Privacy Policy

Privacy Policy – Newport Family Dentist

Last updated: September 22nd 2025

At Newport Family Dentist, we are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth), the Health Records Act 2001 (Vic), and the Australian Privacy Principles (APPs).

By engaging with our practice, you consent to the collection, use, and disclosure of your personal information as outlined in this policy.

  1. Why Your Privacy Matters to Us

We respect your right to privacy and take the protection of your personal and health information seriously. We only collect, store, and use information necessary to provide you with high-quality dental care and to manage our practice.

  1. Collecting Your Personal Information

We may collect the following types of information:

  • Personal details (name, date of birth, address, phone number, email).
  • Health information (dental and medical history, x-rays, treatment notes).
  • Medicare, Child Dental Benefits Schedule, and private health insurance details.
  • Payment and billing information.
  • Information about your interactions with our services (appointments, recalls, communications).

We collect this information directly from you, from authorised third parties (e.g. specialists, health insurers), or through our practice management and communication systems.

  1. How We Use Your Information

We may use your personal information to:

  • Provide you with safe and appropriate dental treatment.
  • Manage appointments, recalls, and reminders.
  • Process health fund and Medicare claims.
  • Communicate with you about your care.
  • With your implied consent (by engaging with our practice), send you occasional marketing or service updates. You can opt out at any time.
  • Comply with our legal and regulatory obligations.
  1. Marketing Communications

By engaging with Newport Family Dentist, you consent to receive occasional marketing communications about our services, promotions, and oral health updates.

  • You may opt out at any timeby clicking “unsubscribe” in emails, replying “STOP” to SMS, or contacting us directly.
  • Opting out will not affect your ability to receive clinical reminders or essential patient communications.
  1. Sharing Your Information

We may share your information with:

  • Dental laboratories, specialists, and other health providers involved in your care.
  • Medicare, health insurers, and payment processors.
  • Secure IT, practice management, and communication providers we use to run our practice (e.g. Dental4Web, SMS/email providers).
  • Some providers may be located outside Australia(for example, secure cloud services in the United States).

We only share the minimum information necessary and take reasonable steps to ensure third parties comply with Australian privacy standards.

  1. Keeping Your Information Secure and Accurate
  • Records are stored securely in our practice management system and cloud services with encryption and access controls.
  • Only authorised staff can access patient information.
  • We take reasonable steps to keep your information accurate, complete, and up to date.
  • We securely destroy or de-identify information when it is no longer required by law.
  1. Access and Correction

You may request access to your personal information, or ask us to correct it if it is inaccurate or incomplete, by contacting us. We may charge a small administrative fee for access requests.

In limited circumstances, we may refuse access or correction where permitted by law (e.g. if it poses a risk to health or is subject to legal restrictions).

  1. Identifiers and Anonymity

We may use de-identified information for statistical or quality improvement purposes. Where practical, you may choose to remain anonymous or use a pseudonym when dealing with us (e.g. for general enquiries).

  1. Using Sensitive Information

Sensitive health information is collected only where relevant to your dental care. We will only use or disclose this information for:

  • The primary purpose of providing treatment.
  • A directly related secondary purpose you would reasonably expect.
  • With your consent.
  • Where required or authorised by law.
  1. Trans-Border Data Flows

Some personal information may be transferred or stored outside Australia (e.g. secure cloud platforms hosted in the United States). This will only occur where:

  • It is necessary to provide you with services.
  • You have consented.
  • The overseas provider is subject to privacy obligations substantially similar to the Australian Privacy Principles.
  • Reasonable steps are taken to ensure your data is protected.
  1. Questions or Complaints

If you have questions or concerns about how we handle your personal information, please contact:

Privacy Officer – Newport Family Dentist

familydentist2016@gmail.com |  03 9399 3399

If you are not satisfied with our response, you may contact:

  • Office of the Australian Information Commissioner (OAIC)– www.oaic.gov.au
  • Health Complaints Commissioner (Victoria)– www.hcc.vic.gov.au
  1. Governing Law

This policy is governed by the laws of Victoria and the Commonwealth of Australia.

  1. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website and at reception.

+(03) 9399 3399