Privacy Policy

Privacy Policy for Mermaid Dental Studio At Mermaid Dental Studio ("we," "us," or "our"), we are committed to safeguarding your personal information and maintaining your privacy in compliance with all relevant legislation, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy outlines how we collect, use, store, and disclose your personal information and ensures that you are informed of your rights.

 

1. Who We Are

Mermaid Dental Studio is a private dental care provider offering a range of dental services. We understand the importance of protecting your personal and health-related information, and we are dedicated to ensuring that your data is handled securely and appropriately.

 

2. Collection of Personal Information

We only collect personal information necessary to provide dental care and related services. This includes: • Identity Information: Your full name, address, date of birth, gender, and contact details (phone number, email, etc.).

​

• Medical and Dental History: Information about your medical and dental history, including any health conditions, allergies, medications, treatments, previous dental visits, and clinical notes relevant to your care.

• Billing and Financial Information: Your health insurance details, Medicare or Department of Veterans' Affairs (DVA) number, and payment details (including bank account or credit card information, where applicable).

• Photographs and Clinical Images: Digital images and photographs taken during your treatment, which may be used for your clinical records. We may also use these images for promotional purposes (e.g., website, social media) only with your explicit written consent.

• Communication Information: Information provided during communications with us, including inquiries made through our website or customer service platforms.

• Website and Technical Data: When you visit our website, we may collect information such as your IP address, browser type, the pages you visited, the time and date of your visit, and any other related information to improve website functionality and security.

​

3. Why We Collect Personal Information

We collect and process your personal information for the following purposes:

1. Provision of Dental Care:

a. To provide accurate and effective dental care, including diagnosis, treatment, and monitoring of oral health.

b. To maintain a comprehensive record of your health and treatment history.

c. To collaborate with specialists, laboratories, and other healthcare providers involved in your care, if necessary.

​

2. Communication and Appointment Management:

a. To send appointment reminders, recall notices, or follow-up communications via SMS, email, or phone.

b. To respond to your inquiries and provide information about dental services.

​​

3. Billing and Administrative Purposes:

a. To process payments for services rendered, including claims to Medicare, private health insurance, or other third-party payers.

b. To manage your accounts and payments, and ensure proper financial administration in compliance with applicable laws.

 

4. Legal and Regulatory Compliance:

a. To comply with legal obligations, including reporting to health regulatory authorities as required by law.

b. To fulfil our duties under privacy, health, and safety legislation.

c. To respond to legal claims or complaints.

 

5. Marketing and Promotions (with your consent):

a. To send you information about our services, special offers, and promotions. We will only send marketing communications if you have provided your consent, and you may opt-out at any time.

b. Use of Photographs: Any photographs or clinical images used for marketing (on our website or social media) will only be used with your written consent. You can withdraw this consent at any time by contacting us.

 

6. Improvement of Services and Research:

a. To use de-identified data for research, service planning, and quality improvement initiatives.

b. To evaluate and monitor the performance of our practice and implement improvements where necessary.

 

7. Website Analytics and Security:

a. To improve our website's functionality and enhance user experience, we may collect technical information through cookies or similar tracking technologies.

b. To ensure that our website remains secure and protected from unauthorized access or malicious attacks

​

4. How We Collect Personal Information

We collect personal information through a variety of channels, including:

• Directly from You: When you provide it in person, over the phone, via email, or through our website (e.g., during appointments, consultations, or online bookings).

• From Third Parties: We may receive information from third-party sources, such as referring healthcare providers, specialists, health insurers, or government agencies (e.g., Medicare, DVA).

• Through Technology: Automatically when you visit our website or interact with us online (e.g., via cookies, website forms). If you do not provide the personal information requested, it may affect our ability to provide you with dental services or respond to your inquiries.

 

5. Storage and Security of Personal Information

We take reasonable steps to protect your personal information from unauthorised access, modification, misuse, interference, loss, and disclosure. Personal information is stored in secure electronic systems and physical records that are protected by passwords, encryption, and secure access protocols. We retain patient records in accordance with the Information Privacy Act 2009 (Qld), which requires that:

• For individuals under the age of 18, records are retained until they turn 25.

• For all other patients, records are retained for a minimum of seven years from the date of your last appointment. When your personal information is no longer required, we will securely destroy or de-identify it, in accordance with legal obligations.

​

6. Disclosure of Personal Information

We may disclose your personal information to third parties, only when necessary, including:

• Healthcare Providers: Dentists, specialists, or laboratories involved in your care.

• Government and Regulatory Bodies: Medicare, DVA, or other regulatory authorities when legally required.

• Service Providers: Third-party service providers who support our operations (e.g., IT, payment processing, practice management software) under strict confidentiality agreements. 

• Legal and Compliance: When required to respond to legal claims, protect our rights, or comply with a legal obligation (e.g., responding to a court order or subpoena). We will not disclose your personal information to third parties for marketing purposes without your explicit consent.

​​

7. Accessing and Correcting Your Information

You have the right to request access to the personal information we hold about you. If any information is inaccurate or incomplete, you have the right to request corrections. Requests for access or corrections should be made in writing to us (contact details below). We will respond to access requests within a reasonable time (usually within 30 days). There may be an administrative fee to cover the costs of retrieving and supplying your information.

 

8. Data Breaches

In the event of a data breach that is likely to result in serious harm, we will notify you and the Australian Information Commissioner in accordance with our obligations under the Notifiable Data Breaches scheme. We will take immediate steps to contain the breach and minimise any potential damage.

​

9. Your Rights and Choices

• Right to Withdraw Consent: You can withdraw your consent for any use of your personal information (e.g., marketing communications or use of photos) at any time by contacting us.

• Right to Complain: If you have any concerns about how we handle your personal information, you have the right to lodge a complaint with us or the Office of the Australian Information Commissioner (OAIC).

 

10. Updates to this Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or technology. Any updates will be posted on our website, and you will be bound by the updated policy when you use our services after the changes take effect.

 

12. Contact Us For any questions, concerns, or requests related to this Privacy Policy,

please contact:

​

Email: reception@mermaiddentalstudio.com.au

Call: 07 55751790