Privacy Policy
Privacy Policy
Privacy Policy – Colac Smiles
1. Our Commitment to Your Privacy
At Colac Smiles, we value and respect the privacy of every individual who interacts with our clinic and website. We are committed to protecting your personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Health Records Act 2001 (Vic).
This policy outlines how we collect, use, store, and disclose your personal information, as well as your rights in managing it.
This policy may be updated from time to time to reflect changes in our practices or in legal requirements. The latest version will always be available on our website and takes effect immediately upon publication.
2. Definitions
Colac Smiles, we, us, or our refers to Colac Smiles Pty Ltd and any associated personnel delivering services on our behalf.
You or your refers to individuals receiving dental care from us or interacting with our website or services.
Personal information means information or opinions that identify or could reasonably identify an individual, as defined under the Privacy Act 1988 (Cth).
Health information is a subset of personal information and includes details about your medical history, current health status, or the health services provided to you.
3. Collection of Information
3.1 What We Collect
We collect only the information necessary to provide you with safe and effective dental care. This may include:
Your name, address, phone number, and email
Date of birth, gender, and other personal identifiers
Medicare number or private health insurance details
Emergency contact information
Information about previous dental providers
Medical and dental history, including family medical history
Current health and medication information
Payment details (e.g. credit card or direct debit)
Referral letters, test results, X-rays, or other diagnostic materials
Information regarding other funding sources, where relevant (e.g. Child Dental Benefits Schedule, Department of Veterans’ Affairs
Information on workers’ compensation, motor vehicle and other accident claims, where relevant
Healthcare identifiers, where relevant.
3.2 How We Collect It
We may collect information directly from you or from third parties with your consent. This can occur in various ways, such as:
Completing forms in person, online, or over the phone
Submitting appointment requests or enquiries via our website
Communicating with our staff, clinicians, or administrative team
Being referred by another health provider
Engaging with us on social media or subscribing to newsletters
Making payments or submitting insurance claims
Receiving information from a health fund, referrer, or public database (where consent is provided or expected)
3.3 Dealing with us anonymously
You have the right to deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals
4. Use and Disclosure of Information
4.1 Primary Use of Information
We collect your information to:
Provide dental and healthcare services
Maintain accurate patient records
Schedule and manage appointments
Process payments and insurance claims
Send appointment reminders and follow-up messages
Respond to enquiries or complaints
Refer you to other healthcare providers (e.g. specialists or labs)
Meet legal and regulatory obligations
Monitor and improve our services
4.2 Use of Health Information
Your health information is only used to deliver or coordinate your care, or for purposes directly related to providing that care. We will not use it for other reasons unless:
You give consent
It is necessary for a secondary purpose you would reasonably expect
We are legally required or authorised to do so (e.g. public health orders, contact tracing)
4.3 Disclosure to Third Parties
We may share your personal or health information with:
Other dental or medical specialists involved in your care (with consent)
Your emergency contact in case of urgent medical situations
Health funds or insurers to process claims
Third-party service providers (e.g. cloud storage, payment processors)
External collection agencies (for overdue accounts)
Our legal or financial advisers, when required
Government bodies, where legally mandated
A potential purchaser of our practice (under strict confidentiality)
All third parties are expected to maintain privacy standards consistent with ours. Only people who need to access your information will be able to do so. Other than in the course of providing dental services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent.
5. Direct Marketing
We may occasionally send you updates about our services, promotions, or newsletters. These communications are sent via email, SMS, or postal mail and will only be sent if you’ve given consent or would reasonably expect to receive them.
You can opt out of marketing communications at any time by contacting our team or following the unsubscribe instructions in the communication.
We will never sell or share your personal information for unrelated marketing purposes.
6. Data Quality and Accuracy
We aim to ensure that the personal information we collect is accurate, complete, and up to date. You can assist us by informing our team of any changes to your details or health status.
We regularly update records during your visits or upon receiving new clinical information.
7. Data Security and Retention
We take all reasonable steps to protect your personal and health information from loss, unauthorised access, misuse, or disclosure.
Digital records are stored in secure, password-protected systems with data backups.
Paper records (if any) are stored in locked cabinets with restricted access.
Staff are trained in privacy obligations and are contractually bound to maintain confidentiality.
We retain patient records for at least 7 years after the last appointment, or until a patient turns 25 years old if they were a child at the time of treatment. After that, records may be securely destroyed in accordance with Australian guidelines.
8. Internet Security
Please note that while we strive to protect information sent via the internet, we cannot guarantee its security. We do not encourage patients to send sensitive health data via email or unsecured web forms unless encryption is used.
9. Cookies and Analytics
Our website uses cookies and analytics tools (such as Google Analytics and Microsoft Clarity) to collect non-identifiable data that helps us understand user behaviour and improve our services.
Cookies can be disabled via your browser settings. Disabling them may affect certain website features.
We may also display targeted ads based on non-personal browsing behaviour. No personally identifiable information is shared with advertisers.
10. Third-Party Websites
Our website may contain links to third-party sites for convenience or educational purposes. We are not responsible for the privacy practices of these websites. We encourage you to review their privacy policies before providing any personal information.
11. Overseas Disclosure
Occasionally, your personal information may be stored or processed by third-party providers located overseas (e.g. cloud-based storage, marketing platforms). If this occurs, we take reasonable steps to ensure these providers comply with Australian privacy laws and handle your data securely.
12. Consequences of Withholding Information
You are not obliged to provide any personal or health information. However, if you choose not to disclose relevant details, we may be unable to provide certain services or tailor care appropriately. This could affect the outcome or quality of your treatment.
13. Employment-Related Privacy
As an employer, Colac Smiles collects and stores personal information relating to our staff, applicants, and contractors for employment, payroll, and HR purposes. All staff are trained in privacy principles and bound by confidentiality agreements. This section is managed internally and is available on request by relevant employees.
14. Accessing or Updating Your Information
You have the right to access or request corrections to your personal or health information. Requests must be submitted in writing and will be assessed in line with applicable laws.
We will generally grant access within 30 days, unless there is a lawful reason not to (e.g. risk to health or legal proceedings). If we refuse your request, we will provide written reasons.
To update your details or make a request, please contact us using the details below.
15. Complaints and Enquiries
We take your privacy concerns seriously. If you have a question or wish to lodge a complaint about how your information has been handled, please contact our Privacy Officer:
Privacy – Colac Smiles
Email: info@colacsmiles.com.au
Mailing address: 33 Bromfield St, Colac VIC 3250
Contact number: 03 5208 9040
We will acknowledge your complaint and aim to resolve it promptly within 30 days.
16. Review and Updates
This Privacy Policy is reviewed regularly and may be updated as needed to reflect changes in laws, technology, or clinic operations. The version on our website is the most current.
Privacy Policy – Colac Smiles
1. Our Commitment to Your Privacy
At Colac Smiles, we value and respect the privacy of every individual who interacts with our clinic and website. We are committed to protecting your personal and health information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Health Records Act 2001 (Vic).
This policy outlines how we collect, use, store, and disclose your personal information, as well as your rights in managing it.
This policy may be updated from time to time to reflect changes in our practices or in legal requirements. The latest version will always be available on our website and takes effect immediately upon publication.
2. Definitions
Colac Smiles, we, us, or our refers to Colac Smiles Pty Ltd and any associated personnel delivering services on our behalf.
You or your refers to individuals receiving dental care from us or interacting with our website or services.
Personal information means information or opinions that identify or could reasonably identify an individual, as defined under the Privacy Act 1988 (Cth).
Health information is a subset of personal information and includes details about your medical history, current health status, or the health services provided to you.
3. Collection of Information
3.1 What We Collect
We collect only the information necessary to provide you with safe and effective dental care. This may include:
Your name, address, phone number, and email
Date of birth, gender, and other personal identifiers
Medicare number or private health insurance details
Emergency contact information
Information about previous dental providers
Medical and dental history, including family medical history
Current health and medication information
Payment details (e.g. credit card or direct debit)
Referral letters, test results, X-rays, or other diagnostic materials
Information regarding other funding sources, where relevant (e.g. Child Dental Benefits Schedule, Department of Veterans’ Affairs
Information on workers’ compensation, motor vehicle and other accident claims, where relevant
Healthcare identifiers, where relevant.
3.2 How We Collect It
We may collect information directly from you or from third parties with your consent. This can occur in various ways, such as:
Completing forms in person, online, or over the phone
Submitting appointment requests or enquiries via our website
Communicating with our staff, clinicians, or administrative team
Being referred by another health provider
Engaging with us on social media or subscribing to newsletters
Making payments or submitting insurance claims
Receiving information from a health fund, referrer, or public database (where consent is provided or expected)
3.3 Dealing with us anonymously
You have the right to deal with us anonymously or under a pseudonym unless it is impracticable for us to do so or unless we are required or authorised by law to only deal with identified individuals
4. Use and Disclosure of Information
4.1 Primary Use of Information
We collect your information to:
Provide dental and healthcare services
Maintain accurate patient records
Schedule and manage appointments
Process payments and insurance claims
Send appointment reminders and follow-up messages
Respond to enquiries or complaints
Refer you to other healthcare providers (e.g. specialists or labs)
Meet legal and regulatory obligations
Monitor and improve our services
4.2 Use of Health Information
Your health information is only used to deliver or coordinate your care, or for purposes directly related to providing that care. We will not use it for other reasons unless:
You give consent
It is necessary for a secondary purpose you would reasonably expect
We are legally required or authorised to do so (e.g. public health orders, contact tracing)
4.3 Disclosure to Third Parties
We may share your personal or health information with:
Other dental or medical specialists involved in your care (with consent)
Your emergency contact in case of urgent medical situations
Health funds or insurers to process claims
Third-party service providers (e.g. cloud storage, payment processors)
External collection agencies (for overdue accounts)
Our legal or financial advisers, when required
Government bodies, where legally mandated
A potential purchaser of our practice (under strict confidentiality)
All third parties are expected to maintain privacy standards consistent with ours. Only people who need to access your information will be able to do so. Other than in the course of providing dental services or as otherwise described in this policy, our practice will not share personal information with any third party without your consent.
5. Direct Marketing
We may occasionally send you updates about our services, promotions, or newsletters. These communications are sent via email, SMS, or postal mail and will only be sent if you’ve given consent or would reasonably expect to receive them.
You can opt out of marketing communications at any time by contacting our team or following the unsubscribe instructions in the communication.
We will never sell or share your personal information for unrelated marketing purposes.
6. Data Quality and Accuracy
We aim to ensure that the personal information we collect is accurate, complete, and up to date. You can assist us by informing our team of any changes to your details or health status.
We regularly update records during your visits or upon receiving new clinical information.
7. Data Security and Retention
We take all reasonable steps to protect your personal and health information from loss, unauthorised access, misuse, or disclosure.
Digital records are stored in secure, password-protected systems with data backups.
Paper records (if any) are stored in locked cabinets with restricted access.
Staff are trained in privacy obligations and are contractually bound to maintain confidentiality.
We retain patient records for at least 7 years after the last appointment, or until a patient turns 25 years old if they were a child at the time of treatment. After that, records may be securely destroyed in accordance with Australian guidelines.
8. Internet Security
Please note that while we strive to protect information sent via the internet, we cannot guarantee its security. We do not encourage patients to send sensitive health data via email or unsecured web forms unless encryption is used.
9. Cookies and Analytics
Our website uses cookies and analytics tools (such as Google Analytics and Microsoft Clarity) to collect non-identifiable data that helps us understand user behaviour and improve our services.
Cookies can be disabled via your browser settings. Disabling them may affect certain website features.
We may also display targeted ads based on non-personal browsing behaviour. No personally identifiable information is shared with advertisers.
10. Third-Party Websites
Our website may contain links to third-party sites for convenience or educational purposes. We are not responsible for the privacy practices of these websites. We encourage you to review their privacy policies before providing any personal information.
11. Overseas Disclosure
Occasionally, your personal information may be stored or processed by third-party providers located overseas (e.g. cloud-based storage, marketing platforms). If this occurs, we take reasonable steps to ensure these providers comply with Australian privacy laws and handle your data securely.
12. Consequences of Withholding Information
You are not obliged to provide any personal or health information. However, if you choose not to disclose relevant details, we may be unable to provide certain services or tailor care appropriately. This could affect the outcome or quality of your treatment.
13. Employment-Related Privacy
As an employer, Colac Smiles collects and stores personal information relating to our staff, applicants, and contractors for employment, payroll, and HR purposes. All staff are trained in privacy principles and bound by confidentiality agreements. This section is managed internally and is available on request by relevant employees.
14. Accessing or Updating Your Information
You have the right to access or request corrections to your personal or health information. Requests must be submitted in writing and will be assessed in line with applicable laws.
We will generally grant access within 30 days, unless there is a lawful reason not to (e.g. risk to health or legal proceedings). If we refuse your request, we will provide written reasons.
To update your details or make a request, please contact us using the details below.
15. Complaints and Enquiries
We take your privacy concerns seriously. If you have a question or wish to lodge a complaint about how your information has been handled, please contact our Privacy Officer:
Privacy – Colac Smiles
Email: info@colacsmiles.com.au
Mailing address: 33 Bromfield St, Colac VIC 3250
Contact number: 03 5208 9040
We will acknowledge your complaint and aim to resolve it promptly within 30 days.
16. Review and Updates
This Privacy Policy is reviewed regularly and may be updated as needed to reflect changes in laws, technology, or clinic operations. The version on our website is the most current.