Last Updated: 26 February 2025
Privacy Policy
Introduction
We are committed to ensuring that your personal information is kept private and confidential. This Privacy Policy sets out how we use and manage your personal information. Personal information includes information that can identify you and information about your past and current health. As a provider of health services, we are bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act 1988. We also have professional and ethical obligations to protect your privacy and keep your personal information confidential.
Why and When Your Consent is Necessary
When you register as a patient of our practice, you provide consent for our dental practitioners and practice staff to access and use your personal information so they can provide you with the best possible dental care. Only staff who need to see your personal information will have access to it. If we need to use your information for anything else, we will generally seek additional consent from you, unless obtaining your consent is not practical or reasonable, and an exception under the Privacy Act 1988 (Cth) applies.
Information We Collect
We will only collect information that is necessary to provide our services and carry on our dental practice. We collect the following types of personal information:
- Name, contact details, and address
- Age, date of birth, and gender
- Dental history and previous dentists
- Medical history
- Details about your current health and medications
- Health insurance details
- Medicare number (where available) for identification and claiming purposes
- Information regarding other funding sources, where relevant (e.g., Child Dental Benefits Schedule, Department of Veterans' Affairs)
- Information on workers' compensation, motor vehicle and other accident claims, where relevant
- Healthcare identifiers, where relevant
- Credit card details if you pay by credit card or if we claim directly to your health fund through HICAPS
- Browser type, device information, IP address when you visit our website
How We Collect Your Information
We collect personal information in several ways:
- When you complete a patient questionnaire
- When you provide information verbally to our dentists or staff members
- During the course of providing dental services
- When you visit our website, send us an email or SMS, telephone us, make an online appointment, or communicate with us
- From third parties if you have agreed they can provide us with information, such as:
- Your health insurance provider
- Medicare
- Other dentists, dental specialists or other health practitioners (including your General Practitioner)
If a person is unable to provide us with personal information which we need to provide them with dental services (for example if the patient is a young child or lacks the capacity to provide these details), we will require this information to be provided by the patient's legal guardian or another person who is legally entitled to act for that person.
How We Use Your Information
We may use your personal information for any of the following purposes:
- To assess whether we can safely provide you with our dental services
- To maintain and administer your patient file
- To invoice you for our fees
- To process your health insurance claims
- To contact you for follow-up services and check-up reminders
- To collect unpaid invoices
- To send information to you about our dental practice
- For directly related business activities, such as financial claims and payments, practice audits and accreditation, and business processes
- To maintain and improve our website and services
- To comply with legal obligations
How We Ensure Your Information is Accurate
We take reasonable steps to ensure that the personal information we collect from you is accurate, up-to-date and complete. These steps include:
- Maintaining and updating your personal information when you attend the practice
- Amending information when you let us know that any of your information has changed
How We Protect and Store Your Information
We provide ongoing training to our staff to ensure the personal information which we hold about you is kept confidential.
Your personal information may be stored at our practice in various forms including:
- Hard copies in locked files
- Electronic records with security processes for computer access
- Visual records (X-rays, CT scans, videos, and photos)
- Dental models or impressions
We take steps to protect these records against loss, misuse, unauthorized access, use, modification, or disclosure. We ensure that electronic data is backed up.
We, or our contracted data storage providers, may use servers, systems, and cloud computing providers outside Australia. We use our best endeavors to ensure that our storage providers are required to comply with Australian Privacy laws.
After a period of 7 years (or in the case of a person under 18, until the person turns 25), we may securely destroy or de-identify your records in accordance with Australian laws.
When, Why and With Whom We Share Your Information
We will disclose your personal information to third parties if you have agreed that we can do so. For example, we will disclose your personal information:
- If you ask us in writing or provide us with your written consent to disclose your information to a third party
- In an emergency situation, if you have nominated relatives or next of kin as emergency contacts
- To other dentists, dental specialists and healthcare providers, for the purpose of seeking a second opinion or a referral
- To laboratories and dental specialists (within Australia or overseas) to provide advisory services relating to your treatment
- When it is required or authorized by law (e.g., court subpoenas)
- When it is necessary to lessen or prevent a serious threat to a patient's life, health or safety, or public health or safety
- To assist in locating a missing person
- To establish, exercise or defend an equitable claim
- For the purpose of confidential dispute resolution process
- When there is a statutory requirement to share certain personal information
We may also disclose specific personal information (your name, address, contact details, and amount owing to us) to debt collection providers engaged by us if you do not pay our invoices within the required time.
Other than as set out above, we will only disclose your personal information without your agreement if we are legally required to do so. Under the Privacy Act, we must disclose your personal information if we are directed to do so by a government or regulatory body (including Medicare) or a statutory body (e.g., a court or a tribunal) with legal powers to obtain your information.
We will not share your personal information with anyone outside Australia (unless under exceptional circumstances that are permitted by law or for dental treatment purposes) without your consent.
Our practice will not use your personal information for marketing any of our goods or services directly to you without your express consent. If you do consent, you may opt out of direct marketing at any time by notifying our practice in writing.
Accessing Your Personal Information
You have the right to access the personal information that we hold about you. You can contact us in writing, by email, or by telephone and request access to your personal information. Our contact details are provided on our website. We will always try to meet your request within a reasonable time.
In some circumstances, your request for access may be denied. These circumstances include:
- If we no longer hold any personal information about you
- If your request is frivolous or vexatious
- If the information requested relates to existing or anticipated legal proceedings and would not normally be disclosed as part of those proceedings
- If providing access would be unlawful
- If denying access is required or allowed by law
If we are unable to give you access to the information you have requested, we will give you written reasons for this decision when we respond to your request.
We may charge you a reasonable fee for access to some types of information requested by you. This charge will be limited to the cost of recouping our costs for providing you with the information. Charges may include document retrieval, photocopy, the costs of duplication of X-rays and models, and delivery costs to you.
Correcting Your Personal Information
To enable us to provide you with the best service, it is important that the information we hold about you is accurate and up-to-date. You will need to provide us with any changes to your personal information (including change of address, name, telephone number, and health providers) to enable us to update your records. We will take reasonable steps to ensure that the information that we hold about you is accurate and up-to-date.
IT and Web Privacy
We will not send clinical information about patients via email unless it is appropriately security protected. We manage our IT systems with appropriate processes and systems to ensure data is not lost, and if we store data offsite (e.g., in Cloud facilities), we only use facilities that comply with the Australian Privacy Principles.
We will not transfer personal information to anyone in a foreign country for any reason without prior written consent (except for dental treatment purposes as noted above).
Our website may use cookies and similar tracking technologies to enhance your browsing experience. You can configure your browser to refuse cookies, but this may limit certain functionalities of our website.
How to Lodge a Privacy-Related Complaint
We take complaints and concerns regarding privacy seriously. You should express any privacy concerns you may have in writing. We will then attempt to resolve your issue(s) in accordance with our resolution procedure. Please contact the practice via the contact information provided on our website, and we will respond within a reasonable time.
You may also contact the Office of the Australian Information Commissioner (OAIC). The OAIC may decide not to investigate your complaint if you have not raised it with the practice first. For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992.
Changes to This Policy
We may update this Privacy Policy periodically. The latest version will be posted on our website. This policy will be reviewed every 12 months to ensure it is in accordance with any changes that may occur.
Media Usage Disclaimer
The videos, images, and other media content from third-party manufacturers displayed on this website are used for informational and educational purposes only. This content has been sourced from manufacturers' official websites, YouTube channels, and other publicly available platforms.
Copyright and Trademark Notice
All trademarks, logos, product images, videos, and brand names that appear on this website are the property of their respective owners. We do not claim ownership of any such third-party content, nor do we assert any affiliation, sponsorship, or endorsement by these companies unless explicitly stated.
Fair Use Statement
The display of such content on our website is believed to constitute "fair use" under applicable copyright and intellectual property laws. This content is used for:
- Product information and education
- Commentary and critique
- Non-commercial, informational purposes
- Helping consumers make informed decisions
No Infringement Intended
We have no intention to infringe upon any copyright, trademark, or other intellectual property rights. If you are the rightful owner of any content displayed on this website and believe that your intellectual property rights have been infringed, please contact us immediately with proper verification of your ownership, and we will promptly address your concerns.
Removal Requests
We respect the intellectual property rights of others and will promptly remove any content upon receiving a valid request from the rightful owner.
Terms of Use
General Information
The information contained on this website is provided for general informational purposes only. While we strive to keep the information up to date and accurate, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability, or availability of the information, products, services, or related graphics contained on this website.
Not Professional Advice
The content on this website is not intended to be a substitute for professional dental advice, diagnosis, or treatment. The information about dental services presented on this website should not be considered comprehensive or definitive. Each patient's needs are unique, and the information provided here may not apply to your specific situation.
Consultation Required
Always seek the advice of your dentist or other qualified healthcare provider regarding any questions you may have about a dental condition or treatment options. Your dentist will consider your specific health situation, medical history, and needs before recommending any procedure or treatment. What works best for one patient may not be optimal for another.
No Doctor-Patient Relationship
The use of this website does not establish a doctor-patient relationship. Any information you provide through the website is not protected by doctor-patient confidentiality until you formally become a patient of our practice.
Risk and Results
All dental procedures carry some degree of risk and individual results may vary. The information on this website regarding treatment outcomes represents typical results, but we cannot guarantee specific outcomes for any individual patient.
External Links
This website may contain links to external websites that are not provided or maintained by us. We do not guarantee the accuracy or relevance of information on any external websites.
Limitation of Liability
In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.
Professional Judgment
Persons implementing any procedures or recommendations should exercise their own independent skill or judgment, or seek appropriate professional advice. While this website is directed to dental practice information, it does not ensure compliance with any laws, and cannot of itself guarantee discharge of the duty of care owed to patients.
Policy Review
This disclaimer will be reviewed every 12 months to ensure it remains current with applicable laws and regulations.
Changes to Disclaimer
We reserve the right to make changes to this disclaimer at any time. Please check this page regularly to ensure you are familiar with the current version.
Contact Us
If you have any questions about this privacy policy or disclaimer, please contact us using the information provided on our website.