Aesthetic Laser Dentistry ("ALD", "we", "us", "our") is committed to protecting your privacy and keeping your personal and health information safe. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and with the Health Records Act 2001 (Vic) and its Health Privacy Principles. This policy explains what information we collect, why we collect it, how we use and protect it, and your rights in relation to it.

1The information we collect

To provide safe, high-quality dental care we collect personal information and health information about you, including:

• Identity and contact details — name, date of birth, address, phone number and email.
• Health information — your dental and medical history, medications, allergies, clinical notes, treatment plans, consent records, and the outcomes of your care.
• Clinical records — photographs, intraoral scans, x-rays and other diagnostic images.
• Recordings and notes from your appointment — including notes produced with the help of AI-assisted note-taking software (see section 4).
• Administrative and financial details — Medicare number, health fund and DVA details, payment information, and your appointment history.

2How we collect it

We usually collect information directly from you — when you complete our forms, speak with our team, or attend an appointment. Sometimes we collect information from others involved in your care, such as your referring dentist or doctor, specialists, dental laboratories, your health fund, Medicare, or a parent or guardian. Where it is lawful and practical, we will tell you when we collect information about you from someone else.

3Why we collect and use it

Our primary purpose for collecting your information is to provide you with dental care and to keep an accurate record of that care. We also use your information for directly related purposes you would reasonably expect, including:

• Communicating with you and sending appointment reminders and recalls.
• Processing payments and claiming through Medicare, your health fund, the CDBS or DVA.
• Liaising with specialists, laboratories and other health providers involved in your treatment.
• Managing our practice, including quality improvement, training and accreditation.
• Meeting our legal and professional obligations.

We will only use your information for marketing where you would reasonably expect it or where you have agreed, and you can opt out at any time.

5Disclosing your information

We treat your information as confidential and only disclose it where appropriate, including to:

• Specialists, dental laboratories, other treating practitioners and health services involved in your care.
• Medicare, your health fund, the CDBS or DVA for claiming and payment.
• Trusted service providers who help us run the practice — such as our practice-management, secure-storage, communications and AI note-taking software providers — who are bound to protect your information.
• Others where you have consented, or where we are required or authorised by law (for example, a court order, subpoena or mandatory reporting obligation).

We do not sell your information.

6Overseas disclosure

Our AI clinical note-taking service stores and processes your information on servers located in Australia. Some other software we use to run the practice — for example certain communications, reminder or secure-storage services — may process or store information overseas. Where any of your information is disclosed overseas, we take reasonable steps to ensure it is handled securely and in a manner consistent with Australian privacy law.

7Keeping your information secure

We protect your information with physical, electronic and procedural safeguards, including secure premises, access controls, staff confidentiality obligations, and encrypted, password-protected systems. While we take all reasonable steps to protect your information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8How long we keep it

We retain your health records for as long as required by law. Under the Health Records Act 2001 (Vic), this is generally at least seven years from your last visit for adults, and for patients under 18, until they turn 25. When records are no longer required, we destroy or de-identify them securely.

9Accessing and correcting your information

You have the right to ask for access to the personal and health information we hold about you, and to ask us to correct it if it is inaccurate, out of date or incomplete. To make a request, please contact us using the details below. We will respond within a reasonable time. An administrative fee may apply to cover the cost of providing copies, and in limited circumstances permitted by law we may need to decline a request, in which case we will explain why.

10Complaints

If you have a concern about how we have handled your information, please contact us first using the details below so we can try to resolve it. We take privacy seriously and will respond promptly. If you are not satisfied with our response, you may contact:

• Office of the Australian Information Commissioner (OAIC) — 1300 363 992, oaic.gov.au
• Health Complaints Commissioner (Victoria) — 1300 582 113, hcc.vic.gov.au

11Changes to this policy

We may update this policy from time to time to reflect changes in our practice, technology or the law. The current version will always be available at our reception and on our website, with the effective date shown at the top.