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 from patients and prospective patients:
We collect personal information from you if you wish to use the payment plan option for your treatment; this includes your credit card details if you pay by credit card. Once processed this information is either returned to you or destroyed.
We collect personal information in several ways. You may be asked by us to complete a patient questionnaire and give us information we need to provide dental services to you in a safe and appropriate manner. This information includes your details of your dental and medical history and your current health. You may also be asked to provide personal information verbally to our dentists or other staff members. We may also collect personal information about you from third parties if you have agreed that they can provide us with this information. For example, we may collect information from:
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.
We may use your personal information for any of the following purposes:
We take reasonable steps to ensure that the personal information we collect from you is accurate, up-to-date and complete. These steps include:
We provide ongoing training to our staff to ensure the personal information which we hold about you is kept confidential. We keep electronic records of all patients’ personal information. We take steps to protect these records against loss, misuse, unauthorised access, use, modification or disclosure. We ensure that there are security processes in place regarding computer access. We take steps to ensure that electronic data is backed up. We do not use servers, systems and cloud computing providers outside Australia. Our servers are all locally hosted. 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.
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:
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 in this Section 6, 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 (eg. a court or a tribunal) with legal powers to obtain your 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 set out in Section 9 of this Policy. 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 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.
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.