1. Introduction

Fix Dental (ABN: [INSERT ABN]) (“we”, “us”, “our”) is committed to protecting the privacy of our patients and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our services, visiting our website, or providing us with your personal information, you consent to the practices described in this Privacy Policy.

2. Information We Collect

We may collect and hold the following types of personal information:

2.1 Personal Information

This includes your name, date of birth, address, telephone number, email address, and emergency contact details.

2.2 Health Information

This includes your dental and medical history, treatment records, x-rays, photographs, clinical notes, and any other health-related information relevant to your dental care.

2.3 Financial Information

This includes health insurance details, Medicare information, payment details, and billing records.

2.4 Website and Digital Information

This includes IP addresses, browser type, device information, pages visited, and cookies when you visit our website or interact with our digital platforms.

3. How We Collect Information

We collect personal information directly from you when you:

  • Complete patient registration forms or health questionnaires;
  • Book an appointment online, by phone, or in person;
  • Attend our clinics for dental treatment;
  • Contact us via email, telephone, or social media;
  • Subscribe to our newsletters or marketing communications;
  • Use our website or online booking system.

We may also collect information from third parties, including other healthcare providers, health insurance funds, and Medicare, where necessary for your dental care or with your consent.

4. How We Use Your Information

We use your personal information for the following purposes:

  • To provide dental treatment and services;
  • To communicate with you about appointments, treatment plans, and aftercare;
  • To process payments and manage billing;
  • To claim health insurance benefits on your behalf;
  • To send appointment reminders and recalls;
  • To comply with legal and regulatory obligations;
  • To improve our services and patient experience;
  • To send marketing communications (with your consent).

5. Disclosure of Information

We may disclose your personal information to:

  • Other healthcare providers involved in your care (such as specialists, laboratories, or hospitals);
  • Health insurance funds for the purpose of processing claims;
  • Medicare and government agencies as required by law;
  • Third-party service providers who assist us with IT, payment processing, marketing, or other business functions;
  • Professional advisers, including lawyers, accountants, and insurers;
  • Any other party where required or authorised by law.

We will not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Third-Party Services

We use the following third-party services that may collect or process your personal information:

  • Online booking system: [INSERT PROVIDER NAME]
  • Payment processors: Afterpay, Zip, Humm, [INSERT OTHERS]
  • Email marketing: [INSERT PROVIDER NAME]
  • Analytics: [INSERT PROVIDER NAME]
  • Patient management software: [INSERT PROVIDER NAME]

These third-party providers have their own privacy policies governing the use of your information.

7. Data Security

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Security measures include:

  • Secure storage of physical records in locked premises;
  • Password protection and encryption for electronic records;
  • Access controls limiting staff access to personal information on a need-to-know basis;
  • Regular staff training on privacy and data security.

8. Retention of Information

We retain patient health records in accordance with Queensland and Australian legal requirements:

  • For adult patients: a minimum of 7 years from the date of last contact;
  • For patients who were children at the time of treatment: until the patient turns 25 years of age.

After these periods, records may be securely destroyed.

9. Access and Correction

You have the right to request access to the personal information we hold about you and to request corrections if the information is inaccurate, incomplete, or out of date.

To make an access or correction request, please contact our Privacy Officer using the details provided below. We will respond to your request within a reasonable timeframe. In some circumstances, we may charge a reasonable fee for providing access to your information.

10. Marketing Communications

We may send you marketing communications about our services, promotions, and dental health information where you have provided consent or where we are otherwise permitted to do so by law.

You may opt out of receiving marketing communications at any time by clicking the unsubscribe link in our emails, contacting us directly, or updating your communication preferences.

11. Cookies and Website Tracking

Our website uses cookies and similar technologies to improve your browsing experience and analyse website traffic. Cookies are small text files stored on your device that help us understand how visitors use our website.

You can manage your cookie preferences through your browser settings. Please note that disabling cookies may affect the functionality of our website.

12. Complaints

If you believe we have breached your privacy or have a complaint about how we have handled your personal information, please contact our Privacy Officer. We will investigate your complaint and respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC): Website: www.oaic.gov.au | Phone: 1300 363 992 | Email: [email protected]

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with the revised “Last updated” date. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions about this Privacy Policy or wish to make a privacy-related request, please contact our Privacy Officer:

Fix Dental
ABN: [INSERT ABN]
Email: [INSERT PRIVACY EMAIL]

Fix Dental Chermside
4/671 Gympie Road, Chermside QLD 4032
Phone: 07 3520 4078

Fix Dental Mt Gravatt
Mt Gravatt Homemaker Centre – Shop 8
1230 Logan Road, Mt Gravatt QLD 4122
Phone: 07 3520 4088