Our Commitment to Privacy

At Your Dentistree, we respect your privacy and take the protection of your personal and health information seriously.

We are bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act 1988 (Privacy Act) and the Health Records Act Victoria 2001.

This Privacy Policy outlines how we collect, use, store and disclose your personal information, and how you may access and correct it.

Collection of Personal Information

What We Collect

We only collect personal and health information necessary to provide you with quality dental care. This may include:

• Contact details (name, address, phone, email)
• Personal details (date of birth, age, gender)
• Medicare or health fund details
• Financial information (for billing and payments)
• Medical and dental history, current health, and family medical history
• Referrer and previous dental provider details

How We Collect It

We may collect information directly from you or your authorised representative when you:

• Attend an appointment or contact us
• Complete forms or communicate via phone, email or our website
• Subscribe to practice updates or marketing materials
• Use our services or make a payment

We may also collect relevant information from third parties (e.g. health funds, referring practitioners) where permitted by law or with your consent.

Use and Disclosure of Information

We primarily use your personal and health information to provide and manage your dental care. Other purposes may include:

• Processing payments and health fund claims
• Managing accounts, invoicing, and collections (including external agencies)
• Sending appointment reminders or service updates
• Quality improvement, evaluation, and accreditation processes
• Responding to enquiries and resolve complaints
• Comply with laws and regulatory obligations

We may disclose your information, where appropriate, to:

• Other treating health professionals (for continuity of care)
• Health funds, insurers, or government agencies
• Professional advisors or service providers (under confidentiality agreements)
• Emergency contacts (in urgent situations)
• Regulatory or law enforcement authorities (where legally required)

Data Quality and Security

We take reasonable steps to ensure your information is accurate, up to date, and complete.

Your records are securely stored in electronic and/or paper form, protected against loss, misuse, and unauthorised access. Access to your information is restricted to authorised staff.

Records are kept electronic and are password protected with regular back up. Records are retained and destroyed in accordance with Victorian and Commonwealth legislation.

Please note: while we take all reasonable precautions, the transmission of health information via the internet is inherently insecure. We cannot guarantee its protection if you send personal information to us via the internet.

Non-Disclosure of Information

Providing accurate and complete information helps us deliver appropriate dental care. If you choose not to share relevant details, we may be unable to provide a service, or the care we provide may not meet your needs. In some cases, withholding information could lead to adverse health outcomes.

Staff Responsibilities

All Dentistree staff are trained in privacy and confidentiality and must sign a confidentiality agreement. This ensures your personal and health information is handled responsibly and in accordance with privacy legislation.

Access and Correction

You may request access to, or correction of, your personal or health information.
Requests must be made in writing to our Privacy Officer. Access may be refused in certain circumstances permitted by law. We encourage you to advise us promptly if your personal details change to help maintain accurate records. Records are retained for at least seven years, or until age 25 for minors, before being securely destroyed in accordance with legislation.

Enquiries

We take privacy concerns seriously. If you believe your privacy has been breached or have a complaint, you can contact our Privacy Officer Mary Maryanovsky during business hours. All complaints are reviewed internally, and corrective actions are implemented where required.