Terms of Service & Privacy Policy
Website Privacy Policy
Introduction
This website privacy policy is to provide information to you, our website visitor, on how we collect and use your personal information when you visit and interact with our website, and the circumstances in which we may share it with third parties. By accessing or using our website, you agree to the terms of this policy.
Menopause GP also has a Privacy Policy, which pertains to your privacy as our patient and can be accessed on our website.
What personal information do we collect?
When you visit and interact with our website, we may collect the following types of information:
Personal Information: Name, email address, phone number, postcode, date of birth, payment information, prescription type/dose requested, your regular doctor at Menopause GP and any messages you leave us when completing our web forms.
Technical Information: Your IP address, the address of your server, the date and time of your visit to the site, the pages accessed and documents downloaded, the previous site visited and the type of browser and operating system you have used.
Why do we collect, use, hold and share your personal information?
We collect and use your information to:
Process online bookings and payments for appointments (Initial and Follow-up Consultations) and services (Repeat Prescription and Email Consultations)
Respond to any inquiries you make, such as through our “Contact Us” web form
Improve website functionality and user experience
When, why and with whom do we share your personal information?
We do not sell or rent your personal information. However, we may share your data with our third-party service providers:
We use Squarespace to build and host our website. Squarespace collects data from our website primarily through cookies, which are small pieces of data stored on visitors' devices. We have restricted Squarespace to only using necessary cookies on our website. These are essential for our website's core functions, such as navigation, security, and accessibility
We use Squarespace to collect your enquiries through the “Contact Us” web form. These enquiries are sent to our email address (hello@menopausegp.com.au)
We use appointment scheduling software to manage appointments, accept online bookings and automate reminders
We use a web form builder to collect personal information for processing our services (Repeat Prescription and Email Consultation). This is an Australian organisation that stores responses securely on an Australian server
We use a third party payment processor to collect and process your payment information, both at the time of booking and at the completion of your consultation
Our third-party service providers operate under their own privacy policies, which govern their data handling practices. However, we have evaluated their policies and selected them based on their adherence to stringent security and privacy standards.
Contact us
For any inquiries related to our privacy policy or that of our third party service providers, please contact us at hello@menopausegp.com.au
Policy review
This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. We will indicate the date of any amendments at the bottom of this policy.
Last updated: 5th February, 2025
Clinic Privacy Policy
Introduction
This practice privacy policy is to provide information to you, our patient, on how your personal information (which includes your health information) is collected and used within our practice, and the circumstances in which we may share it with third parties. We also have a Website Privacy Policy, which pertains to your privacy as a user of our website and can be accessed via our website.
Why and when your consent is necessary
When you book your Initial Consultation and complete our online Pre-Consultation Assessment, you become our patient and provide consent for our GPs and practice staff to access and use your personal information so they can provide you with the best possible healthcare. 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 additional consent from you to do this.
Why do we collect, use, hold and share your personal information?
Our practice will need to collect your personal information to 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 accreditation, and business processes (eg. staff training).
What personal information do we collect?
The information we will collect about you includes your:
name, date of birth, addresses, contact details
health information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors
Medicare number (where available) for identification and claiming purposes
Healthcare and Concession card number to assess eligibility for a reduced fee
healthcare identifiers
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. We will also not be able to facilitate a medicare rebate for the consultation without a medicare card number.
How do we collect your personal information?
Our practice may collect your personal information in several different ways. Before the consultation, we use an online web form (“Pre-Consultation Assessment”) to collect your personal information. During the Telehealth consultation, we will collect personal information from you directly (over phone or televideo platform) and also indirectly through ETP (electronic transfer of prescriptions) and My Health Record. We may also collect your personal information when you visit our website, send us an email or SMS, telephone us, make an online appointment or communicate with us using social media.
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 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 third parties who work with our practice in the delivery of its services (eg. practice management software)
with other healthcare providers
when it is required or authorised by law (eg. 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 ETP, My Health Record (eg. via Shared Health Summary, Event Summary).
The third parties who work with our practice in the delivery of its services and with whom we sometimes share personal information, but not personal health information, include our website host, appointment scheduling software, general email provider and payment processor. The third parties with whom we may also share your personal health information include our practice management software (PMS), web form builder and secure email provider. Our third-party service providers operate under their own privacy policies, which govern their data handling practices. However, we have evaluated their policies and selected them based on their adherence to stringent security and privacy standards.
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, our practice will not share personal information with any third party or with anyone outside Australia (unless under exceptional circumstances that are permitted by law) without your consent.
Our practice 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. Our practice may use your personal information to improve the quality of the services we offer to our patients through research and analysis of our patient data. We may provide de-identified data to other organisations to improve population health outcomes. The information is secure, patients cannot be identified and the information is stored within Australia. You can let our reception staff know if you do not want your information included.
How do we store and protect your personal information?
Your personal health information is stored in electronic format (no paper records) in our cloud-based practice management software (PMS). Our web form builder and secure email provider stores your information until we transfer it to our PMS after which time it is permanently deleted.
Both our PMS and form-builder service meet Australian Privacy Protection Act Standards for data storage. All data is hosted in Australia and encrypted in transit and at rest using the latest technologies and industry standards. Our secure email provider is an end-to-end and zero access encrypted email service based in Switzerland, with servers it owns and operates in Switzerland, Germany and Norway. It conforms to the highest international privacy standards such as ISO 27701.
How can you access and correct your personal information at our practice?
You have the right to request access to, and correction of, your personal information.
Our practice acknowledges patients may request access to their medical records. We require you email us this request to hello@menopausegp.com.au and our practice will respond within 30 days. There may be a small fee, if necessary, to cover our costs in complying with this request.
Our practice 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 our practice is correct and current. You may also request that we correct or update your information, and you should make such requests in writing to hello@menopausegp.com.au.
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 an email to hello@menopausegp.com.au and we will respond within 30 days to resolve the issue.
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 www.oaic.gov.au or call the OAIC on 1300 363 992.
Privacy and our website
When you visit and interact with our website, we may collect, use, hold and share your personal information as detailed in our Website Privacy Policy. You can access our Website Privacy Policy on our website.
Policy review
This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. We will indicate the date of any amendments at the bottom of this policy.
Last updated: 1st April, 2025
Website Terms and Conditions
Introduction
This Website Terms and Conditions will set out the terms and conditions of using our website. Our website is owned and operated by Menopause GP ABN 74349938906 (referred to in these terms and conditions as 'we', 'us', or 'our'). By using our website you agree to be bound by the terms and conditions set out in this document. If you do not accept these terms and conditions, you must refrain from using this website.
Menopause GP also has a Terms of Service, which pertains to the terms and conditions of using our services. It can be accessed via our website.
Intellectual Property
Unless otherwise indicated, all materials used on this website (including text, graphics, logos, icons, sound recordings and software) are subject to copyright, trade mark or other intellectual property rights that are owned or licensed by us. You may only access and use these materials for non-commercial or personal use, except to the extent permitted by law or where you have received prior written approval from us.
Liability
We make no warranties or representations about this website or any of its content and will not be responsible to you or any third party for any direct or consequential loss suffered in connection with the use of this website. To the maximum extent permitted by law, we exclude any liability that may arise due to your use of our website and/or the information or materials contained on it. You agree to indemnify us for any loss or liability arising out of your use of this site.
External Links
Our website may contain links to websites operated by third parties. Those links are provided for convenience and may not remain current or be maintained. Unless expressly stated otherwise, we do not endorse and are not responsible for the content on those linked websites and have no control over or rights in those linked websites.
Updates
We may change these terms and conditions at any time by updating this webpage and your continued use of the website following such update will represent an agreement by you to be bound by the terms and conditions as amended.
Privacy
These terms and conditions also include our Website Privacy Policy that can be accessed on our website.
Jurisdiction
Your use of the website and these terms and conditions are governed by the laws of NSW, Australia.
Last Updated: 6th February, 2025
Clinic Terms of Service
Introduction
This document sets out the terms for using Menopause GP ABN 74349938906 ("we", "us", or "our") services. By booking an appointment and using our services, you agree to be bound by these Terms of Service. If you do not accept these terms, please refrain from booking or using our services.
Nature of Services
Menopause GP is a Telehealth service and thus provides healthcare via electronic communication technology to a patient at a different location. We undertake our Initial and Follow-up consultations via telephone or video platform, we provide Repeat Prescriptions via SMS or email, and we provide our Email Consultation Service via secure email. We do not provide in-person consultations.
Limitations of Menopause GP Services
Telehealth
While there are many benefits of Telehealth (e.g. convenience, accessibility), there are also some limitations. Technical issues may sometimes disrupt Telehealth consultations, including:
You may encounter a problem when trying to access your video consultation, or there may be a problem connecting via phone.
The phone or video connection may stop working during the consultation.
The image or audio transmitted may not be clear enough to facilitate the consultation.
In all these cases, you will have the option to complete the consultation by telephone, reschedule, cancel with full refund or make other arrangements with Menopause GP.
Telehealth also limits a practitioner’s ability to perform physical examinations. If you need a physical examination, Menopause GP will not be able to provide this service and will need to refer you to an in-person consultation with a different healthcare provider. Menopause GP reserves the right to determine suitability for Telehealth consultations and may recommend an in-person consultation when clinically appropriate.
Scope of Service
Our services are provided by qualified General Practitioners, but they are strictly limited to supporting you with perimenopause and menopause-related health concerns. Medical concerns unrelated to perimenopause and menopause need to be addressed by your local General Practitioner or other specialist.
While patients may be familiar with General Practitioners treating a broad array of medical conditions, this is not what we do. We will not be able to give you any advice, scripts, referrals, pathology or radiology requests that are unrelated to perimenopause and menopause. There are very good reasons for this, which we would be happy to discuss with you.
Outcomes
While we strive to provide high-quality care, our services are provided on an "as is" basis, and we do not guarantee specific outcomes.
We will not always be able to resolve all issues related to perimenopause and menopause without needing to refer you to another specialist from time to time. For example, if we order a pelvic ultrasound for irregular bleeding on HRT that reveals a thickened endometrium, we might refer you to a gynaecologist for further assessment of this. Additionally, symptoms related to perimenopause and menopause can have other unrelated causes. If your symptoms do not resolve with our treatment, then we may refer you back to your local GP or other specialist for further assessment.
Booking our service does not guarantee that you will be provided with any particular treatment or medication. We practice shared decision making regarding treatment options, but we are not able to provide a treatment or medication if we consider it poses an unacceptably high risk to your health. Ultimately, the issuing of prescriptions, referrals, and medical certificates is at the discretion of the consulting practitioner.
Eligibility and Suitability
All patients with medical concerns related to perimenopause and menopause are eligible to book an Initial Consultation with Menopause GP. Only patients that have had an Initial Consultation with Menopause GP can book a Follow-up Consultation. Only patients that have had an Initial Consultation or Follow-up Consultation within the past 12 months can book our Repeat Prescription or Email Consultation service.
Booking a service with Menopause GP does not guarantee the provision of the service. We will assess the suitability of the service booked by the patient and advise accordingly. For example, if a patient has requested a repeat prescription for a medicine that is unrelated to perimenopause or menopause, or for a different dose/formulation than previously prescribed by Menopause GP, then we might decline the service or suggest that the patient have a Follow-up Consultation instead to discuss the request.
If we determine that a Repeat Prescription or Email Consultation request is not appropriate, then we will offer the patient a refund. If the patient decides to convert the service to an Email Consultation or Follow-up Consultation, then the amount already paid will be counted towards the cost of this Consultation.
Fees, Payments and Rebates
The fees for our services are outlined on our website and are subject to change. At the time of booking an Initial or Follow-up Consultation, we take payment of a deposit of 50% of the consultation fee. Our payment processor securely holds your card details and we take payment of the remaining 50% at the end of the consultation. Full online payment is required at the time of booking for our Repeat Prescription service and our Email Consultation service.
If you have a valid medicare card (green, blue or yellow cards), then you should be eligible for medicare rebates for certain health care services. At present, our Initial and Follow-up consultations are eligible for medicare rebates, but this is subject to change at any time depending on Government policy. Our Repeat Prescription and Email Consultation services do not attract a medicare rebate.
We collect your medicare card details during our Pre-Consultation Assessment to facilitate the processing of rebates on your behalf. This is an additional administrative service that we undertake. If the process fails for some reason that is outside our control (e.g. your linked credit card has expired), then we will provide you with a receipt so that you can take over the responsibility for claiming the rebate from Medicare.
Refunds, Cancellations and Non-attendance
You can reschedule your Initial or Follow-up Consultation at any time without incurring a fee. You can cancel your Consultation up to 24 hours prior to your appointment and receive a full refund minus a small bank fee (less than $5). Cancellations made with less than 24 hours’ notice incur a cancellation fee equal to the 50% deposit paid for the consultation. If you miss a scheduled appointment without notice, you will incur a non-attendance fee equal to the 50% deposit paid for the consultation.
If you want to cancel your Repeat Prescription or Email Consultation service we will give you a full refund minus a small bank fee (less than $5), as long as we have not already substantively completed your request.
Privacy
We are committed to protecting your personal information in accordance with our Menopause GP Privacy Policy and Website Privacy Policy, both of which can be found on our website. However, we feel it is important to note that we cannot guarantee absolute security of online communications. By using our services, you acknowledge and accept this risk.
Patient Responsibilities
At the time of the consultation, patients need to ensure that they are in a quiet, private location. They should ensure their device (e.g. phone, computer) is connected to a secure network and is contactable. They should inform Menopause GP immediately of any technical issues or if unable to attend the consultation.
It is very important that patients provide us with their personal health information as completely and accurately as possible. This includes when completing our Pre-Consultation Assessment form and during consultations.
It is also important that patients attend follow-up consultations as advised. The diagnosis may not be peri/menopause, or may be perimenopause and another undiagnosed condition. This is often something that can only be ascertained at follow-up. For similar reasons it is important that patients tell us if they have any changes in their medical condition during their treatment or any problems resulting from their treatment plan.
When we receive investigation results (e.g. blood test results), we will give them to the patient via email. If a patient has had an investigation but not received the results, it is likely because the pathology or radiology provider has not given them to us. In this case the patient should contact us with the details of the provider so we can follow it up for them.
Timing of Services
Menopause GP is not an emergency medical service. If you require urgent medical attention, please call triple zero (000) or visit the nearest hospital emergency department. We do not have capacity to provide Repeat Prescriptions or Email Consultations on the same day as booking. We endeavour to return these services within two working days.
Amendments to Terms of Service
We may update these Terms of Service at any time and the date of update will be recorded at the end of this document. Continued use of our services following such changes constitutes acceptance of the revised terms.
Governing Law
These Terms and Conditions are governed by the laws of New South Wales, Australia. Any disputes arising from these terms shall be resolved in accordance with NSW law.
Last Updated: 25th March, 2025