Aviation Medical Examination Services (ABN 38 704 754 520) is operated by Dr Khaled El-Khawas, a Designated Aviation Medical Examiner appointed by the Civil Aviation Safety Authority (CASA). This policy explains what personal information we collect, why, and how we handle it. We are bound by the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Health Records Act 2001 (Vic).
What we collect
When you book or contact us: your name, email address, phone number, date of birth, and Aviation Reference Number (ARN).
During your examination: health information needed to assess you against CASA's medical standards — your medical history, examination findings, test results and any reports from other practitioners. Most of this is entered directly into CASA's Medical Records System (MRS), which CASA operates and controls.
Payment: card payments are processed by our payment provider. We do not see or store your full card number.
Why we collect it
We collect this information to conduct your aviation medical examination, report the outcome to CASA as required under Part 67 of the Civil Aviation Safety Regulations, communicate with you about your appointment, and meet our own legal and professional record-keeping obligations. We do not use your information for marketing.
Who we share it with
- CASA — your examination findings and our recommendation are reported to CASA through MRS. This is the purpose of the examination and is required by law. CASA's own privacy policy governs what it does with that information.
- Other practitioners — with your consent, where a report from a specialist, optometrist or pathology provider is needed for your assessment.
- Service providers — our booking system (Acuity Scheduling), website (Squarespace) and payment processor store your booking and contact details on our behalf. These providers are based in the United States and store data outside Australia. We only use providers that commit to protecting the information they hold.
We do not sell or give your information to anyone else. We may disclose information without your consent only where the law requires or permits it — for example, in a medical emergency or when CASA exercises its powers under the Civil Aviation Act.
How we hold and protect it
Clinical records are kept in MRS and in our practice records, with access limited to Dr El-Khawas and any staff bound by confidentiality. Booking and contact details are held in the systems named above, protected by password and encryption. We keep health records for at least seven years after your last visit, as Victorian law requires.
Your rights
You can ask to see the personal information we hold about you, or ask us to correct it, by emailing khaled@aeromedic.com.au. We will respond within 30 days. Information held in MRS is controlled by CASA, and requests for that information should go to CASA directly.
Complaints
If you are concerned about how we have handled your information, contact us first at khaled@aeromedic.com.au and we will try to resolve it with you. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au, 1300 363 992) or the Health Complaints Commissioner Victoria (hcc.vic.gov.au, 1300 582 113).
Contact
Aviation Medical Examination Services 32 Camp Street, Ballarat Central VIC 3350 khaled@aeromedic.com.au · +61 490 439 986
Last updated: September 2026