Scope and our commitment

Smile Dental Clinic is a private health service provider. The Privacy Act 1988 applies to private-sector health service providers regardless of turnover. We take reasonable steps to handle personal information openly, carefully and only for legitimate clinical, administrative and legal purposes.

This policy applies to information handled through the clinic, our website, telephone and email communications, appointment and claiming systems, and service providers acting for us. Third-party services such as Healthengine also have their own privacy policies and terms.

Information we may collect

Depending on your dealings with us, we may collect your name, date of birth, address, contact details, Medicare or DVA details, private health-fund details, payment and account information, emergency contacts, appointment history and communications.

Health information may include medical and dental history, medicines, allergies, symptoms, diagnoses, treatment plans, consent records, clinical notes, referrals, radiographs, scans, photographs and correspondence with other treating providers. We may also collect information about a parent, guardian, carer or authorised representative where relevant.

How information is collected

We usually collect information directly from you or your authorised representative. With authority or where otherwise permitted, information may also come from a referring practitioner, previous dentist, laboratory, hospital, insurer, government program, booking provider or another person involved in your care.

If you choose not to provide information needed for safe treatment, identification, billing or legal requirements, we may be unable to provide some services.

Why we collect, use and disclose information

We use and disclose information where reasonably necessary to provide and coordinate dental care, assess suitability, maintain clinical records, manage appointments, communicate with you, obtain consent, process payments and claims, respond to concerns, improve service quality, meet professional and legal obligations, and protect patients, staff and the public.

Relevant information may be shared with treating practitioners and authorised staff; dental laboratories and imaging or referral providers; private health insurers and HICAPS; Medicare, CDBS, DVA or other authorised programs; payment, booking, communications, records, IT and security providers; professional advisers; and courts, regulators or authorities where required or authorised by law. We do not sell patient health information.

Direct marketing and online services

We will only use personal information for direct marketing where permitted, and you may ask us to stop marketing communications at any time. Essential appointment, account, safety and care communications are not marketing.

Our website may use cookies and technical logs for security, functionality and site measurement. When you follow an external link or use an embedded booking, payment or social platform, that provider may collect information under its own privacy policy. Avoid sending urgent or highly sensitive clinical details through ordinary website forms or social media.

Storage, security and overseas processing

Records may be held in paper and electronic systems. We use reasonable administrative, physical and technical safeguards, limit access to people who need it, and retain or securely dispose of records in accordance with applicable clinical, professional and legal requirements.

Some technology or support providers may store or process information outside Australia. Where this is relevant, we take reasonable steps required by the Australian Privacy Principles and assess provider safeguards. Contact us if you would like information available to us about a particular service.

Access, correction and privacy complaints

You may ask for access to personal information we hold about you or request correction if it is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify identity and may refuse or limit access only where the law permits. If access is refused, we will ordinarily explain why and available complaint options.

Send a privacy request or complaint to receptionist@smiledentalclinic.com.au or contact the clinic using the details below. Please describe the information or concern and your preferred contact method. We will acknowledge and assess it, may ask for further information, and will respond within a reasonable period.

If you are not satisfied, you may complain to the Office of the Australian Information Commissioner (OAIC). The OAIC generally expects you to raise the matter with the organisation first.

Data breaches

We assess suspected data breaches and take steps to contain and remediate them. Where the Notifiable Data Breaches scheme requires it, we will notify affected individuals and the OAIC about an eligible data breach likely to result in serious harm.