This privacy policy applies to personal information collected in Australia
Notice: ‘We’, ‘Us’, ‘Our’ ‘Encounter Bay Dental & Implants’, refers to TV AP Pty Ltd (trading
as Encounter Bay Dental & Implants) and their related entities and bodies corporate.
‘You’, ‘Your’ refers to individual patients or customers.
1. Introduction
Your privacy and maintaining the confidentiality of your personal information is important
to Us. We are committed to safeguarding Your personal information. This policy explains
what information We collect, how information is collected, used and handled, when
information may be disclosed to third parties with Your consent, Your rights for requesting
access to or amending Your personal information, as well as how you can provide Us with
feedback or make a complaint. When You receive services from Encounter Bay Dental &
Implants, you agree to the handling of your personal information as outlined in this policy.
This document may be amended by Us from time to time.
2. Definitions
Consent means Your permission. Your consent can be express or implied. Express consent
can be written (e.g. when you sign a form or send us correspondence) or verbal (e.g.
when you give us your permission over the phone or in face-to-face conversations). Your
consent will be implied when we can reasonably form a conclusion from our pre
established relationship with You that You have given consent by either taking action or
deciding not to take action.
Personal information has the same meaning that it has under the Privacy Act 1988 (Cth),
namely information or an opinion, whether true or not, and whether recorded in a
material form or not, about an individual whose identity is apparent, or can reasonably be
ascertained, from the information or opinion.
3. Information We Collect
We will only collect information that is necessary for providing our services to You. We will
only collect information that is necessary for the purposes for which it will be used. The
amount and type of personal information We collect from You and hold about You will
vary depending on whether You are an existing patient of Encounter Bay Dental &
Implants, have made enquiries about Our services and also the extent to which You have
used Our services. If You are currently or have in the past been a patient of Encounter Bay
Dental & Implants, the personal, or individually identifiable information that We hold about
You may include:
– name, address, telephone and email contact details;
– personal details such as age and gender;
– details of previous dentists you’ve been a patient of;
– your Medicare number
– records of service contacts such as system notes and voice recordings of telephone
conversation you’ve had with our employees
– census and statistical information for purposes including product development and risk
– details of purchases made and professional services used, including the date;
– and sensitive information including:
– medical history;
– family medical history;
– current health and dental assessment; and
– health insurance details (for example, membership numbers to assist in the
administration of payments for dental services).
4. How Information May Be Collected
We may collect personal information directly from you in a number of ways, including:
– You may choose to provide information through the contact forms on Our website;
– You may choose to provide personal information directly to an Encounter Bay Dental &
Implants dental practitioner providing dental services to you;
– when you subscribe to newsletters or other direct marketing materials; or
– you may complete forms, send us an email, provide information during a visit to
Encounter Bay Dental & Implants or by phone;
– when You use professional services or purchase goods from Us.
We may also collect information from third parties if You have provided them with consent
under their own privacy policies:
– we may collect information from third parties such as your health insurance provider or
Medicare; or
– we may collect information from dentists, dental specialists or other health practitioners
(for example if you were referred to us by another dentist).
If You have provided Us with information about another person, then You need to tell that
other person that You have done so, that they have a right to access their information
and that they can refer to this document for information on how We will handle their
personal information.
If You do not provide Us with Your personal information, We may be unable to provide You
with the products or services that You are requesting.
5. Use and disclosure of Your Personal Information
We use Your personal information primarily to provide, manage and administer our
services and products to You and operate an efficient and sustainable business. As part of
these processes, We may disclose Your personal information on a confidential basis to our
related entities. In addition, We may use Your personal information for a number of
purposes, including:
– to provide dental and related services to You;
– to maintain and administer Your patient file(s) at Encounter Bay Dental & Implants;
– to contact You in relation to any matter relating to You or the dental services or
products provided to You;
– to answer Your enquiries and deliver customer services to You;
– to carry out internal functions such as administration, accounting, quality assurance and
information technology;
– to resolve complaints;
– to monitor price and evaluate products and services;
– to conduct marketing surveys, research and statistical analysis
– to fulfil marketing promotions;
– to administer Your invoicing for dental services or to collect unpaid invoices;
– to process Your health insurance claims;
– to follow You up regarding further dental examinations or treatments required;
– to send information to You about Us;
– to comply with any laws or regulations.
If You submit online forms or send emails to Us containing personal information, We will use
that information to respond to Your message or to contact You. The main purpose of
collecting and using personal information submitted through Our web site is to respond to
patient and customer enquiries or feedback from this site.
We may store Your contact information for future reference.
5.1 Disclosure to Third Parties
In order to allow Us to provide manage and administer Our products and services to You
and to operate an efficient and sustainable business, We may be required to disclose Your
information to third parties. This may include disclosure in the following circumstances:
– to Your nominated relatives in an emergency;
– to government and regulatory bodies, eg. Medicare
– to auditors and other service providers We may appoint to ensure the integrity of Our
– to any person or entity acting on Our behalf;
– to dentists, dental specialists and other healthcare professionals, for the purpose of
seeking a second opinion or a referral, where You have consented to obtaining the
second opinion or the referral;
– to third party health benefit providers and insurance companies (contact information
only) to assist in the processing of a claim for reimbursement or payment of all or part of
the cost of dental treatment submitted by You or on Your behalf;
– to carry out a review of the practice for the purposes of improving the quality of care
– where disclosure is required by law, eg. compulsory notices from courts of law, tribunals
or government agencies.
If We send your personal information outside of Australia We will require that the recipient
of the information complies with privacy laws and contractual obligations to maintain the
security of the data.
5.2 Direct marketing
From time to time, We may contact You to provide You with information about other
products and services offered by Us, our related entities and our business partners that
may be of benefit to You and Your family. This includes information about Encounter Bay
Dental & Implants. When We contact You it may be via mail, phone, email or SMS. We
may share Your personal information on a confidential basis with Our related entities,
related bodies corporate and third parties engaged by Us so that they can offer you
products and services and fulfil offers to You. When You become our customer, You
consent to Us using your personal information for direct marketing purposes (as described
in this document), unless You have contacted us to withdraw Your consent. If You do not
wish to receive marketing material from Us You can contact Us at any time to let Us know.
Our contact details are at the end of this policy. When You contact Us to make this
request, We will action your request within 5 working days.
If You request not to receive marketing material, please note that We will still contact You
in relation to Our on-going relationship with You. For example, We will still send You any bills,
statements and notices that are relevant to the products and services You have
purchased from Us.
6. Handling and storage of Personal Information
We will take reasonable steps to ensure that your personal information is stored securely
and is protected from misuse and loss and from unauthorised access, modification or
disclosure. We will take reasonable steps to ensure that personal information provided by
You will be handled in accordance with Australian privacy laws including the Australian
Privacy Principles. We maintain strict data security standards and procedures with a view
to preventing unauthorised access to your data by anyone other than Us.
Your personal information may be handled by Our employees. Information may be used
by staff at Encounter Bay Dental & Implants for the administration or use of the practice
and in the provision of services to You.
We keep your personal information for as long as it is required to provide You with the
services and products You requested from Us and to comply with legal requirements.
If We no longer require Your personal information for any purpose, including legal
purposes, We will take reasonable steps to securely destroy or de-identify your personal
information except in circumstances permitted or required by law.
7. Accessing, Amending, Updating and Correcting Your
7.1 Access to personal information
You have the right to access personal information that is held about you. You can ask Us
for access to the information that We hold about you at any time. Simply contact Us (Our
contact details are listed below) to make your request. We will always endeavour to meet
Your request for access within a reasonable time and in the manner requested by You if it
is reasonable to do so. However in some circumstances, access to certain information
may be declined. This includes the following circumstances:
– We no longer hold or use the information;
– providing access would have an unreasonable impact on the privacy of others;
– the request is frivolous or vexatious;
– the information relates to existing or anticipated legal proceedings and would not
normally be disclosed as part of those proceedings;
– providing access would be unlawful;
– denying access is required by law;
– providing access would be likely to prejudice the prevention, detection, investigation
and prosecution of possible unlawful activity;
– the information would reveal our commercially sensitive decision-making process; and
– where access would pose a threat to the life or health of any individual.
– the information would reveal our commercially sensitive decision-making process; and
– where access would pose a threat to the life or health of any individual.
If We are unable to give you access to the information you have requested, We will give
you written reasons for this decision when we respond to your request. If You have any
concerns about the refusal, please see section 13 for further information.
We may charge You a reasonable fee for access to some types of information. This
charge will be limited to the cost of recouping Our costs for providing You with the
information. For example, document retrieval, photocopy, labour and delivery to You. We
will not charge You to make a request to access Your information.
You may request access to your personal information by contacting Us as per the contact
details at the end of this document.
7.2 Correcting your personal information
To enable Us to provide you with the best possible service, it is important that the
information We hold about You is accurate. We will take reasonable steps to ensure that
Your personal information is accurate, complete and up-to-date at the time of collecting,
using or disclosing it. If You believe any information We hold about you is inaccurate,
incomplete or out-of-date, You should contact Us to let Us know. We will respond to Your
request within a reasonable period and will take reasonable steps to amend Your records.
8. Website Security
The protection of personal privacy is a priority for Us.
Our website does not provide facilities that guarantee secure transmission of information
over the internet. You should be aware that there are risks in transmitting information
across the internet, including online forms and email. If you are concerned about
conveying sensitive or personal material to Us over the internet, contact us by telephone
to discuss the matter.
Our website contains links to other websites. You should take care in providing personal
information to external websites linked to Our website. We are not responsible for the
privacy practices of other websites or external websites linked to this website.
We collect standard web server/visitor traffic information, commonly referred to as
aggregate information, regarding overall website traffic patterns. Normally, web servers
collect this type of basic information as part of their web log processes. We only use this
information for statistical, reporting and website administration and maintenance
purposes. It is not used in a way that individually identifies You, and We do not report on
individual users.
9. Photographs
All the before and after photographs on Our website are from actual procedures on
patients at our practice. No retouching or other modification has been conducted on the
photographs. All patients who appear in these photographs have signed consent release
forms and no photos are displayed without their written consent. The photographs
published do not predict future patient results, as all customer or patient results are
different for each person.
10. Changes to the Privacy Statement
We may change the content or services found on Our website at any time without notice.
Consequently Our Privacy Statement may change at any time also without notice.
11. Our Contact Information and Resolving your Concerns
You can contact us at any time if you have any questions or concerns about this
document or about how your personal information has been handled.
You can contact our Privacy Officer by directing your correspondence to:
The Privacy Officer
Encounter Bay Dental & Implants
23-25 Crozier Road
Victor Harbor
South Australia 5211
Encounter Bay Dental & Implants will manage any concerns internally, directly with you.
If You are not happy with Our response, or if You do not feel Your complaint has been
resolved, You are able to seek advice from the Office of the Australian Information
Commissioner by calling 1300 363 992