Patient Privacy Policy

Aspiring Smiles Dental (“we,” “our,” “us”) is committed to protecting your privacy and ensuring the confidentiality of your personal information. This policy outlines how we collect, use, store, and share your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

When you register as a patient with us, you provide consent for our dental practitioners and staff to collect and use your personal information to provide you with the best possible dental care. Only authorised staff members who require access to your information for treatment and administrative purposes will handle it. If we need to use your information for any other purpose, we will seek additional consent unless an exemption under the Privacy Act applies.

We collect your personal information to provide high-quality dental care and related services. The primary reasons we collect, use, hold, and share your personal information include:

• Managing your dental health and treatment
• Processing payments, including health fund claims and Medicare benefits
• Conducting practice audits, staff training, and accreditation processes
• Sending appointment reminders and relevant health information
• Responding to your inquiries and improving our services
• Complying with legal and regulatory obligations

If you do not wish to receive direct marketing materials related to our services, you may opt out at any time by notifying our reception.

We may collect the following types of personal information:

• Name, date of birth, address, phone number, email, and emergency contact details
• Details of your oral health, treatment history, and medical conditions relevant to your dental care
• Medicare and private health insurance details
• Information on workers’ compensation, accident claims, and funding sources (e.g., Child Dental Benefits Schedule, Department of Veterans’ Affairs)
• Payment details and billing information

You have the right to remain anonymous or use a pseudonym when dealing with us unless it is impracticable or we are legally required to verify your identity.

We collect personal information in several ways, including:

• When you register as a patient or make an appointment
• During consultations and treatment
• Through our website, emails, phone calls, SMS, or social media interactions
• From other healthcare providers, health funds, Medicare, and the Department of Veterans’ Affairs (when relevant)

We may share your personal information:

• With healthcare providers involved in your treatment
• With third-party service providers (e.g., IT support, payment processors) under strict confidentiality agreements
• When required by law, such as court subpoenas or mandatory reporting of certain conditions
• To prevent or lessen a serious threat to health, safety, or public welfare
• To assist in locating a missing person or for dispute resolution processes
• With your explicit consent in cases requiring further disclosure

We will not share your personal information with anyone outside Australia without your consent, except where required by law.

Your personal information is stored securely in various formats, including paper records, electronic databases, and digital imaging files (e.g., X-rays). We take reasonable steps to safeguard your information, including:

• Password-protected electronic records
• Secure servers and network environments
• Staff confidentiality agreements and security policies

You have the right to request access to and correction of your personal information. To request access to your dental records, please submit a written request to our reception team. We will respond within 30 days and may charge an administrative fee for record preparation.

We periodically verify and update patient information. If you need to update or correct any details, please contact us in writing.

We take privacy concerns seriously. If you have any complaints about how we handle your personal information, please contact us in writing. We will investigate and respond in accordance with our internal resolution procedures. If you are dissatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Contact Details for Complaints:
Aspiring Smiles Dental
1-5 Ashgrove Ave, Ashgrove QLD 4060, Australia
+61 7 3366 2805
reception@aspiringsmiles.com.au

You may also contact the OAIC for further assistance:
Website: www.oaic.gov.au
Phone: 1300 363 992

We may collect non-identifiable information through our website, including through cookies and analytics tools, to enhance user experience and website functionality. You may disable cookies through your browser settings if you prefer.

We review this Privacy Policy regularly to ensure compliance with legal requirements. Updates will be posted on our website, and we encourage you to review this policy periodically.

By visiting our clinic or using our services, you acknowledge and agree to the terms outlined in this Privacy Policy.