Privacy Policy

Smile Connections is committed to protecting your privacy and handling your personal and health information responsibly. This policy explains what information we collect, why we collect it, how we use and store it, and the choices and rights you have. It applies to our website and to the personal information we collect as part of providing dental care.

We're bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles, as well as relevant health records legislation in Victoria. If anything in this policy is unclear, please get in touch and we're happy to explain it in plain terms.

The information we collect

Because we're a dental practice, most of what we collect is needed to provide you with safe and appropriate care. Depending on how you interact with us, this can include:

• Contact details such as your name, address, phone number, email address and date of birth
• Health information, including your dental and medical history, current medications, allergies, treatment notes, x-rays, photographs and referral or specialist letters
• Medicare, private health fund and payment details used for billing and claims
• Appointment history and communications between you and the practice, including phone calls, emails and messages
• Emergency contact details
• Information you provide when using our website, such as through a contact form or online booking request

We only ever ask for what we genuinely need to look after your dental health, manage your appointments and run the practice properly.

How we collect it

Most personal information is collected directly from you, whether that's over the phone, in person at our Ivanhoe practice, through our website, or via our online booking system. Sometimes we may also collect information from a referring dentist or doctor, a specialist you've been referred to, your health fund, or a family member or guardian if you're a child or otherwise unable to provide it yourself.

Why we collect and use it

We use your information to:

• Assess, diagnose and provide dental treatment, and keep an accurate record of your care
• Book, confirm and remind you of appointments
• Process payments and claims through Medicare or your health fund
• Communicate with you about your treatment, including follow-up care
• Refer you to another dentist, specialist or health professional where needed, with your consent
• Meet our legal, regulatory and professional obligations as a registered dental practice
• Send you appointment reminders and, only with your consent, occasional practice updates or promotional offers

You can opt out of marketing communications at any time, and this won't affect your dental care in any way.

Who we might share it with

We don't sell your information, and we only share it where it's necessary to provide your care or run the practice. This can include other treating dentists or specialists, your GP where relevant, Medicare and your private health fund for billing and claims, our booking and practice management software provider, and IT, hosting or payment providers who help us run the practice securely. Any third party we work with is expected to keep your information confidential and secure.

We'll only disclose your health information without your consent where we're required or authorised to do so by law, such as in a genuine medical emergency or under a court order.

Storage and security

Your records are stored electronically in our practice management system, which is protected by password access, staff access controls and routine backups. Paper records, where they exist, are kept in locked storage. We take reasonable steps to protect your information from misuse, loss, unauthorised access or disclosure, and we review our practices from time to time to keep them up to date.

Some of the software and hosting services we use may store or process data on servers located outside Australia. Where this is the case, we take reasonable steps to make sure your information is still handled in line with Australian privacy law.

Our website and cookies

Our website may use cookies and similar tools to help it run smoothly and to understand how visitors use the site, for example through Google Maps for directions or basic analytics. This kind of information is generally anonymous and isn't linked to your dental records. You can adjust your browser settings to limit or block cookies, though some parts of the site may not work as well as a result.

Accessing and correcting your information

You're welcome to ask us for a copy of your dental records or to correct any information we hold that's inaccurate or out of date. Just get in touch with our reception team and we'll arrange this for you, usually within a reasonable time frame. In some circumstances there may be a small administrative fee for providing copies of records, which we'll always let you know about beforehand.

If you have a concern

If you're ever unhappy with how we've handled your personal information, please talk to us first. We'll do our best to sort it out. If you feel it hasn't been resolved to your satisfaction, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

Changes to this policy

We may update this policy from time to time as our practice, technology or legal obligations change. The most current version will always be available on our website, with the date it was last updated shown at the top of this page.

Get in touch

If you have any questions about this policy or how we handle your information, our team is happy to help.