Our terms and conditions along with our commitment to privacy.
Cygnet Clinic – Website Terms & Privacy Policy
Last updated: 1 December 2025
1. ABOUT THIS WEBPAGE
1.1 Who we are
This Website Terms & Privacy Policy (Policy) applies to Cygnet Clinic Pty Ltd, ABN 21 633 929 889 (Cygnet Clinic, we, us, our) and governs your use of our website www.cygnetclinic.com.au (the Website). It also explains how we collect, use, store and disclose your personal information in connection with the Website and our clinical and related services.
1.2 Acceptance of terms
By accessing or using this Website, you agree to be bound by this Policy. If you do not agree, you must not use the Website. These terms apply in addition to any other agreements, forms or consents you may be asked to sign when engaging our services (for example, client service agreements, informed consent forms, or Telehealth agreements).
1.3 Our commitment to privacy
We are an APP Entity under the Privacy Act 1988 (Cth) (the Privacy Act) and handle personal information in accordance with the Australian Privacy Principles (APPs) and relevant health records legislation. We do not use your personal data for marketing, data sharing or other non-clinical purposes, except as expressly described in this Policy and with your consent where required.
2. GENERAL INFORMATION ONLY – NOT MEDICAL OR EMERGENCY ADVICE
2.1 Information is general in nature
The content on this Website is provided for general information and educational purposes only. It is not professional advice and does not replace:
- A personalised assessment by a qualified health professional
- Diagnosis, treatment or ongoing care for mental health or medical conditions
You must not rely solely on information on this Website to make decisions about your health or the health of others. Always seek advice from a suitably qualified health professional who can consider your individual circumstances.
2.2 Emergencies and crisis situations
This Website is not monitored for crisis or emergency contact. If you are in crisis, feeling unsafe, or concerned about immediate risk to yourself or others, you must contact emergency or crisis services in your area (for example, calling 000 within Australia, attending the nearest hospital emergency department, or contacting a crisis helpline). You must not use this Website, email, or online forms for urgent communication.
3. ELIGIBILITY TO USE THIS WEBSITE
By using this Website, you warrant that:
- You are at least 18 years of age; or, if under 18, you have the consent and supervision of a parent, guardian or responsible adult
- You have the legal capacity to enter into this Policy
- You will comply with all applicable laws when using the Website
If you access the Website from outside Australia, you are responsible for ensuring that your use is lawful in the jurisdiction from which you access it.
4. INTELLECTUAL PROPERTY
4.1 Ownership
Unless otherwise indicated, all content on this Website is our intellectual property or used under licence, including: text, reports, articles, logos, branding, graphics, icons, images, layout, design, audio, video and downloadable materials. Nothing in this Policy transfers ownership of any intellectual property rights to you.
4.2 Permitted use
You may view the Website and print or download a reasonable number of pages for your personal, non-commercial use, provided you do not modify the content, remove any copyright notice, or represent it as your own.
4.3 Prohibited use
You must not, without our prior written consent:
- Copy, reproduce, adapt, translate, distribute, publish or republish Website content
- Use any content for commercial or training purposes
- Use our logo, trade name or branding in a way that suggests an affiliation, endorsement or sponsorship that does not exist
- Data-mine, scrape or systematically harvest data from the Website
5. PRIVACY, PERSONAL INFORMATION AND SENSITIVE INFORMATION
5.1 Definitions
Personal Information is information or an opinion about an identified individual, or an individual who is reasonably identifiable (for example, your name, contact details, address and billing details).
Sensitive Information includes (but is not limited to) information about your health, medical and psychological history, medications, racial or ethnic origin, religious or philosophical beliefs, sexual orientation or practices, or membership in professional or political groups.
5.2 What we collect
To provide our services and operate the Website, we may collect:
- Personal Information (e.g. name, email, phone number, postal address, billing and payment details)
- Sensitive Information (e.g. health records, referrals, medical and psychological history, medication details and related clinical documentation), with your informed consent where required
- Technical data (such as IP address and basic device information) for security, diagnostics and website analytics
Some clinicians at Cygnet Clinic may offer secure medical AI scribing technology to support clinical documentation. This will always be discussed transparently with you before use. Any such system must comply with Australian health-service privacy and security requirements, including the Privacy Act, the Health Practitioner Regulation National Law (HPRNL), and applicable state-based health-records legislation. Your data will not be permanently stored in the scribe platform, and only platforms approved for Australian clinical use will be used.
We may also collect IP addresses solely to monitor and block suspicious activity and attempts to breach security measures. This information is not used for marketing or profiling.
5.3 How we collect information
We may collect information:
- Directly from you (for example, when you complete our online forms, contact us, or attend appointments)
- From referring practitioners or other health providers, where permitted or with your consent
- From third-party systems we use to manage bookings, payments or secure communications
- Automatically when you use the Website (for example, through cookies and analytics tools)
6. HOW WE USE AND DISCLOSE YOUR INFORMATION
6.1 Primary purposes
We collect, use and disclose personal and sensitive information primarily to deliver and manage our services, including:
- Scheduling appointments and maintaining clinical records
- Providing psychological and related health services
- Processing payments and managing billing systems
- Communicating with you and responding to enquiries
- Corresponding with referring practitioners and other healthcare providers (with your consent, where required)
6.2 Secondary purposes and legal obligations
We may also use or disclose your information for secondary purposes permitted under the Privacy Act, including:
- Compliance with legal and regulatory obligations
- Professional supervision, consultation and peer review (see 6.4 below)
- Quality assurance, internal audits and service evaluation
- Managing and responding to complaints or incidents
We do not sell or trade personal information to third parties under any circumstances.
6.3 Third-party service providers
We may disclose information (where practicable in de-identified or encrypted form) to trusted third parties essential to our operations, such as:
- Practice management, booking and payment processors
- IT, hosting, data storage and cybersecurity providers
- Administrative contractors and professional advisors
These providers are required to handle your information in accordance with privacy and confidentiality obligations that are at least as protective as this Policy.
6.4 Peer supervision and professional consultation
Under national health regulation, clinicians are required to participate in peer supervision. This is an important safeguard for quality and accountability in clinical practice. We have long-standing practices of using pseudonyms and de-identification to maintain confidentiality when discussing cases. Recent updates to AHPRA’s Code of Conduct require clinicians to request your consent to present your case in peer supervision, even in a de-identified form. Your clinician will therefore seek your permission to discuss your case in peer supervision.
6.5 Disclosures for continuity of care and emergencies
With your consent (or where otherwise permitted or required by law), we may disclose relevant health information to your GP, specialists, or other healthcare providers for the purposes of your ongoing care. In emergencies where there is a serious risk to life, health or safety, we may disclose information to appropriate services without your consent, in accordance with legal and ethical obligations.
6.6 International transfers
Personal information may occasionally be disclosed to overseas recipients (for example, cloud storage or administrative service providers). Such transfers occur only where we reasonably believe the recipient is subject to privacy obligations comparable to the APPs or where appropriate safeguards are in place.
7. COOKIES, WEB BEACONS AND ANALYTICS
Our Website and service providers may use cookies, web beacons and similar technologies to:
- Improve the performance and functionality of the Website
- Understand how visitors use the Website (for example, pages viewed, session duration, basic device and browser details)
- Assist with security, diagnostics and optimisation
You can control or disable cookies through your browser settings. However, some features of the Website may not function properly if cookies are disabled. When data collected through these tools is linked to identifiable information, it is handled in accordance with this Policy.
By continuing to use the Website, you consent to our use of cookies and analytics as described above.
8. ONLINE FORMS, BOOKINGS AND ELECTRONIC COMMUNICATION
This Website may provide contact forms, booking links or other online tools (including links to external booking or practice management systems). You acknowledge and agree that:
- Submitting a form or making an online request does not, by itself, create a therapeutic relationship
- Appointments are subject to confirmation and clinician availability; we may contact you for further information or to offer alternative options
- Electronic communication (including email and web forms) carries inherent privacy and security risks; while we take reasonable steps to protect information, we cannot guarantee absolute security
- You are responsible for ensuring your contact details are accurate and kept up to date
You must not use online forms or email for emergencies, crisis situations or urgent clinical matters.
9. STORAGE, SECURITY AND DATA BREACH NOTIFICATION
9.1 How we secure your information
We implement technical, physical and administrative safeguards to protect personal information from loss, misuse, unauthorised access or disclosure. These measures include secure servers, password protection, encryption and SSL protection for the Website. Information may be stored:
- Electronically, using secure, Australian-based data centres
- Physically, at our clinic or in authorised secure storage facilities
You are responsible for maintaining the confidentiality of any passwords or access credentials associated with our services.
9.2 Data breach notification
If we suspect a data breach, we will promptly assess the situation in accordance with the Notifiable Data Breaches Scheme under the Privacy Act. Where a breach is deemed eligible, we will notify affected individuals and the Office of the Australian Information Commissioner as required. If a breach relates to information under the My Health Records Act, we may be required to notify the System Operator under section 73A of that Act.
10. ACCESS, CORRECTION AND IDENTIFIERS
10.1 Access and correction
You may request access to, or correction of, personal information we hold about you at any time by contacting us (see section 17). We will respond within a reasonable timeframe. An administrative fee may apply where retrieval from archives or off-site storage is required. Requests may be declined in limited circumstances permitted by law (for example, where information relates to legal proceedings). If we refuse your request, we will provide reasons in writing wherever reasonable.
10.2 Identifiers
Government-issued identifiers such as Medicare numbers or Tax File Numbers are assigned by government agencies. We do not adopt, use or disclose such identifiers as our own, except where legally required.
11. CAREER APPLICATIONS
Any employment applications or résumés submitted through our Website or by other means are stored securely and used solely for recruitment and related administrative purposes. Information submitted in this context will be handled in accordance with this Policy.
12. THIRD-PARTY CONTENT, LINKS AND EXTERNAL WEBSITES
The Website may contain links to third-party websites, resources or services. These are provided for convenience and informational purposes only. We do not control and are not responsible for:
- The content, accuracy or availability of third-party sites
- The privacy practices or terms of those sites
- Any loss, damage or harm arising from your use of them
You access third-party websites at your own risk and should review their separate terms and privacy policies.
13. MARKETING COMMUNICATIONS
Cygnet Clinic does not currently use your personal information for routine marketing campaigns or unsolicited promotional emails. We prefer to share updates via our Website and, where appropriate, through social media channels.
If we ever initiate an email-based marketing campaign in the future, it will comply with the Spam Act 2004 (Cth), and you will be able to opt out of such communications at any time using the unsubscribe instructions provided. Transactional or service-related emails (for example, appointment reminders, invoices or clinically relevant communications) will continue as needed.
If you receive communication that appears inconsistent with this Policy, please contact us.
14. USER RESPONSIBILITIES AND ACCEPTABLE USE
When using the Website, you agree that you will:
- Use the Website only for lawful purposes
- Provide accurate and current information in any forms you submit
- Respect the privacy and confidentiality of others
You must not:
- Use the Website in any way that is unlawful, fraudulent, misleading or harmful
- Upload or transmit material that is defamatory, abusive, obscene, discriminatory, hateful, harassing or otherwise inappropriate
- Attempt to gain unauthorised access to the Website, its server or associated systems
- Interfere with or disrupt the operation or security of the Website (for example, through hacking, introducing malware or overloading the system)
- Use automated tools (such as bots, crawlers or scrapers) to access, monitor or copy Website content without our written consent
We may suspend, restrict or terminate your access to the Website if we reasonably believe you have breached this Policy or engaged in unlawful or inappropriate use.
15. DISCLAIMER, LIMITATION OF LIABILITY AND INDEMNITY
15.1 Disclaimer
To the maximum extent permitted by law (including the Australian Consumer Law):
- The Website and its content are provided on an “as is” and “as available” basis
- We make no guarantees or warranties as to accuracy, completeness, reliability, timeliness, suitability or availability of the Website or its content
- We do not warrant that the Website will be uninterrupted, error-free, secure or free from viruses or other harmful components
15.2 Limitation of liability
Subject to any non-excludable consumer guarantees, we exclude all liability (including for negligence) for any:
- Loss, damage or injury (including direct, indirect, incidental, consequential or special loss)
- Loss of data, income, reputation or opportunity
- Costs, expenses or claims arising out of or in connection with your access to or use of the Website
Nothing in this Policy is intended to exclude, restrict or modify rights or remedies you may have under the Australian Consumer Law or any other law that cannot be lawfully excluded.
15.3 Indemnity
To the extent permitted by law, you agree to indemnify and hold harmless Cygnet Clinic, its directors, employees, contractors and agents from and against any claims, actions, demands, losses, damages, costs and expenses (including reasonable legal costs) arising out of or in connection with:
- Your use or misuse of the Website
- Your breach of this Policy
- Your violation of any law or the rights of any third party
16. CHANGES TO THE WEBSITE AND THIS POLICY
We may update, modify or remove content or features of the Website at any time without notice. We may also revise this Policy from time to time. The updated version will be posted on this page with a new “Last updated” date. By continuing to use the Website after changes are posted, you agree to be bound by the updated Policy.
Where material changes significantly affect how we handle your personal information, we will endeavour to notify you in advance, for example via email or a notice on the Website.
You should check this page periodically to ensure you are aware of the current Policy.
17. COMPLAINTS, FEEDBACK AND PRIVACY ENQUIRIES
17.1 Complaints and feedback about services
We welcome feedback and are committed to addressing concerns about our services. If you have a complaint or concern, please refer to our Complaints / Feedback Policy available on the Website, which explains how you can raise concerns and how we will respond. Using this Website does not limit your right to raise concerns with professional registration boards, health complaints bodies or other regulators.
17.2 Privacy enquiries and complaints
For any questions, concerns or complaints regarding your privacy or this Policy, please contact us:
Managing Director
Cygnet Clinic
33/6 Keane Street
Midland WA 6056
Phone: (08) 9467 7676
We will investigate and respond within a reasonable timeframe. If you are unsatisfied with our response, you may contact the Office of the Australian Information Commissioner:
Director of Complaints
Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 1042
Phone: 1300 363 992
18. GOVERNING LAW AND JURISDICTION
This Policy is governed by the laws of Western Australia. The courts of Western Australia (and any courts entitled to hear appeals from those courts) have non-exclusive jurisdiction in relation to any dispute arising out of or in connection with this Policy or your use of the Website. If any part of this Policy is held invalid or unenforceable, that part will be severed and the remainder will continue in full force and effect.