IBAS − Institute for Breathing and Sleep

About Us > Privacy Policy

Privacy Policy

IBAS Privacy Policy

1. About this Policy

In this policy, IBAS, we, us, or our refers to the Institute for Breathing and Sleep.

IBAS is committed to protecting the privacy, dignity and rights of all individuals whose personal information we collect and manage. This includes research participants, patients, collaborators, donors, staff, contractors and other stakeholders.

This Privacy Policy outlines how we collect, use, disclose and safeguard personal information in accordance with applicable laws, including the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic).

This policy applies across IBAS operations and is intended for both internal personnel and external stakeholders.

2. What is Personal Information?

Personal information is information or an opinion that identifies, or could reasonably identify, an individual. This may include names, contact details, professional roles, identifiers such as IP addresses, or other relevant data.

Certain types of personal information are classified as sensitive information. This includes, but is not limited to:

• health and medical information (including biospecimens and genetic data)
• racial or ethnic origin
• religious or philosophical beliefs
• political affiliations
• sexual orientation
• union or professional memberships
• criminal history

Sensitive information is subject to stronger protections and is only collected where lawful and appropriate, typically with explicit consent.

3. What Information We Collect

IBAS collects information deemed (reasonably) necessary to support our research, clinical, operational and engagement functions.

Depending on your interaction with IBAS, this may include:

• identity and contact information
• demographic details (e.g. date of birth, occupation)
• health-related and clinical data
• research data and study-specific information
• financial details for donations or payments
• images or recordings (e.g. at events or for research with consent)
• website usage data, including through cookies and analytics tools
• other relevant information required for our activities

We may also collect aggregated or de-identified data that does not identify individuals.

4. How We Collect Information

Where possible, we collect personal information directly from you. This may occur when you:

• interact with IBAS staff
• participate in research studies
• complete forms or surveys
• make enquiries or donations
• use our websites or digital platforms

In some circumstances, we may collect information from third parties (e.g. collaborators, healthcare providers, or authorised representatives), where lawful and appropriate. In such cases, we take reasonable steps to ensure you are informed.

5. Website Use, Cookies and Digital Tools

IBAS uses cookies and analytics technologies to improve website functionality and better understand user engagement.

These tools may collect technical data such as IP addresses, browsing patterns and interactions with our digital content. This information is used in an aggregated manner to enhance user experience and inform service improvements.

Users may configure their browser settings to manage or disable cookies.

Our websites may also contain links to external sites. IBAS is not responsible for the privacy practices of those third parties.

6. Why We Use Personal Information

IBAS uses personal information to support its core purpose of advancing research and improving health outcomes.

This includes:

• conducting and managing research programs
• delivering clinical and support services
• communicating with stakeholders
• administering donations and partnerships
• regulatory compliance and reporting
• organisational planning and quality improvement
• promoting IBAS activities, where appropriate

We only use personal information in ways that are consistent with the purpose for which it was collected, unless otherwise permitted by law or with your consent.

7. What Happens If Information Is Not Provided

You may choose not to provide personal information or to use a pseudonym where lawful and practical.

However, in some cases IBAS may be unable to:

• enrol you in research studies
• provide certain services
• process donations
• maintain ongoing engagement

8. How We Store and Protect Information

IBAS takes reasonable and proportionate measures to safeguard personal information from misuse, loss, unauthorised access or disclosure.

This includes:

• secure IT systems and data environments
• access controls and staff confidentiality obligations
• contractual protections with third parties
• data minimisation, de-identification and secure destruction practices

While we take all reasonable steps, no system can be guaranteed to be completely secure, particularly in online environments.

9. Disclosure of Personal Information

IBAS may disclose personal information where necessary to support our work. This may include:

• IBAS personnel (staff, students, contractors and volunteers)
• research collaborators and partner organisations
• service providers and professional advisors
• regulatory authorities or as required by law

Where information is shared, we take reasonable steps to ensure it is handled in accordance with applicable privacy obligations.

10. Donations and Public Recognition

Where individuals provide financial support to IBAS, we may acknowledge this in publications or reports.

We respect donor preferences, including requests for anonymity, and will manage recognition accordingly.

11. Overseas Disclosure

IBAS collaborates with research partners internationally. This may involve sharing personal information across borders.

Where this occurs, we:

• limit sharing to what is necessary
• prioritise de-identified data where possible
• implement safeguards consistent with applicable legal requirements

12. Your Rights

You have the right to:

• request access to your personal information
• request correction of inaccurate or incomplete information
• request deletion or de-identification (where feasible)

IBAS will respond to such requests within a reasonable timeframe and in accordance with legal obligations.

13. Complaints

If you have concerns about how your information has been handled, you may lodge a complaint with IBAS.

We take all complaints seriously and will investigate promptly. Where appropriate, complaints may also be directed to the Office of the Australian Information Commissioner.

14. Changes to this Policy

This Privacy Policy may be updated from time to time. The latest version will be published on IBAS platforms and will take effect upon publication.

15. Contact

For privacy enquiries, requests or complaints, please contact:

IBAS Privacy Officer
Institute for Breathing and Sleep

Level 5, Harold Stokes Building

145 Studley Road, Heidelberg

VIC 3084

Email: info@ibas.org.au
Phone: 03 9496 5390

References

1. Privacy Act 1988 (Cth). https://www.legislation.gov.au/C2004A03712/2014-03-12
2. Health Records Act 2001 (Vic). https://www.legislation.vic.gov.au/in-force/acts/health-records-act-2001/050

Approved by IBAS Board - 31 August 2026