Privacy Policy

Information we collect

The personal information collected depends on your relationship with us and the services provided. Examples include:

• Name, address, email, and phone number
• Date of birth and family relationships
• Occupation and personal interests (e.g., sports)
• Banking and payment details
• Medicare, pension, veteran, or concession details
• Health fund and membership details
• Dental and medical history, x-rays, test results, diagnoses, and treatments
• Details of other treating practitioners (e.g., your GP)
• Photographs or video recordings related to your care (with consent)
• Employment-related details if applying for a role (qualifications, police checks, Blue Card)
• Information relating to SmileFund dental plans, including credit-related information

Information collected by our website

When visiting our website, we may collect:

• Browser type, version, and language
• Operating system
• Pages viewed and access times
• Referring website address

We also use cookies and AdRoll advertising tools for retargeting. These tools identify your IP address and browser type but do not collect your name, email, postal address, or phone number.

You can opt out of targeted advertising via: https://optout.networkadvertising.org

Third-party links

Our website may contain links to external sites. These are not subject to this Privacy Policy. We are not responsible for the content or privacy practices of those websites.

How we collect personal information

We generally collect information directly from you through:

• Consent, administration, medical, or financial forms
• Employment applications
• Medical history questionnaires
• Treatment and services enquiry forms
• Verbal or written communications with us
• Photographs taken with your consent during treatment

In some cases, we may collect your information from third parties (e.g., your representative, family member, GP, or another health provider).

Some premises use CCTV to maintain security and safety. These systems may collect and store personal information.

Anonymity

Where lawful and practicable, you can interact with us anonymously or using a pseudonym. However, to provide health services, we usually need your personal details.

How we use and disclose your information

We use and disclose your information for the purposes it was collected, unless otherwise permitted by law. This includes:

• Providing dental treatment and care (including reminders)
• Coordinating with other providers involved in your care
• Communicating with a responsible person if you are unable to do so yourself
• Billing, invoicing, and account management
• Business operations, service planning, evaluation, and complaint handling
• Insurance and legal services
• Quality assurance, accreditation, risk management, staff education
• Market research and surveys
• Public health reporting (e.g., notifiable diseases)
• Marketing communications, promotions, and event updates (with consent)
• Recruitment and employment applications

We may engage third parties (technology, business, marketing, recruitment services) who access your personal information only as needed to provide their services.

Use of Artificial Intelligence (AI)

National Dental Care may use Artificial Intelligence (AI) and related technologies to support and improve the services we provide. Any use of AI is carried out in accordance with the Privacy Act 1988 (Cth) and relevant State and Territory health privacy laws.

We may use AI tools to:

• Assist in administration (e.g., appointment scheduling, reminders, processing forms)
• Support analysis of clinical and operational data for quality assurance, training, or research
• Help identify trends in patient care, safety, and service delivery
• Improve our communications, including providing relevant information, updates, and educational resources

When AI is used, the following safeguards apply:

• No automated decision-making about your care - AI is only used as a support tool; all clinical decisions remain with qualified practitioners.
• Data protection - we take steps to de-identify or anonymise data where possible before using it in AI systems.
• Third-party providers - if we use AI technology from trusted third parties, they are bound by confidentiality, data security, and privacy obligations.
• Transparency - you may contact us at any time if you would like more information about how AI may be used in relation to your personal information.

Storage and security of your personal information

We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, or disclosure, including:

• Secure storage for both electronic and hard copy information
• Access restrictions to authorised personnel only
• Encryption of data in transit and at rest
• Password protection

Overseas disclosure

Some third-party service providers are located overseas. In the course of operations, personal and health information may be disclosed to, or stored in, countries including:

• USA
• France

Access and correction

You may request access to or correction of your personal information, subject to legal exceptions.

• Requests may need to be in writing and require proof of identity.
• A reasonable fee may apply for access (not for corrections).

Changes to this policy

We may update this Privacy Policy from time to time. Updated versions will be published on our website.

Complaints process

If you believe your privacy has been breached, please contact our Privacy Officer. Complaints are taken seriously and investigated within 30-days.

If you are dissatisfied with our response, you can make a formal complaint to the Office of the Australian Information Commissioner (OAIC):

Mail: Director of Compliance, OAIC, GPO Box 5218, Sydney NSW 2001
Phone: 1300 363 992
Website: www.oaic.gov.au

Contact us

Privacy Officer
National Dental Care
6 Holt Street, McMahons Point, NSW 2060

Phone: (02) 9008 0300
Email: reception@nationaldentalcare.com.au