1. Introduction
At Dentalspa Geelong , your privacy is respected and protected. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal and health information.
We are bound by the Australian Privacy Principles under the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Vic).
This policy is displayed in our patient waiting area and reviewed annually.
2. Collection of Personal and Health Information
We usually collect personal and health information directly from you or your authorised representative.
This may include:
- Full name, date of birth, address, phone number, and email
- Medicare and private health insurance details
- Medical and dental history
- Billing and payment information
We may also collect health information from third parties such as other health professionals but only with your consent or where it is reasonably expected for your care.
If you choose not to provide information necessary for your care, we may be unable to deliver appropriate services.
3. Use and Disclosure
Your information is used and disclosed only for purposes directly related to your care, including:
- Providing dental services
- Referrals to other healthcare professionals
- Billing, insurance claims, and debt collection
- Contacting you for follow-up appointments or relevant health updates
Your information may also be shared with our parent company, Ekera Dental Pty Ltd, for administrative, quality assurance, compliance, and operational purposes. Ekera Dental is bound by the same Australian Privacy Principles and will handle your information securely and in accordance with this policy.
We will not use or disclose your information for other purposes unless:
- You provide consent
- It is directly related to your care and reasonably expected
- Required or authorised by law (e.g. public health directions)
4. Marketing
We may use your information to provide you with updates about our services. You can opt out of receiving marketing material at any time by contacting the practice.
We will never sell your personal information.
5. Email and Website Use
Your email address is only collected when you provide it and will only be used for the purpose for which it was given. You will not be added to mailing lists without consent.
Our website may collect anonymous data such as:
- IP address
- Browser type
- Date and time of visit
- Pages visited
This information is used to improve site usability. We use session cookies only, which are deleted when your browser is closed. No personal data is stored in cookies.
6. Data Security
We take reasonable steps to protect your data from misuse, interference, or loss. This includes:
- Locked filing cabinets for hard copies
- Password-protected electronic records
- Regular data backups
- Staff confidentiality agreements and training
Records are securely stored and retained for seven years (or until a child patient reaches 25). After this time, records may be destroyed in accordance with legislation.
If you send sensitive information over the internet, we cannot guarantee its security unless encrypted methods are used.
7. Employment-Related Information
As an employer, the practice collects employee information for human resources and payroll purposes. All staff must sign confidentiality agreements and complete privacy training.
8. Overseas Disclosure
Your personal information may be stored with third-party providers located offshore (e.g., for data storage or software). Where this applies, we take reasonable steps to ensure these providers comply with Australian privacy laws.
9. Access and Correction
You may request access to your personal or health information, or request corrections, by contacting the Practice Privacy Officer in writing.
We may charge a fee for access or copies of records. Access may be refused in certain legal circumstances, in which case we will explain the reasons in writing.
10. Complaints
If you believe your privacy has been breached, please contact our Privacy Officer. We will respond promptly and aim to resolve the issue.
Unresolved concerns can be directed to:
- Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au | Phone: 1300 363 992
- Health Complaints Commissioner (Vic)
www.hcc.vic.gov.au | Phone: 1300 582 113