Your Privacy

Last updated 1 September 2026

The information you share with us is some of the most personal there is. Protecting it is part of the care we provide.

Whether you are browsing this website, making an enquiry, attending an appointment or partway through treatment, we handle your information securely and transparently, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This page is a plain-English summary. Our full Privacy Policy sets out the detail and is the document that applies.

Download the Monash IVF Group Privacy Policy

Our commitment to your privacy

Monash IVF Group includes Monash IVF, Repromed, Monash Ultrasound for Women and Sydney Ultrasound for Women. Across all of them, we are committed to being open about what we collect, why we collect it, who we share it with and how you can control it.

We understand that seeking fertility care is a private decision, and often one you have not shared with anyone else yet. We take that seriously.

What information we collect

Depending on how you interact with us, this may include:

Personal and contact details — your name, address, email, phone number and date of birth. Where relevant, we may also collect your relationship status, interpreter requirements, event registrations and communication preferences.
Health information — your medical history, your reasons for seeking care, clinical notes, test results, diagnostic reports, records from other healthcare providers, and information created during your treatment. This can include genetic information and images such as ultrasound scans or embryo development imagery.
Billing and payment information — Medicare details, private health fund details and payment information.
Information from other people involved in your care — referring practitioners, hospitals, pathology and imaging providers, and other healthcare professionals.
Website and app information — your device and browser details, IP address, the pages you visit, how long you spend on them, and information you enter into online forms. Depending on the circumstances, this can be personal, sensitive or health information.

Sometimes you will give us information about someone else, such as a partner or next of kin. If you do, please make sure they are comfortable with that and let them know about our Privacy Policy.

You do not have to identify yourself to deal with us. You can browse this website, call us with a general question or send us an email without telling us who you are. However, if we do not have information relevant to your care, we may not be able to provide treatment, or the treatment we provide may not be right for you.

How we use your information

We collect and use your information to:

Provide your care and treatment — including managing your treatment, storing and managing cryopreserved gametes, embryos and other reproductive material, and coordinating your care across the doctors, nurses, counsellors, day surgeries, pathology and ultrasound providers involved.
Manage our relationship with you — responding to enquiries, administering appointments and records, and seeking your feedback.
Improve our services — through research, quality assurance, quality improvement and staff training.
Meet our legal and regulatory obligations — including accreditation, audit, mandatory reporting, and responding to court orders and lawful requests.
Manage billing and payments — including billing Medicare and private health insurers.
Send you service updates and marketing— newsletters, event invitations, service updates and targeted advertising, where the law permits and where you have not opted out.

We share your information for the purpose we collected it, for a purpose we have told you about, where you have consented, or where the law requires or allows it.

This may include:

Other parts of Monash IVF Group — for example, for genetic screening in our Repromed laboratory, an ultrasound with a Monash IVF provider, admission to a Monash IVF Group day hospital, or counselling support.
Your referring doctor and other treating providers — including pathology providers, testing laboratories and providers we refer you to for further care.
Our service providers — IT providers, marketing and communications agencies, data analysis organisations, and professional advisors such as legal, insurance and financial advisors.
Regulators, government agencies and law enforcement — where we are required or authorised by law.
Overseas donor banks — to track family limits and genetic information.

When treatment involves more than one person

If you are undergoing treatment with a partner, information about your treatment — including outcomes — may be shared with them, unless you tell us otherwise or the law requires us to handle it differently. You can change your preferences at any time by contacting us.

Where treatment involves a donor, recipient or surrogacy arrangement, some information may need to be shared with others involved. This is generally limited to what is needed to coordinate the arrangement, provide treatment and meet legal requirements — for example, a change that affects treatment timing, or a decision by one party not to proceed.

In some cases we may only be able to tell the people involved that something has changed, without explaining why, because doing so would reveal another person’s private information.

If you have questions or preferences about what is shared in these situations, please raise them with your specialist, your counsellor or another member of your care team.

Counselling and confidentiality

What you discuss with our psychologists, social workers and counsellors is confidential and managed under the relevant professional standards.

There are limited exceptions. Information from counselling may be used or disclosed where the law requires it, where there is a reasonable belief that not disclosing it would create a serious and imminent risk to someone’s life, health or safety, or where you have given informed consent.

Information relevant to your care may also be discussed within your multi-disciplinary care team. Your counsellor may also take part in professional supervision — where this happens outside Monash IVF Group, information is shared on a de-identified basis wherever practicable.

Research and quality improvement

We conduct research to improve clinical outcomes, safety and innovation in reproductive medicine. This may involve using your information for data analysis, research and quality improvement.

Where we use or disclose personal or health information for research, we do so in line with privacy laws. This may include obtaining approval from a Human Research Ethics Committee.

You can opt out of your information being used for data analysis and research by emailing mivfgresearch@monashivfgroup.com.

Your rights and choices

You have the right to:

Access your information — you can request access to the personal information we hold about you.
Correct your information — if something is inaccurate, out of date, incomplete or misleading, you can ask us to fix it.
Opt out of marketing — use the unsubscribe link in any email or SMS, update your cookie preferences, or contact us directly. We will still contact you about your treatment and where the law requires us to.
Opt out of research — email mivfgresearch@monashivfgroup.com.
Deal with us anonymously — where it is lawful and practical to do so.
Ask a question or make a complaint— see Privacy questions and complaints below.

We will respond to access and correction requests within a reasonable time, usually within 30 days. A fee may apply to access requests where the law permits. If we decline a request, we will explain why in writing and tell you how to complain.

Cookies, pixels and tracking technologies on our website

Like most websites, we use cookies and tracking pixels.

A cookie is a small file stored in your browser that helps the website work and helps us understand how it is being used. A tracking pixel is a piece of code that collects information about your activity, such as the pages you visit, how long you spend on them, your IP address and, where relevant, information you enter into forms.

We use these technologies to understand our website traffic, analyse how the site is used, improve it, and target our advertising.

Information collected this way can be personal information where it identifies you, or where you are reasonably identifiable — including through your device, browser, account identifiers or online activity. We only use it in ways that comply with privacy laws.

The third-party providers used on this website are Google Analytics 4, Google Ads and Meta Pixel.

Cookies and pixels that are not strictly necessary for this website to work are switched off until you turn them on.

When you first visit, you will see a cookie preferences banner. You can choose to:

Accept all — including analytical and marketing cookies and pixels.
Reject non-essential — only those strictly necessary for the website to function will be used.
Customise your preferences — choose which categories are switched on.

The categories are:

Necessary — required for the website to work. These cannot be switched off.
Analytical — help us understand how visitors use the website. Provided by Google Analytics.
Marketing — allow us to show you advertising about our services on other websites and platforms, based on how you have used this site. Provided by Meta and Google, who may hold this information overseas.

You can change your mind at any time. Select the cookie preferences icon, available on every page of this website.

You can also manage cookies through your browser settings, or through the privacy controls each provider offers. These operate independently of the preferences you set here, and blocking cookies in your browser may affect how this website works.

Information stored or accessed overseas

Sometimes it is necessary to share your information with recipients outside Australia. This may include overseas donor gamete banks, providers where you have asked us to transfer cryopreserved biological material, and overseas technology and cloud storage providers that support our systems. We also work with IT and administration suppliers based in India and the Philippines.

Where this happens, we tell you the country involved and why, as the law requires, and we take reasonable steps to make sure your information is handled in line with Australian privacy laws.

You can request a list of our current offshore recipients by contacting our Privacy Officer.

How we keep your information secure

Paper records are held in secure facilities. Electronic records are held in secure systems with access controls and security safeguards. Our core systems are hosted in Australian data centres, with backup and cloud storage subject to appropriate protections.

Medical records are kept for a minimum of seven years. Longer retention periods apply where the law requires it — including records involving donor gametes or embryos, or where a child has been born.

Privacy questions and complaints

If you have a question or concern about your privacy, please contact our Privacy Officer. We will usually acknowledge a complaint within three working days and respond within 30 days. If your complaint is complex and will take longer, we will tell you and give you a timeframe.

If you are not satisfied with our response, or you believe we have breached the Privacy Act, you can complain to the Office of the Australian Information Commissioner:

Phone: 1300 363 992
Website: https://www.oaic.gov.au

Depending on where you live, other bodies may also be able to help, including the Victorian Health Complaints Commissioner, the Office of the Victorian Information Commissioner and the NSW Information and Privacy Commission.

Contact our Privacy Officer

Privacy Officer
Monash IVF Group
Level 1, 510 Church Street
Cremorne VIC 3121
Phone: 1800 730 431
Email: privacy.officer@monashivfgroup.com