Privacy Policy

At Cosmenon, protecting your privacy and personal information is an important part of delivering safe, professional, doctor-led care.

This Privacy Policy explains how personal information is collected, used, disclosed, and stored by Cosmenon

 in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By accessing this website, booking a consultation, purchasing products, or engaging with Cosmenon services, you consent to the practices outlined in this Privacy Policy.

1. Who We Are

Cosmenon is a Melbourne-based medical aesthetics clinic providing doctor-led consultations, cosmetic medical services, skin rejuvenation treatments, and skincare-related products and educational information.

2. What Information We Collect

Cosmenon may collect personal information including:

• Name

• Date of birth

• Address

• Telephone number

• Email address

• Emergency contact details

• Medical history

• Medication history

• Allergy information

• Treatment history

• Clinical photography

• Payment and billing information

• Website usage data

• Purchase history

Information submitted through website forms, booking systems, email communication, or consultations

Sensitive health information is collected only where reasonably necessary for clinical assessment, treatment planning, patient safety, legal compliance, or continuity of care.

3. How We Collect Information

Information may be collected through:

• Online booking forms

• Website contact forms

• Consultation forms

• Medical questionnaires

• Telephone or email communication

• In-person consultations

• Clinical photography

• Ecommerce transactions

• SMS or email correspondence

• Cookies and analytics technologies

• Third-party booking, payment, or ecommerce systems

Where practical, information is collected directly from the individual concerned.

4. Why We Collect Your Information

Personal information may be collected and used for purposes including:

• Providing medical consultations and treatments

• Assessing treatment suitability and safety

• Maintaining accurate health records

• Treatment planning and follow-up care

• Processing skincare orders and payments

• Responding to enquiries

• Managing appointments and reminders

• Improving website performance and customer experience

• Maintaining clinic safety and quality assurance

• Meeting legal, regulatory, insurance, and professional obligations

De-identified information may also be used internally for business analysis, education, service development, or quality improvement purposes.

5. Clinical Photography and Consent

As part of clinical assessment and treatment planning, Cosmenon may collect clinical photographs or videos before, during, and after treatment.

Clinical images may be used for:

• Medical documentation

• Treatment planning

• Monitoring treatment progression

• Patient education

• Maintaining accurate health records

Clinical photography forms part of the medical record and is stored securely in accordance with applicable privacy obligations.

No patient images are used for educational, marketing, website, publication, or social media purposes.

Patients may withdraw consent for future promotional use at any time; however, withdrawal cannot retrospectively remove material already lawfully published or distributed. Refusal to consent to promotional image use will not affect access to clinical care.

6. SMS Reminders and Electronic Communications

Cosmenon may use SMS, email, or other electronic communication methods to provide:

• Appointment confirmations

• Appointment reminders

• Follow-up communication

• Treatment-related information

• Administrative notifications

• Product order updates

While reasonable precautions are taken, electronic communications may not always be completely secure.

By providing contact details, patients consent to receiving relevant clinic communications unless they request otherwise.

Patients may opt out of non-essential marketing communications at any time.

7. E-Commerce and Skincare Store Information

The Cosmenon skincare store may collect personal information required to process online purchases, fulfil orders, provide customer support, and maintain transaction records.

This may include:

• Customer name

• Contact information

• Billing and delivery address

• Transaction details

• Order history

• Product enquiries

Information may also be used to:

• Process returns or exchanges

• Respond to customer enquiries

• Improve ecommerce functionality

• Provide product-related updates where consent has been provided

Cosmenon does not knowingly sell personal information collected through the skincare store to third parties.

8. Squarespace Ecommerce and Third-Party Providers

Squarespace may be used to support aspects of the Cosmenon website, ecommerce functionality, analytics, and online store services.

Third-party providers may assist with:

• Website hosting

• Payment processing

• Ecommerce transactions

• Shipping and delivery

• Analytics and website optimisation

• Email communications

These providers may collect or process information in accordance with their own privacy policies.

Payment information is processed through secure third-party payment gateways and is generally not stored directly by Cosmenon unless otherwise stated.

Some third-party providers may store information on servers located outside Australia.

9. Disclosure of Information

Personal information may be disclosed where reasonably necessary to:

• Healthcare professionals involved in patient care

• Pharmacies or pathology providers where relevant

• Payment processors

• Website, IT, or software providers

• Booking and ecommerce providers

• Legal, regulatory, or government authorities where required by law

• Professional indemnity insurers or legal advisors where appropriate

Cosmenon does not sell personal information to third parties.

10. Website Cookies and Analytics

The Cosmenon website may use cookies, analytics tools, and related technologies to:

• Monitor website traffic

• Improve website functionality

• Analyse visitor behaviour

• Support marketing and SEO performance

• Enhance user experience

These technologies generally do not personally identify users directly. Users may disable cookies through their browser settings if preferred.

11. Storage and Security

Cosmenon takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Information may be stored electronically using secure clinical software systems, encrypted digital services, or protected cloud-based platforms. Despite reasonable safeguards, no electronic storage or transmission system can be guaranteed to be completely secure.

12. Cosmetic Medicine Health Record Retention

Due to the nature of cosmetic medical practice, Cosmenon may retain consultation notes, consent documentation, treatment records, medication history, procedural details, and clinical photography as part of the patient health record.

These records are maintained to support:\

• Continuity of care

• Patient safety

• Management of delayed complications

• Regulatory compliance

• Professional indemnity obligations

• Clinical audit and quality assurance processes

Records are retained in accordance with applicable Australian healthcare privacy legislation, professional standards, and medical record retention requirements.

Adult medical records are generally retained for a minimum of seven (7) years from the date of the last clinical entry. Records relating to minors may be retained until the patient reaches adulthood plus any additional legally required retention period.

When information is no longer required, reasonable steps will be taken to securely destroy or de-identify records where appropriate and legally permissible.

13. Access and Correction Requests

Patients may request access to personal information held by Cosmenon, subject to applicable legal and clinical limitations. Requests should be submitted in writing using the contact details provided below. Reasonable steps will also be taken to correct inaccurate, incomplete, or outdated information where appropriate. Identity verification may be required before releasing information.

14. Data Breach Response Procedures

Cosmenon takes data security seriously and maintains reasonable safeguards to reduce the risk of unauthorised access, misuse, loss, or disclosure of personal information.

In the event of a suspected or confirmed data breach, steps may include:

• Containing and assessing the incident

• Investigating the nature and extent of the breach

• Identifying affected individuals

• Implementing corrective security measures

• Providing notification where required under applicable privacy laws

Where an eligible data breach occurs under the Notifiable Data Breaches scheme, affected individuals and the Office of the Australian Information Commissioner (OAIC) may be notified in accordance with legal obligations.

15. AHPRA-Compliant Communications

Cosmenon aims to ensure that all public communications, educational materials, website content, newsletters, social media content, and marketing activities remain consistent with applicable Australian healthcare advertising obligations, including guidance issued by the Australian Health Practitioner Regulation Agency (AHPRA) and the Medical Board of Australia.

Information provided through the website or associated communication channels is intended for general educational purposes only and does not constitute individual medical advice.

Treatment suitability, risks, expected outcomes, and procedural recommendations can only be determined following an appropriate medical consultation.

Cosmenon does not guarantee outcomes from cosmetic medical procedures, and individual responses to treatment may vary.

16. Third-Party Websites

The Cosmenon website may contain links to external websites or third-party platforms.

Cosmenon is not responsible for the privacy practices, content, or security of external providers or websites.

Users should review external privacy policies independently.

17. Children’s Privacy

Cosmenon services are generally intended for adults. Where services involve minors, personal information will only be collected with appropriate consent from a parent or legal guardian and in accordance with applicable legal obligations.

18. Changes to This Policy

This Privacy Policy may be updated periodically to reflect changes in clinic operations, legal requirements, website functionality, or regulatory obligations.

The latest version will always be available on the Cosmenon website.

19. Contact Information

For privacy-related enquiries, requests, or concerns, please contact:

Cosmenon PTY LTD

Melbourne, Victoria, Australia

Website: www.cosmenon.com