Effective date: 12 December 2025

WARM Health Collective respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, hold, use, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Who We Are

WARM Health Collective is an Australian-based women’s mental health service providing psychiatry-led, integrated mental health care.
This website is operated by WARM Health Collective (ABN: 73 375 605 890), based in Victoria, Australia.

For privacy-related enquiries, please contact:
hello@warmhealthcollective.com.au

Our Commitment to Privacy

We take privacy seriously - particularly given the sensitive nature of mental health information.
We collect only what is necessary, handle it with care, and never sell or rent personal information.

What This Policy Covers

This Privacy Policy outlines how we collect, use, store, and disclose personal information:

• through our website

• via waitlist and update-list forms

• through referrals from doctors or other referrers

• when clinicians or future team members contact us

• via email, phone, or other communications

What Is Personal Information?

Personal information is information that identifies, or could reasonably identify, you.
This may include:

• your name

• contact details (email, phone number, suburb or postcode)

• referral information

• information you voluntarily share with us

• technical data such as IP address or browser type

Some personal information may also be sensitive information, including health information, which is afforded a higher level of protection under Australian law.

What Information We Collect

We aim to collect the minimum information necessary, depending on how you interact with WARM. This may include:

Contact and identification details

• name

• email address

• phone number

• suburb or postcode

Health-related information (where applicable)

• information included in referrals

• information you choose to share via forms or correspondence

Professional information

• clinician expressions of interest

• employment or contractor enquiries

Administrative and technical information

• communications with us

• website usage data (via cookies and analytics)

How We Collect Information

We collect information:

• directly from you (e.g. waitlist forms, emails, phone calls)

• from referrers (such as doctors), where appropriate and authorised

• from third parties you authorise

• automatically through website technologies (cookies, analytics)

Choice and Consent

You do not have to provide personal information to us. However, if you choose not to, it may affect our ability to add you to the waitlist, respond to your enquiry, or progress a referral.

By providing personal information to WARM Health Collective, you consent to us collecting, holding, using, and disclosing it in accordance with this Privacy Policy.

Information From Third Parties

We may receive personal information about you from a third party, such as a doctor or referrer, where appropriate and authorised.

If you provide personal information about someone else (for example, a partner or family member), you confirm that you have their consent to share that information with us.

How We Use Your Information

We use personal information to:

• manage waitlists and referrals

• communicate with you about opening timelines, fit-out updates, availability, and next steps

• provide and coordinate mental health care

• respond to enquiries

• consider clinician expressions of interest and employment applications

• manage administrative and operational requirements

• improve our services and website

• meet legal, regulatory, and professional obligations

Disclosure of Personal Information

We may disclose personal information to:

• clinicians, staff, and contractors within WARM Health Collective

• service providers who assist us with operations (e.g. IT, email platforms, analytics)

• referrers (such as doctors), where appropriate and authorised

• professional advisers, regulators, courts, or law enforcement where required by law

Some service providers may store data outside Australia. Where this occurs, we take reasonable steps to ensure appropriate privacy protections are in place.

We do not sell or rent personal information.

Sensitive Information

Sensitive information (including health information) is handled with additional care.
We only collect, use, or disclose sensitive information:

• for the primary purpose for which it was collected

• for a directly related secondary purpose

• with your consent

• where required or authorised by law

Email Communications and Updates

If you join our waitlist or update lists, we may send practical communications relating to:

• opening timelines and fit-out updates

• appointment availability

• referral processes

• next steps

You can unsubscribe from non-essential communications at any time using the link in our emails or by contacting us at hello@warmhealthcollective.com.au.

Please note that opting out of certain communications may limit our ability to contact you regarding waitlist or referral updates.

Cookies, Analytics, and Advertising

Our website may use cookies and analytics tools (such as Google Analytics) to understand how visitors use the site and to improve functionality. These tools collect aggregated, non-identifying information.

We may also use advertising or remarketing services (such as Google or Meta platforms). These services may use cookies or similar technologies to show relevant content based on visits to our website. We do not receive personal information from these platforms.

You can manage cookies through your browser settings.

Storage and Security

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure. These steps include:

• secure systems and platforms

• limited access to personal information

• reputable third-party providers with appropriate safeguards

Online Transmission

While we take reasonable steps to protect personal information, no method of transmission over the internet is completely secure. Any information submitted online is provided at your own risk.

How Long We Keep Information

We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, or as required by law. When no longer required, information is securely deleted or de-identified.

Your Rights

You have the right to:

• request access to personal information we hold about you

• request correction of inaccurate or outdated information

• withdraw consent where applicable

• opt out of communications

• make a privacy complaint

To exercise these rights, contact us at:
hello@warmhealthcollective.com.au

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites.

Updates to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available on our website, with the effective date shown above.

Contact Us

If you have questions about privacy or how your information is handled, please contact:

WARM Health Collective
Email: hello@warmhealthcollective.com.au
Location: Collingwood, VIC