Smile Dental Clinic Kalgoorlie (“we”, “us”, “our”) is committed to protecting the privacy of our patients and website visitors. This policy explains how we collect, use, store and disclose personal information, and how we comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and applicable Western Australian health records requirements.
Information we collect
The personal information we collect depends on how you interact with us. It may include:
- Contact details such as your name, address, phone number, email address and date of birth
- Medicare, private health fund, DVA and payment plan details required to process claims and payments
- Health information, including your dental and medical history, treatment records, clinical notes, radiographs and photographs
- Emergency contact details and, where relevant, the details of a parent or guardian
- Correspondence with our practice, including booking enquiries and feedback
- Technical information collected automatically when you use this website, such as your IP address, browser type and pages visited
How we collect it
Wherever practical, we collect personal information directly from you — in person at the practice, over the phone, through our online booking and contact forms, or via patient forms you complete. In some cases we may collect information from a third party, such as a referring practitioner, a health fund, a parent or guardian, or your treating medical practitioner. Where we do, we take reasonable steps to make sure you are aware of the collection.
Why we collect it
We collect and use your personal information to:
- Provide dental assessment, treatment and ongoing care
- Maintain accurate clinical records as required by law and professional standards
- Manage appointments, recalls and treatment reminders
- Process payments and submit claims to health funds, Medicare, DVA or approved payment providers
- Communicate with you about your care and respond to your enquiries
- Meet our legal, regulatory, insurance and professional obligations
- Improve the quality and safety of our services
If you choose not to provide the information we ask for, we may be unable to provide safe or appropriate dental treatment.
Who we disclose it to
We do not sell your personal information. We may disclose it to:
- Other treating practitioners, specialists or dental laboratories involved in your care
- Health funds, Medicare, DVA and approved payment providers for claiming and billing
- Our practice management software, IT, records storage and administrative service providers, who are bound to protect your information
- Our insurers and professional advisers where reasonably necessary
- Anyone you have authorised in writing to receive your information
- Any party where disclosure is required or authorised by law
Storage and security
Patient records are held in electronic and, where applicable, paper form. We take reasonable steps to protect your information from misuse, interference, loss and unauthorised access, modification or disclosure. These steps include access controls and staff passwords, secure premises and locked storage, confidentiality obligations for all staff, and secure backups. Where information is held by a service provider on our behalf, we require them to apply comparable protections. Some providers may store data on servers located outside Australia; where that occurs we take reasonable steps to ensure the handling of your information remains consistent with the Australian Privacy Principles.
We retain health records for the periods required by law — generally at least seven years from the date of last entry for adults, and until a patient who was a child reaches 25 years of age. Information no longer required is securely destroyed or de-identified.
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 or incomplete. Please make your request in writing using the contact details below. We will respond within a reasonable period. In limited circumstances permitted by law we may decline a request, in which case we will explain why in writing. A reasonable administrative fee may apply for retrieving and copying records.
This website
Our website uses cookies and similar technologies to help the site function and to understand how visitors use it. You can disable cookies in your browser settings, though some parts of the site may not work as intended. This website may embed third-party content, such as maps and booking tools, which are governed by the privacy policies of those providers. Please do not send sensitive health information through website forms or email; contact the practice directly instead.
Complaints
If you believe we have mishandled your personal information, please contact us using the details below so we can investigate and respond. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Contact us
Smile Dental Clinic Kalgoorlie
7/84–90 Brookman Street, Kalgoorlie WA 6430
Phone: (08) 9022 7199
Email: receptionist@smiledentalclinic.com.au
This policy may be updated from time to time. The current version is always available on this page.