Seedling Fertility Privacy Policy
Current as of: 3 February 2026
Introduction
This privacy policy is to provide you with information on how your personal information (which includes your health information) is collected and used within this practice, and the circumstances in which we may share it with others.
Seedling Fertility is operated by Sarah Alison Woolner, naturopath.
When we refer to we, us or our in this policy, this includes Seedling Fertility and any staff or contracted service providers who require access to patient information for the delivery of services.
Why and when your consent is necessary
When you become a patient of this practice, you provide consent for me and practice staff to access and use your personal information so we can provide you with the best possible health care. Only staff who need to see your personal information will have access to it.
If we need to use your information for anything else, we will seek consent from you to do this. If you do not provide the required information, we may be unable to treat you.
Why do we collect, use, hold and share your personal information?
This practice will need to collect your personal information to provide quality health care services to you. The main purpose for collecting, using, holding, and sharing your personal information is to thoroughly assess and manage your health needs.
We also use your personal information for the administrative purposes of the practice, billing, and directly related business activities such as payments, practice audits, quality improvement activities, and business processes.
What personal information do we collect?
The information collected about you may include:
Names, date of birth, addresses, contact details, occupation
Medical information including presenting complaint, medical history, current and previous medications, known allergic reactions, adverse events, immunisations, past and family history, relevant lifestyle history, risk factors, and findings from pathology tests or other investigations
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. In most circumstances, providing health care services requires identification.
How do we collect your personal information?
This practice may collect your personal information in several different ways.
When you make your first appointment, we will collect your personal and demographic information via your registration/intake forms.
During the course of providing health care services, we may collect further personal information. During consultations, we may use secure clinical documentation tools, including an AI-assisted clinical note-taking service (Heidi Health), to assist with creating accurate consultation records. Use of AI-assisted documentation is optional, and you may request that it not be used during your consultation.
We may also collect your personal information when you visit our website, complete a website contact form, send us an email or SMS, telephone us, make an online appointment through our practice management system (Cliniko), or communicate with us via social media (including Instagram).
In some circumstances, personal information may also be collected from other sources where it is not practical or reasonable to collect it directly from you. This may include information from:
Your guardian or responsible person
Other involved health care providers such as specialists, allied health professionals, hospitals, community health services, and pathology or diagnostic imaging services
Medicare, private health insurers, the Department of Veterans’ Affairs, or other third parties as required or authorised by law
When, why and with whom do we share your personal information?
We will only disclose your personal information for the purpose of providing health care services, consultation with another practitioner, administrative or billing purposes, or as otherwise permitted or required by law, and generally only with your consent.
This may include disclosure of information to:
Your referring or treating doctors and other health professionals
Pathology and diagnostic imaging providers
Third-party service providers who support the operation of the practice, including practice management software (Cliniko), telehealth and video conferencing services (such as Zoom), email and document storage services (such as Google Workspace), payment processors, accounting or bookkeeping services, and AI-assisted clinical documentation services (such as Heidi Health) used solely to support clinical note-taking. Use of AI-assisted documentation is optional and does not replace clinical judgment
Some of these service providers may store information outside Australia. We take reasonable steps to ensure that any overseas recipients handle personal information in a manner consistent with Australian privacy obligations.
Only people who need to access your information will be able to do so. Other than in the course of providing health care services or as otherwise described in this policy, this practice will not share personal information with any third party without your consent.
This practice will not use your personal information for marketing any goods or services without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying this practice in writing.
This practice may use de-identified patient information to improve the quality of services offered through research, evaluation, and practice improvement activities.
How do we store and protect your personal information?
Your personal information may be stored in various forms including electronic clinical records, scanned documents, limited paper records, diagnostic reports, and clinical correspondence.
This practice stores all personal information securely. Electronic records are held in secure, password-protected systems with encrypted backups. Paper records are stored in a secured environment. Access to personal information is restricted to authorised personnel who require it for clinical or administrative purposes, and all staff and contractors are required to maintain confidentiality.
Record retention
Seedling Fertility retains patient health records for a minimum of seven (7) years from the date of the last service for adult patients. For patients who were under 18 years of age at the time of service, records are retained until the patient turns 25 years of age. Records are securely destroyed or de-identified when no longer required by law.
How can you access and correct your personal information?
You have the right to request access to, and correction of, your personal information.
Requests for access to medical records should be made in writing to our Privacy Officer at privacy@seedlingfertility.com.au. We will respond within 30 days. We may charge a reasonable fee to cover the costs of providing copies of records (for example, printing or postage). You will be informed of any applicable fee before the records are provided.
We will take reasonable steps to correct your personal information where the information is not accurate, incomplete, or up to date. From time to time, we may ask you to verify that your personal information is correct and current. You may request that we correct or update your information by making a written request to our Privacy Officer at privacy@seedlingfertility.com.au.
How can you lodge a privacy-related complaint, and how will the complaint be handled?
We take complaints and concerns regarding privacy seriously. Any privacy concerns should be expressed in writing.
Privacy Officer: Sarah Alison Woolner
Email: privacy@seedlingfertility.com.au
Mail: PO box - to be advised
We aim to respond to privacy complaints within 30 days and will attempt to resolve the complaint in accordance with our complaint handling procedures.
If you are not satisfied with our response, you may also contact the Office of the Australian Information Commissioner (OAIC). Generally, the OAIC will require you to give us an opportunity to respond to your complaint before they will investigate. For further information, visit www.oaic.gov.au or call 1300 363 992.
Privacy and website
Our website may use cookies and analytics tools (such as Google Analytics) to improve website functionality and user experience. These tools do not collect personal health information. You can disable cookies through your browser settings, however some website features may not function correctly.
Jurisdiction
Seedling Fertility provides services to Australian-based clients only and is governed by Australian privacy law.
Policy review statement
This privacy policy is reviewed at least annually and may be updated to reflect changes in legal or operational requirements. Any material changes will be published on our website and, where appropriate, notified to current patients.