Privacy Policy
Last Updated: August 2026
The Smile Studio Bairnsdale ("we," "our," or "us") is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information in accordance with the Privacy Act 1988, the Australian Privacy Principles (APPs), and the Health Records Act 2001 (Vic).
---
1. Collection of Personal and Health Information
To provide you with high-quality oral health care, we need to collect relevant personal and health information. The information we collect may include:
Personal Details: Your name, date of birth, address, email address, contact phone numbers, and emergency contact details. Billing Information: Medicare number, Private Health Insurance details, and payment/billing information.Health & Medical History: Current health conditions, past medical and dental history, details of medications, allergies, adverse reactions, family health history, and relevant lifestyle details.Clinical Records: X-rays, clinical photographs, diagnostic models, treatment plans, and clinical notes.
---
2. How We Collect Information
We collect your information in several ways, including:
- Directly from you via intake forms, medical questionnaires, over the phone, or during face-to-face consultations.- Electronically through our website booking systems, online contact forms, or email communications.- From third parties when authorised by you (e.g., from other healthcare practitioners, specialists, medical imaging centers, or health funds).
---
3. Purpose of Collection, Use, and Disclosure
We collect, hold, and use your personal and health information for the following primary purposes:
- Assessment, diagnosis, and provision of dental care and treatment.- Managing and administering your appointments, billing, and account management.- Processing claims with Medicare, the Child Dental Benefits Schedule (CDBS), the Department of Veterans' Affairs (DVA), or private health funds.- Communicating with you regarding appointment reminders, follow-up care, and practice updates.- Quality assurance, clinical audits, and staff training to maintain high standards of care.- Complying with legal, regulatory, and professional obligations.
Disclosure to Third PartiesWe may disclose your information to third parties where necessary for your care or as required by law, including:- External health providers (e.g., medical specialists, dental laboratories, radiology centers).- Health insurance funds and government bodies for processing rebates/claims.- Third-party software providers (e.g., practice management software, SMS reminder platforms) bound by strict privacy obligations.- Legal, professional, or regulatory bodies if required or permitted under Australian and Victorian law.
--- 4. Direct Communication & Reminders
We may send you appointment reminders or recall notifications via SMS, email, or mail to ensure continuity of care. You may opt out of receiving non-essential administrative notifications at any time by contacting our practice.
---
5. Data Security and Storage
We take reasonable steps to ensure your personal and health information is held securely, whether in digital or physical format.
Digital Records: Stored securely using encrypted practice management software, protected by firewalls, secure access controls, and regular data backups.Physical Records: Kept in secure, restricted-access areas within our practice.
We retain health records in accordance with Victorian health record retention guidelines (a minimum of 7 years for adults, or until a minor reaches the age of 25).
---
6. Accessing and Correcting Your Information
You have the right to request access to the personal and health information we hold about you, subject to certain exceptions permitted by law.
If you believe the information we hold is inaccurate, out of date, or incomplete, you may request a correction. To request access or correction, please contact our practice in writing (see contact details below).
---
7. Enquiries and Complaints
If you have any questions, concerns, or complaints regarding how we handle your privacy and personal information, please contact Elizabeth Irvin, Oral Health Therapist by emailing beth@thesmilestudio.com.au.
We take complaints seriously and will respond to your query within a reasonable timeframe.
---
8. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements or our practice procedures. The updated version will be made available on our website and at our reception desk.
The Smile Studio Bairnsdale ("we," "our," or "us") is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information in accordance with the Privacy Act 1988, the Australian Privacy Principles (APPs), and the Health Records Act 2001 (Vic).
---
1. Collection of Personal and Health Information
To provide you with high-quality oral health care, we need to collect relevant personal and health information. The information we collect may include:
Personal Details: Your name, date of birth, address, email address, contact phone numbers, and emergency contact details. Billing Information: Medicare number, Private Health Insurance details, and payment/billing information.Health & Medical History: Current health conditions, past medical and dental history, details of medications, allergies, adverse reactions, family health history, and relevant lifestyle details.Clinical Records: X-rays, clinical photographs, diagnostic models, treatment plans, and clinical notes.
---
2. How We Collect Information
We collect your information in several ways, including:
- Directly from you via intake forms, medical questionnaires, over the phone, or during face-to-face consultations.- Electronically through our website booking systems, online contact forms, or email communications.- From third parties when authorised by you (e.g., from other healthcare practitioners, specialists, medical imaging centers, or health funds).
---
3. Purpose of Collection, Use, and Disclosure
We collect, hold, and use your personal and health information for the following primary purposes:
- Assessment, diagnosis, and provision of dental care and treatment.- Managing and administering your appointments, billing, and account management.- Processing claims with Medicare, the Child Dental Benefits Schedule (CDBS), the Department of Veterans' Affairs (DVA), or private health funds.- Communicating with you regarding appointment reminders, follow-up care, and practice updates.- Quality assurance, clinical audits, and staff training to maintain high standards of care.- Complying with legal, regulatory, and professional obligations.
Disclosure to Third PartiesWe may disclose your information to third parties where necessary for your care or as required by law, including:- External health providers (e.g., medical specialists, dental laboratories, radiology centers).- Health insurance funds and government bodies for processing rebates/claims.- Third-party software providers (e.g., practice management software, SMS reminder platforms) bound by strict privacy obligations.- Legal, professional, or regulatory bodies if required or permitted under Australian and Victorian law.
--- 4. Direct Communication & Reminders
We may send you appointment reminders or recall notifications via SMS, email, or mail to ensure continuity of care. You may opt out of receiving non-essential administrative notifications at any time by contacting our practice.
---
5. Data Security and Storage
We take reasonable steps to ensure your personal and health information is held securely, whether in digital or physical format.
Digital Records: Stored securely using encrypted practice management software, protected by firewalls, secure access controls, and regular data backups.Physical Records: Kept in secure, restricted-access areas within our practice.
We retain health records in accordance with Victorian health record retention guidelines (a minimum of 7 years for adults, or until a minor reaches the age of 25).
---
6. Accessing and Correcting Your Information
You have the right to request access to the personal and health information we hold about you, subject to certain exceptions permitted by law.
If you believe the information we hold is inaccurate, out of date, or incomplete, you may request a correction. To request access or correction, please contact our practice in writing (see contact details below).
---
7. Enquiries and Complaints
If you have any questions, concerns, or complaints regarding how we handle your privacy and personal information, please contact Elizabeth Irvin, Oral Health Therapist by emailing beth@thesmilestudio.com.au.
We take complaints seriously and will respond to your query within a reasonable timeframe.
---
8. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements or our practice procedures. The updated version will be made available on our website and at our reception desk.