Your privacy is very important to us

Privacy Policy of Dr. Sofia Smirnova (Private Consulting Rooms & Visiting Medical Officer, Royal Prince Alfred Hospital and Private Specialist at St Luke’s Private Hospital, Mater Hospital, and Prince of Wales Private Hospital)

Current as of: August 27, 2025

Why this policy exists

Your privacy is very important to us. This policy explains how we collect, use, and protect your personal information when you visit Dr. Sofia Smirnova in her private consulting rooms, through telehealth, or when you are treated by her as a Visiting Medical Officer (VMO) at Royal Prince Alfred Hospital (RPAH)  and as a Private Specialist at St Luke’s Private Hospital, Mater Hospital, and Prince of Wales Private Hospital.

Who to contact

If you have any questions or concerns about your privacy, please contact our Reception Team:
reception@drsofiasmirnova.com.au
02 9557 2450
Suite 404, RPAH Medical Centre,
100 Carillon Avenue, Newtown NSW 2042

When do we need your consent?

• When you become a patient, you give consent for Dr. Smirnova and her team to collect and use your information so we can provide safe and effective healthcare.
• We may need to share your information with staff of Royal Prince Alfred Hospital, St Luke’s Private Hospital, Mater Hospital, Prince of Wales Private Hospital, other specialists, or healthcare providers involved in your care.
• We will always ask for your additional consent if we use your information for something not covered in this policy (except in emergencies or when required by law).

Why do we collect and use your information?

We collect and use your information so we can:

• Provide you with safe and effective medical care
• Keep accurate medical records
• Process Medicare or health fund claims
• Share information with Royal Prince Alfred Hospital, St Luke’s Private Hospital, Mater Hospital, Prince of Wales Private Hospital and other specialists if required for your care
• Improve the quality of our services through audits, training, and accreditation
• Comply with NSW and Commonwealth laws (e.g. disease notifications, court orders)

What information do we collect?

• Your name, date of birth, address, phone, and email
• Medicare, health fund, or Veterans’ Affairs details
• Your medical history, medicines, allergies, family history, social history, risk factors
• Images such as X-rays, scans, and medical photos (with your consent)
• Security footage from our consulting rooms (for safety purposes)

How is your information collected?

• When you first register and complete forms at our consulting rooms
• During appointments, phone calls, emails, or telehealth sessions
• From other healthcare providers (e.g. Royal Prince Alfred Hospital, St Luke’s Private Hospital, Mater Hospital, Prince of Wales Private Hospital, GPs, pathology, imaging, allied health)
• From government bodies (e.g. Medicare, Department of Veterans’ Affairs)

Who do we share your information with?

We may share your information:

• With staff of Royal Prince Alfred Hospital, St Luke’s Private Hospital, Mater Hospital, and Prince of Wales Private Hospital when you are admitted or treated as part of your hospital care
• With other specialists or allied health providers if you are referred
• With IT providers, accreditation agencies, or training bodies (bound by confidentiality)
• When required by law (e.g. public health reporting, court subpoenas)
• To prevent a serious threat to your life, health, or public safety

We do not send identifiable health information overseas unless required by law or with your consent.

Telehealth consultations

• Telehealth is provided through secure, password-protected platforms
• We do not record telehealth sessions unless you give explicit consent
• Notes from telehealth sessions are added to your medical record (private and/or hospital systems)

How is your information stored and protected?

• Your records may be in paper or electronic form
• Electronic records are stored on secure, encrypted servers located in Australia
• Hospital records are stored securely within the NSW Health system
• Access to your information is restricted to authorised staff only
• Records are kept for at least 7 years (or until a child turns 25), then securely destroyed

Accessing or correcting your records

• You can request a copy or correction of your medical records by contacting our Reception Team.
• For hospital records, you need to contact NSW Health directly.
• We aim to respond within 14 business days. Fees may apply for large requests.

Complaints

If you have concerns about privacy:

1. Contact our Reception Team first, we take complaints seriously and aim to resolve them quickly.
2. If not resolved, you can contact the Office of the Australian Information Commissioner (OAIC) on 1300 363 992 or visit www.oaic.gov.au.
3. For hospital-related complaints, you may also contact NSW Health.

Research and quality improvement

• Sometimes Royal Prince Alfred Hospital, St Luke’s Private Hospital, Mater Hospital, and Prince of Wales Private Hospital or other research organisations may invite patients to take part in studies.
• You will never be contacted directly without your consent.
• If you agree, you will be given detailed information before deciding.
• We may also use de-identified information for quality improvement, this cannot identify you.

Website and social media privacy

• Our website and social media accounts use cookies and analytics (e.g. Google, Meta).
• These may collect information such as IP address and browsing behaviour.
• This information is not linked to your health records.
• You can disable cookies in your browser if you prefer.

Policy updates

This policy is reviewed regularly.

• Updates will be posted on our website.
• Significant changes may also be emailed to patients.