasing information.
Additional considerations may apply where the patient is:
- a child;
- unable to provide informed consent;
- deceased; or
- represented under a legal authority.
25. Privacy Complaints
If you believe Swan Radiology has mishandled your personal information, you may make a privacy complaint.
Complaints should be directed to:
Privacy Officer – Swan Radiology
Email: practicemanager@swanradiology.com.au
We will:
- acknowledge the complaint;
- investigate the circumstances;
- consult relevant staff or service providers where necessary;
- consider applicable privacy obligations;
- take appropriate remedial action where required; and
- provide a response to the complainant.
We encourage patients to contact us first so that we have an opportunity to resolve the issue.
26. Complaints to the OAIC
If you are dissatisfied with our response, or believe your privacy complaint has not been appropriately resolved, you may contact the Office of the Australian Information Commissioner (OAIC).
Information about privacy rights and complaints is available through the OAIC.
27. Data Breaches
Swan Radiology maintains procedures for identifying, containing, assessing and responding to suspected data breaches.
A data breach may include:
- unauthorised access;
- unauthorised disclosure;
- loss of personal information;
- stolen devices;
- incorrect disclosure of patient information;
- cyber incidents; or
- accidental disclosure of information.
Where an incident constitutes an eligible data breach under the Notifiable Data Breaches scheme, Swan Radiology will comply with its notification obligations.
Where required, affected individuals and the OAIC will be notified as soon as practicable.
Additional obligations may apply where a breach relates to My Health Record information.
28. De-identified Information
Where appropriate, Swan Radiology may use information in a de-identified or aggregated form for:
- quality improvement;
- service planning;
- education;
- research;
- statistical analysis;
- audit; and
- healthcare improvement.
Where research or another secondary purpose requires additional consent, ethical approval or regulatory requirements, these requirements will be followed.
29. Quality of Personal Information
Swan Radiology aims to ensure information held about patients is accurate, complete and up to date.
Patients should notify us of changes to:
- name;
- address;
- telephone number;
- email;
- Medicare information;
- emergency contact details; and
- other relevant personal information.
30. Anonymity and Pseudonymity
Where lawful and reasonably practicable, individuals may interact with Swan Radiology without identifying themselves or by using a pseudonym.
However, this will generally not be possible when providing healthcare because accurate identification is necessary to:
- safely identify the patient;
- match the correct medical record;
- perform diagnostic examinations;
- communicate results;
- process Medicare claims; and
- comply with healthcare and legal requirements.
31. Children and Young People
Where a patient is a child or young person, privacy and access to information will be managed having regard to:
- the patient’s age and maturity;
- the patient’s capacity to understand the relevant matters;
- applicable laws;
- parental or guardian authority;
- the nature of the information; and
- the patient’s best interests.
32. Third-Party Service Providers
Swan Radiology may use external service providers to support its operations, including providers of:
- practice management software;
- radiology information systems;
- PACS;
- cloud storage;
- online booking;
- payment processing;
- IT support;
- cybersecurity;
- website hosting;
- email and SMS services;
- accounting;
- document management; and
- other administrative services.
Where these providers handle personal information on our behalf, Swan Radiology takes reasonable steps to ensure appropriate privacy and security arrangements are in place.
33. Website Functionality and Patient Privacy
Swan Radiology’s website is:
swanradiology.com.au
The website should provide patients with clear access to:
Privacy Policy
A link to this Privacy Policy should be displayed in the website footer and on relevant pages where personal information is collected.
Privacy Collection Statement
The Privacy Collection Statement should be accessible:
- before or at the time information is collected;
- on online enquiry forms;
- on patient registration pages;
- during online booking; and
- where other personal or health information is requested.
Website Enquiries
General website enquiry forms should collect only information reasonably necessary to respond to the enquiry.
Patients should not be asked to submit detailed medical histories through a general enquiry form.
Secure Information Upload
Where patients need to provide:
- referrals;
- previous imaging;
- medical reports;
- pathology results; or
- other sensitive health information,
Swan Radiology should provide an appropriate secure upload facility or patient portal.
Online Booking
Online booking should use appropriate security measures, including HTTPS and appropriate access controls.
Patients should be provided with information about how their personal information is collected and handled.
34. Privacy Collection Statement
Swan Radiology – Patient Privacy Collection Statement
Swan Radiology collects personal and health information to provide safe and appropriate diagnostic imaging, Interventional Radiology and Endovascular services.
Information We Collect
We may collect:
- your name and contact details;
- date of birth;
- Medicare and private health insurance details;
- referral information;
- medical history and relevant clinical information;
- previous imaging and reports;
- information about medications, allergies and medical conditions;
- pregnancy information where relevant;
- imaging and procedure records;
- radiology reports;
- billing and appointment information; and
- other information reasonably required to provide healthcare.
How We Collect It
Information may be collected directly from you, your referring doctor, other healthcare providers, hospitals, Medicare, My Health Record where applicable, our website, online booking systems and other authorised sources.
Why We Collect It
We collect your information to:
- provide diagnostic imaging and medical procedures;
- assess and manage your healthcare needs;
- prepare and provide radiology reports;
- communicate results to your referring doctor or treating healthcare professional;
- arrange appointments;
- process Medicare, insurance and payment requirements;
- maintain accurate medical records;
- meet legal and regulatory obligations; and
- manage and improve the quality and safety of our services.
Who May Receive Your Information?
Your information may be disclosed, where appropriate and permitted, to your referring doctor, treating healthcare professionals, hospitals, other healthcare providers involved in your care, Medicare, insurers, relevant government agencies and service providers supporting our practice.
We will not sell your personal or health information.
Your Privacy Rights
You generally have the right to:
- request access to personal information we hold about you;
- request correction of inaccurate, incomplete or outdated information;
- make a privacy complaint; and
- ask questions about how your information is handled.
For privacy enquiries:
Privacy Officer – Swan Radiology
Phone: 08 6288 0099
Email: practicemanager@swanradiology.com.au
Address: 215 Belmont Avenue, Cloverdale WA 6105
35. Patient Website Notice
When using the Swan Radiology website:
www.swanradiology.com.au
please remember:
- Do not submit urgent medical information through a general enquiry form.
- Do not provide highly sensitive clinical information unless a secure facility is specifically provided.
- Use the approved online booking process for appointments.
- Contact reception directly if you are unsure how to provide clinical information securely.
36. Contact Details
For all privacy enquiries, access requests, correction requests or complaints:
SWAN RADIOLOGY
Privacy Officer: Practice Manager
Address: 215 Belmont Avenue, Cloverdale WA 6105
Phone: 08 6288 0099
Email: practicemanager@swanradiology.com.au
Website: www.swanradiology.com.au
37. Changes to This Privacy Policy
Swan Radiology may update this Privacy Policy from time to time to reflect:
- changes to privacy legislation;
- changes to our services;
- changes to technology;
- changes to third-party providers;
- changes to our information-handling practices; or
- changes to regulatory guidance.
The latest version will be published on our website.
The Last Updated date at the beginning of this document indicates when the policy was most recently reviewed.
POLICY APPROVAL AND REVIEW
Policy Owner: Practice Manager / Privacy Officer
Practice: Swan Radiology