1. Overview
Dr David Willis (“Toothsome”, “we”, “our”, “us”) is committed to protecting the privacy of patients, website visitors, and other individuals whose personal information we collect.
This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By using our website, booking an appointment, or receiving treatment at our clinic, you consent to the practices described in this policy.
2. Types of Information We Collect
We collect personal information that is reasonably necessary to provide dental care and operate the clinic.
This may include:
Personal identification information
- full name
- date of birth
- residential address
- email address
- phone number
Health information
- dental and medical history
- medications and allergies
- treatment records
- clinical notes
- X-rays, photographs, and diagnostic imaging
Health information is classified as sensitive information under the Privacy Act.
Financial and billing information
- payment details
- health fund information
- Medicare details (where applicable)
Website usage information
- IP address
- browser type
- device information
- website interaction data collected through cookies and analytics tools.
3. How We Collect Information
We may collect personal information through:
- patient registration forms
- online appointment forms
- email or telephone communication
- in-person consultations
- referrals from other healthcare providers
- website analytics and cookies
- third-party booking platforms or healthcare software systems.
Where possible, we collect personal information directly from the patient. In some circumstances, we may collect information from:
- referring dentists
- specialists or healthcare providers
- family members or guardians
- health funds or insurers.
4. Purpose of Collecting Personal Information
We collect personal information for purposes including:
- providing dental treatment and healthcare services
- managing patient records
- communicating about appointments or treatment
- processing payments and insurance claims
- complying with legal and regulatory obligations
- managing the operation of the clinic
- improving website functionality and user experience.
Health information is collected and used only where reasonably necessary to deliver safe and effective dental care.
5. Disclosure of Personal Information
We may disclose personal information to:
Healthcare providers
- referring dentists
- dental specialists
- laboratories involved in treatment planning or fabrication.
Service providers
- practice management software providers
- IT and cloud storage providers
- payment processors
- website analytics providers.
Regulatory authorities
Where required by law, we may disclose information to:
- healthcare regulators
- courts or tribunals
- government agencies.
All service providers handling personal information are required to maintain appropriate confidentiality and security safeguards.
6. Overseas Disclosure
Some third-party service providers used by Toothsome (such as cloud storage or analytics providers) may store data on servers located outside Australia.
Where this occurs, we take reasonable steps to ensure the recipient complies with privacy protections consistent with Australian privacy laws.
7. Storage and Security of Personal Information
Toothsome takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
Security measures include:
- secure electronic practice management systems
- password-protected systems
- encrypted data storage where applicable
- restricted staff access to patient records
- secure disposal of physical records when no longer required.
Despite these safeguards, no data transmission over the internet can be guaranteed to be completely secure.
8. Retention of Health Records
Dental and medical records are retained in accordance with applicable legal requirements.
In New South Wales, health records must generally be retained for:
- at least seven years from the date of the last entry
- until a patient reaches age 25 if the patient was a minor when treated.
Records may be securely destroyed after the legally required retention period.
9. Access to Personal Information
Patients have the right to request access to their personal information or health records. Requests must be made in writing and may require verification of identity.
Access may be refused in limited circumstances permitted by law, such as where disclosure could pose a serious threat to health or safety.
Reasonable administrative fees may apply for processing requests.
10. Correction of Personal Information
Patients may request correction of inaccurate or incomplete personal information.
We will take reasonable steps to correct the information where appropriate.
11. Cookies and Website Analytics
Our website uses cookies and similar technologies to improve user experience and analyse website performance.
These technologies may collect information about browsing behaviour and device details.
More information about cookies and tracking technologies is provided in our Cookie Policy.
12. Marketing Communications
Toothsome may occasionally send communications related to dental care, services, or clinic updates.
Patients can opt out of receiving marketing communications at any time by contacting the clinic.
Health information will never be used for marketing without explicit consent.
13. Data Breach Response
If a data breach occurs that is likely to result in serious harm, Toothsome will comply with the Notifiable Data Breaches (NDB) Scheme under the Privacy Act.
This may include notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.
14. Complaints
If you believe your privacy has been breached, you may contact Toothsome using the details below.
We will investigate complaints and respond within a reasonable timeframe.
If you are not satisfied with the response, you may contact the:
Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au
15. Updates to This Policy
This Privacy Policy may be updated from time to time to reflect changes in law or clinic practices.
The most current version will always be available on our website.
16. Contact Information
For privacy enquiries or requests regarding personal information:
Dr David Willis
1/56 Neridah St
Chatswood NSW 2067
Australia
Phone: (02) 9686 8018
Email: contact@toothsome.com.au