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  • For Dentists
  • Privacy Policy

Privacy Policy

1. Introduction
  • Orthodontic Specialists of Melbourne (“we”, “us”, or “our”) is committed to protecting the privacy of your personal and health information.
  • This Privacy Policy explains how we collect, use, store, disclose, and protect your information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
  • By accessing our website https://orthodonticspecialistsmelbourne.com.au, using our services, or providing information to us, you consent to the practices described in this Policy.
2. Information We Collect
  • We collect a variety of personal, health, and digital information needed to deliver safe, effective orthodontic care and to operate our website and patient systems.
  • 2.1 Personal Information
  • Full name
  • Date of birth
  • Residential address
  • Email address
  • Phone number
  • Emergency contact details
  • Appointment information
  • Billing and payment details
  • 2.2 Sensitive & Health Information
  • Medical and dental history
  • X-rays, photographs, digital scans, and treatment records
  • Clinical notes and diagnostic information
  • Referrals from other health practitioners
  • Health fund and insurance information (if applicable)
  • 2.3 Website & Technical Information
  • Through cookies, Google Analytics, and similar tools, we may collect:
  • IP address
  • Device type and browser information
  • Website usage statistics
  • Interaction patterns and pages viewed
  • Online booking details (if submitted through forms or portals)
3. How We Collect Information
  • We collect information through:
  • Online forms, and website enquiries
  • In-clinic registration and consent forms
  • Phone, email, and written correspondence
  • Diagnostic tools such as X-rays and digital imaging
  • Referrals from medical or dental practitioners
  • Website cookies and Google Analytics
  • Third-party service providers supporting clinical and business operations
  • You may choose not to provide information; however, this may impact our ability to provide treatment or respond to enquiries.
4. How We Use Your Information
  • 4.1 Clinical Care & Operations
  • Conducting orthodontic assessments
  • Diagnosing and delivering orthodontic treatment
  • Managing appointments, reminders, and communication
  • Coordinating care with dentists or other specialists
  • Updating and maintaining accurate clinical records
  • 4.2 Administration & Business Functions
  • Patient billing and payment processing
  • Health fund claims (where applicable)
  • Compliance, auditing, and quality assurance
  • Practice management and staff training
  • 4.3 Marketing & Communication
  • Appointment confirmations and reminders
  • Service updates or practice announcements
  • Optional marketing communications (only with your consent)
  • You may opt out of marketing communications at any time.
5. Disclosure of Information
  • We may disclose your personal or health information to:
  • Dentists, doctors, and other health professionals participating in your treatment
  • Laboratories and imaging services involved in diagnosis or treatment
  • Health funds and payment providers
  • IT, cloud storage, and practice management software providers
  • Regulatory bodies or authorities where required by law
  • Emergency services where necessary for safety or public health
  • We will never sell, rent, or trade your information to third parties.
6. Overseas Disclosure
  • Some third-party providers (including cloud or software services) may store data outside Australia.
  • Where overseas disclosure occurs, we take reasonable steps to ensure data is handled in accordance with the Australian Privacy Principles.
7. Data Storage & Security
  • We implement physical, technical, and administrative safeguards to protect your information, including:
  • Secure electronic clinical record systems
  • Access controls and encryption
  • Staff confidentiality obligations
  • Regular system monitoring and security audits
  • Secure document disposal procedures
  • Although we take reasonable precautions, no system is entirely immune from cyber threats. We cannot guarantee absolute security for data transmitted online.
8. Access & Correction of Information
  • You have the right to:
  • Request access to your personal or health information
  • Request correction of inaccurate, incomplete, or out-of-date information
  • Requests can be made in writing using the contact details below.
  • Identification may be required before information is released.
9. Retention & Destruction of Information
  • We retain clinical records for the minimum periods required by Victorian regulations and professional standards.
  • Information is securely destroyed when no longer legally required.
10. Cookies, Analytics & Tracking
  • Our website uses cookies, Google Analytics, and similar tracking technologies to:
  • Analyse website performance
  • Improve user experience
  • Understand how visitors interact with our website
  • Support online functionality such as forms and portals
  • You may disable cookies in your browser settings; however, some website features may not operate correctly.
  • Google Analytics collects data in accordance with Google's privacy policies.
11. Third-Party Links
  • Our website may link to third-party sites.
  • We are not responsible for the privacy practices or content of external websites.
  • Users should review the privacy policies of external sites before providing information.
12. Complaints
  • If you have concerns about how your information is handled, you may contact us directly. We will respond promptly.
  • If you are not satisfied with our response, you may contact:
  • Office of the Australian Information Commissioner (OAIC)
  • Website: www.oaic.gov.au
13. Contact Us
14. Changes to This Privacy Policy
  • We may update this Privacy Policy from time to time to reflect legal requirements or operational changes.
  • Revised versions will be posted on our website with an updated “Last Updated” date.