Privacy Policy

Last updated: 3 November 2026

The Cooper Clinic (“we”, “us”, “our”) provides vasectomy services at our clinics in Seville and Oakleigh South, Victoria. We are committed to protecting your privacy. This policy explains how we collect, use, store and disclose your personal and health information, in line with the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Health Records Act 2001 (Vic).

What information we collect

We only collect information we need to provide our services. This may include:

• your name, date of birth, address, email address and mobile number
• the name of your regular GP
• health information, including your medical history, medications, allergies, consultation and procedure notes, and semen analysis results
• payment and billing information
• if you buy a gift card, your details and the name of the person you are buying it for
• information about how you use our website (see “Our website” below)

How we collect it

We usually collect information directly from you: when you fill in a form on our website, talk to our team, attend an appointment or pay an account. With your consent, or where the law allows, we may also collect information from other people involved in your care, such as your GP, a pathology laboratory or another health professional.

You can make a general enquiry without giving your name. To book and have a procedure, we need to be able to identify you.

Why we collect and use it

We use your information to:

• assess whether a vasectomy is suitable for you and provide your care, including follow-up and semen analysis
• contact you about appointments, results and reminders by phone, SMS or email
• process payments, gift cards and accounts
• meet our legal, professional and quality obligations
• improve our services and website

We will not use your health information for any other purpose without your consent, unless the law requires or allows it.

Who we share it with

We may share your information with:

• the pathology laboratory that analyses your semen sample
• your GP and other health professionals involved in your care, with your consent
• service providers who help us run the clinic, such as our online booking, form and messaging platform, payment processors, IT and website providers
• a debt collection agency, if an account remains unpaid (as set out in our Cancellation Terms)
• government agencies, regulators, our insurers or legal advisers, where required or permitted by law

We do not sell your information, and we do not share it for other organisations’ marketing.

Information held or accessed overseas

Some of our service providers store information outside Australia. Our online booking, form and messaging platform and our website analytics provider store data in the United States. The Cooper Clinic also operates in New Zealand, and members of our team based in New Zealand may access your information to support your care and administration. We take reasonable steps to make sure these providers and team members handle your information in line with Australian privacy law.

Our website

Our website uses cookies and Google Analytics to understand how visitors use the site, for example which pages are viewed. This information does not identify you personally. You can block cookies in your browser settings. Information you enter into forms on our website is sent securely to our booking and form platform.

Marketing messages

If you agree, we may send you SMS or email messages about our services. You can opt out at any time by replying STOP to an SMS, using the unsubscribe link in an email, or contacting us. We will still send messages about your own care, such as appointment and result reminders.

How we keep your information secure

We store information electronically in secure, password-protected systems and limit access to staff who need it for their work. Paper records are kept securely and destroyed securely.

We keep health records for as long as the law requires. For adults, this is at least seven years after your last visit. After that, we securely destroy or de-identify the information.

If a data breach is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner, as required by the Notifiable Data Breaches scheme.

Accessing and correcting your information

You can ask for a copy of the information we hold about you, or ask us to correct it, by emailing info@thecooperclinic.com.au. We may need to confirm your identity first. We will respond within 30 days. There is no charge to make a request, although we may charge a reasonable fee, as permitted by law, for providing copies. If we refuse access or a correction, we will explain why in writing.

Questions and complaints

If you have a question or concern about your privacy, please contact our Practice Manager at info@thecooperclinic.com.au or through our contact page. We will respond within 30 days.

If you are not satisfied with our response, you can contact:

• the Office of the Australian Information Commissioner: 1300 363 992, oaic.gov.au
• the Health Complaints Commissioner (Victoria): 1300 582 113, hcc.vic.gov.au

Changes to this policy

We may update this policy from time to time. The current version is always available on this page.