Privacy
Policy.

About This Policy

Element Dental ("we", "us", "our") is committed to protecting the privacy of our patients and website visitors. This policy explains how we collect, use, disclose, and protect your personal and health information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Health information is classified as sensitive information under the Privacy Act and is afforded a higher level of protection. We take that responsibility seriously.

By attending our practice or using our website, you agree to the collection and use of your information as described in this policy. If you have any questions, please contact us directly.

Information We Collect

We collect information that is necessary to provide you with dental care and to operate our practice. This includes:

• Personal information — your name, date of birth, address, telephone number, and email address
• Health information — your medical and dental history, current medications, allergies, clinical notes, treatment records, X-rays, photographs, and oral scans
• Health fund and Medicare details — your fund membership number and Medicare card number where applicable
• Payment information — records of fees charged and payments made (we do not store credit card details)
• Emergency contact details — where provided
• Website information — anonymised data collected through cookies and analytics tools when you visit our website (see Website & Cookies below)

We collect most information directly from you — at your first appointment, through our patient forms, by telephone, or via our website enquiry form. In some cases, information may be provided by another treating practitioner who has referred you to us.

Why We Collect Your Information

The primary purpose of collecting your information is to provide you with safe and appropriate dental care. We also collect and use your information to:

• Communicate appointment reminders, recalls, and treatment follow-ups
• Process payments and submit health fund claims on your behalf
• Comply with our legal and regulatory obligations, including those under the Health Records Act and AHPRA registration standards
• Respond to enquiries submitted through our website or by telephone
• Improve the quality and safety of the care we provide

We will only use your information for the purpose for which it was collected, or a directly related purpose that you would reasonably expect.

Disclosure of Your Information

We may share your information with third parties in the following circumstances:

• Treating practitioners — dental specialists, oral surgeons, periodontists, or other health professionals involved in your care
• Dental laboratories — to fabricate crowns, veneers, aligners, or other dental prostheses
• Health funds and Medicare — to process claims and receive benefit payments on your behalf
• Practice management software providers — who store and manage your patient records on our behalf under data processing agreements
• Government agencies — where required by law (e.g. AHPRA, mandatory reporting obligations)

We do not sell, rent, or trade your personal information to third parties for marketing purposes. We will not disclose your information without your consent unless required or authorised by law.

Storage & Security

Your records are stored securely in our clinical management system, which is password-protected and accessible only to authorised practice staff. Physical records are held in a locked environment.

We retain dental records for a minimum of seven years from the date of last treatment, or until a minor patient reaches the age of 25 years — whichever is longer — in accordance with professional and legal obligations.

While we take all reasonable steps to protect your information from misuse, loss, or unauthorised access, no method of electronic storage or transmission is completely secure. In the unlikely event of a data breach that is likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

Accessing & Correcting Your Information

You have the right to access the personal and health information we hold about you, and to request corrections if that information is inaccurate, incomplete, or out of date.

To request access to or correction of your records, please contact us in writing. We will respond within a reasonable timeframe. In most cases we will provide access free of charge, however where a request involves significant effort to retrieve and compile information, we may charge a reasonable administration fee. We will advise you of any applicable fee before proceeding.

In limited circumstances, we may be unable to provide access to certain records — for example, where doing so would pose a serious threat to your health or safety, or where the information relates to anticipated legal proceedings. We will explain any such refusal in writing.

Recalls & Marketing Communications

We use your contact details to send routine recall reminders, appointment confirmations, and treatment-related follow-up communications. These are considered part of your ongoing dental care and are not considered direct marketing.

From time to time we may send practice updates or information about new services that may be relevant to you. You may opt out of these communications at any time by contacting us directly or by following the unsubscribe instructions in any email we send.

Website & Cookies

Our website uses cookies and similar technologies to understand how visitors use the site and to improve your browsing experience. This data is collected in aggregated, anonymised form and does not identify you personally.

Information submitted through our website contact form (including your name, email address, phone number, and any message you send) is used solely to respond to your enquiry. This information is collected in line with the rest of this Privacy Policy.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.

Making a Complaint

If you believe we have not handled your personal information in accordance with the Australian Privacy Principles, please contact us in the first instance. We take all privacy complaints seriously and will investigate and respond to your concern promptly.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or relevant legislation. The current version will always be available on our website. We encourage you to review this policy periodically.