Privacy Policy

WorkClinic Pty Ltd  |  Suite 17, 89–97 Jones Street, Ultimo NSW 2007, Australia  |  www.workclinic.com.au

Effective date: 6 August 2026  |  Version: 1.0

1. About this policy

WorkClinic Pty Ltd ("WorkClinic", "we", "us", "our") provides injury management consultant (IMC) services in the NSW workers compensation system. Dr Mark Samaan is approved by the State Insurance Regulatory Authority (SIRA) as an injury management consultant under section 45A of the Workplace Injury Management and Workers Compensation Act 1998 (NSW). This policy explains how we collect, hold, use, disclose and protect personal information and health information.

We are bound by:

  • — the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
  • — the Health Records and Information Privacy Act 2002 (NSW) and the Health Privacy Principles (HPPs)
  • — the conditions of approval imposed on injury management consultants by SIRA
  • — the Medical Board of Australia's Good Medical Practice: A Code of Conduct for Doctors in Australia

2. Whose information we handle

  • — Injured workers referred to us for an injury management consultation or file review
  • — Referrers and their staff — insurers, employers, nominated treating doctors, legal representatives
  • — Other treating and service providers involved in a worker's recovery
  • — Website visitors and general enquirers

3. What information we collect

Injured workers. We generally receive this information from the referrer, not from the worker directly. It typically includes:

  • — Name, date of birth, contact details, claim number
  • — Employment details and duties
  • — Details of the injury and its circumstances
  • — Medical records, reports, imaging, certificates of capacity
  • — Treatment history and current treatment plan
  • — Return-to-work history and workplace correspondence
  • — Information obtained during a consultation or examination, if one is conducted

Some of this is health information, a sensitive category under both the Privacy Act and the HRIP Act, which attracts additional protection.

Referrers, employers and other providers. Name, role, organisation, business contact details, and correspondence relating to a referral.

Website visitors. Our website may collect limited technical information such as IP address, browser type, and pages visited. We do not use this to identify individuals.

4. How we collect information

  • — from insurers, employers or other referrers making a referral
  • — from the injured worker, during a consultation or examination
  • — from nominated treating doctors, treating specialists and other service providers, with appropriate authority
  • — directly, via email

Unsolicited information. If we receive personal information we did not request and could not lawfully have collected, we will destroy or de-identify it as soon as practicable, unless we are required to retain it.

5. Why we collect and use information

We collect and use information to perform the functions of an injury management consultant under Part 6 of the Workers Compensation Guidelines, including to:

  • — assess barriers to a worker's recovery at or return to work
  • — consult with the nominated treating doctor, worker, employer and other providers
  • — prepare and provide the IMC report
  • — issue invoices and manage payment
  • — comply with our legal, regulatory and professional obligations
  • — respond to complaints and to SIRA performance monitoring and quality assurance requests

We do not use your information for marketing. We do not sell, rent or trade personal information.

6. Consent

Workers are asked to provide consent for the collection and use of their information in connection with a workers compensation claim, usually via the claim form authority provided to the insurer. Where consent is required and has not been given, we will not proceed. A worker may withdraw consent at any time by contacting us, though this may prevent us from completing the referral. Where this occurs we will notify the referrer that we are unable to complete all aspects of the referral.

7. Who we disclose information to

The IMC report is, as required by the Workers Compensation Guidelines, provided to the referrer, the nominated treating doctor, the insurer, and the injured worker (unless release would pose a serious threat to the life or health of any person). A copy may also be provided to the employer and to any other party involved in the injury management consultation. We may also disclose information:

  • — to SIRA, where required under our conditions of approval or for performance monitoring
  • — to the Personal Injury Commission, where we are engaged to assist with a dispute
  • — to interpreters engaged for a consultation, who are bound by confidentiality
  • — to our professional indemnity insurer or legal advisers, where necessary
  • — where required or authorised by law

Overseas disclosure. We do not routinely disclose personal information overseas. Some of our service providers (for example, email and cloud storage) may store data on servers outside Australia. Where this occurs we take reasonable steps to ensure the provider handles the information consistently with the APPs.

8. How we store and protect information

We hold information in secure electronic form. Our safeguards include:

  • — multi-factor authentication on all accounts
  • — encrypted storage and encrypted transmission of files
  • — a dedicated work device, not used for personal purposes
  • — VPN protection when accessing case material
  • — password controls and regular password rotation
  • — restricted access — only referred doctor can access case material
  • — secure destruction of any paper records

9. How long we keep information

We retain health records for a minimum of seven years from the date of last entry, or in the case of a person under 18, until they reach the age of 25 — as required under the Health Records and Information Privacy Act 2002 (NSW). After that period, records are securely destroyed or de-identified.

10. Data breaches

We have a data breach response process. If we become aware of a breach likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.

11. Accessing and correcting your information

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete or misleading. To make a request, contact us using the details in section 13. We will respond within 30 days, verify your identity before releasing information, and provide access in the format you request where reasonable.

We may refuse access in limited circumstances permitted by law — for example, where release would pose a serious threat to the life, health or safety of any person, or would unreasonably affect another person's privacy. If we refuse, we will give you written reasons and explain how to complain. We may charge a reasonable fee for retrieving and copying records, and will tell you the fee before proceeding.

Note on IMC reports: where an IMC report has been prepared for an insurer, requests for a copy of the report may also be directed to the insurer.

12. Complaints

If you have a concern about how we have handled your information, contact us first using the details below. We will acknowledge your complaint promptly and aim to resolve it within 30 days. If you are not satisfied with our response, you may complain to:

Office of the Australian Information Commissioner (OAIC) — 1300 363 992 — www.oaic.gov.au
NSW Information and Privacy Commission (IPC) — 1800 472 679 — www.ipc.nsw.gov.au

You may also raise concerns about an injury management consultant with the State Insurance Regulatory Authority (SIRA) — 13 74 72 — licensing@sira.nsw.gov.au

13. Contact us

Privacy Officer, WorkClinic Pty Ltd, Suite 17, 89–97 Jones Street, Ultimo NSW 2007  |  doctor@workclinic.com.au

14. Changes to this policy

We may update this policy from time to time. The current version is always available at www.workclinic.com.au. Material changes will be noted by an updated effective date and version number.