Privacy and Cookies Policy

1. Scope and privacy laws

This policy applies to T32 Dental, including our clinics at Doncaster East and Wantirna, and to people who visit our website, contact us, make an enquiry or booking, or receive care from us. We handle personal and health information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Health Records Act 2001 (Vic).

This policy is not a substitute for a collection notice given to you when we collect information for a specific purpose, such as patient registration or treatment.

2. Information we collect

The information we collect depends on how you deal with us. It may include:

• identity and contact details, such as your name, date of birth, address, email address and telephone number;
• appointment, enquiry and communication information;
• health information relevant to providing dental care, including medical and dental history, clinical notes, images, x-rays, treatment plans and information from other health practitioners;
• billing, payment, Medicare, health fund or other information needed to administer services or claims; and
• website and device information, such as IP address, browser and device type, pages viewed, approximate location derived from IP address, referring page and interactions with website content.

3. How we collect information

We usually collect information directly from you when you use our website, contact us, complete a form, make a booking, attend a clinic or communicate with our team. We may also collect relevant information from a parent or guardian, referring practitioner, another treating health professional, insurer or government body where you authorise this or where collection is otherwise permitted or required by law.

4. Why we use and disclose information

We collect, hold, use and disclose information as reasonably necessary to:

• provide dental care, communicate with you and coordinate treatment with appropriate health practitioners;
• make, manage and confirm appointments and respond to enquiries;
• maintain clinical records, manage quality and safety, and meet professional, legal and regulatory obligations;
• process payments, claims and accounts, and manage our business administration;
• protect the security and proper operation of our systems and website; and
• understand and improve our services and website using de-identified or aggregated information where practicable.

We may use your contact details for appointment reminders, recalls, follow-up care and other communications related to your care. We use health information for direct marketing only with the consent required by law. You can opt out of marketing communications at any time using the unsubscribe option or by contacting us.

5. Who we may disclose information to

We may disclose information to people and organisations involved in providing or supporting our services, including:

• our dentists, staff and authorised contractors who need the information to perform their role;
• other health practitioners, specialists, laboratories and referrers where this is needed for your care or you have authorised it;
• service providers that support clinical, booking, payment, IT, communications, security or professional services, under appropriate confidentiality and privacy obligations;
• government agencies, regulators, insurers and others where required or authorised by law; and
• other parties where you have given consent.

Our website currently provides an online booking pathway operated by Praktika. Information submitted through that booking service is also handled under its privacy arrangements. We encourage you to review the provider’s privacy information before using the service.

6. Website cookies and similar technologies

Our website uses cookies and similar technologies to operate the site, remember preferences, understand website traffic and improve content. Cookies are small files stored on your device. Similar technologies can include tags, pixels and embedded content.

The website currently uses Google Tag Manager and may embed third-party content such as maps or booking services. Depending on how these tools are configured, they may receive device, browser, IP address, page-view and interaction information. We do not intend to send health information or other sensitive information through website analytics or advertising technologies.

You can control cookies through your browser settings and, where available, our cookie choices. Blocking some cookies may affect website features. Please do not include detailed health information in a general website enquiry form; contact a clinic directly for clinical matters.

7. Overseas disclosures

Some website, technology or communication service providers may process limited personal information outside Australia, depending on their systems and your use of their services. Before using a provider, we take reasonable steps appropriate to the circumstances to protect personal information. We do not disclose health information overseas unless you consent or the disclosure is otherwise permitted or required by law.

8. Security and retention

We take reasonable steps to protect information from misuse, interference, loss and unauthorised access, modification or disclosure. Safeguards may include access controls, staff training, secure systems and appropriate arrangements with service providers. No method of internet transmission or electronic storage is completely secure. We retain information for as long as required for care, business and legal purposes, then securely destroy or de-identify it where appropriate.

9. Access and correction

You may ask us for access to personal or health information we hold about you and ask us to correct information that is inaccurate, incomplete or out of date. We may need to verify your identity and may discuss the appropriate form of access with you. We will respond within a reasonable time and in accordance with applicable law. A permitted fee may apply only where allowed by law and we will let you know before charging it.

10. Privacy concerns and complaints

Please raise privacy concerns with us first so we can investigate and respond. Send your concern in writing, with enough detail to identify the issue, using the contact details below. We aim to acknowledge your concern promptly and provide a written response within 30 days where practicable. If you are not satisfied, you may contact the Office of the Australian Information Commissioner at oaic.gov.au or, for health information in Victoria, the Health Complaints Commissioner at hcc.vic.gov.au.

11. Changes to this policy

We may update this policy when our practices, website services or legal obligations change. The latest version will be published on our website with its updated date.

12. Contact

To make an access, correction or privacy request, or to raise a concern, contact T32 Dental using the current details on our Contact Us page or the clinic details below.

Doncaster East: 30 Jackson Court, Doncaster East VIC 3109 | (03) 7009 5500

Wantirna: 3 Thaxted Parade, Wantirna VIC 3152 | (03) 9720 2215

Website: t32dental.com.au