PRIVACY POLICY

Last updated: January 2026

Mid North Coast Dental Centres (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal and health information. This policy explains how we collect, use, store, disclose, and manage personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant AHPRA and healthcare privacy guidelines.

By using our website or our services, you consent to the handling of your information as described in this Privacy Policy.

1. Information We Collect

We collect personal information necessary to provide dental and oral healthcare services, including:

Full name, date of birth, and gender
Contact details (address, phone number, email)
Medical and dental history
Current medications, allergies and contraindications
Treatment notes, imaging, and clinical assessments
Health fund, Medicare, and billing details
Emergency contact and next-of-kin information
Information collected via our website, contact forms, or booking systems

As a healthcare provider, we collect sensitive information (health information). We do so with your consent and for the purpose of delivering safe, appropriate, and lawful care.

For patients under 18, information is collected from a parent or guardian where appropriate.

2. Purpose of Collection and Use

We collect, hold, and use information to:

Provide dental and oral healthcare services
Maintain accurate clinical and administrative records
Support clinical decision-making and continuity of care
Communicate appointments, recalls, and treatment information
Process Medicare, health fund, and insurer claims
Facilitate payment plans or third-party financing options selected by the patient
Manage our clinical and administrative systems
Comply with legal, regulatory, and reporting obligations

We do not use personal information for any purpose unrelated to care unless:

you provide consent, or
we are required or authorised by law.

3. Collection of Children’s Information

We provide dental services to patients of all ages. We treat children’s personal and health information with equal confidentiality and care.

Where patients are under 18:

information is collected from a parent or guardian where appropriate, and
consent for treatment is obtained in accordance with clinical and legal standards.

4. Website and Online Data

When you use our website, we may automatically collect:

IP address and geographic information
Browser and device information
Pages visited and time spent
Referring website links

We may use cookies and analytics tools to improve website performance and functionality. Cookies may be disabled in browser settings; however, some features may not operate correctly.

5. Sensitive Information Handling

Health information is afforded higher protections under the Privacy Act. We only collect and hold sensitive information where necessary for treatment, care coordination, billing, or legal obligations, and with patient consent unless otherwise permitted by law.

6. Disclosure of Information

We may disclose personal and health information to:

Treating healthcare providers (e.g., doctors, dental specialists, orthodontists, laboratories)
Medicare, health insurers, and health funds for billing and claims
Parents or guardians of minors (for consent and care coordination)
Third-party service providers supporting clinical or administrative systems
Regulatory or government bodies as required by law

We may also disclose clinical information, including imaging and diagnostic materials, to specialist providers or laboratories involved in your care where clinically appropriate.

Where a patient elects to use third-party payment or financing providers (e.g., Denticare, humm, AfterPay, Zip or similar), personal information necessary to facilitate payment plans or approvals may be shared with those providers. This may include identity, contact, payment, and treatment cost information. We do not disclose clinical records for financing unless required to substantiate treatment and with patient consent.

We will never sell patient information or disclose it for advertising or non-clinical marketing purposes.

7. Third-Party and Cloud Service Providers

We use trusted service providers to support practice operations, including:

practice management software
imaging and diagnostic platforms
online booking systems
payment processing systems
IT, hosting and data security providers

Some clinical and imaging data may be stored or transmitted via secure cloud platforms used for diagnostic review or laboratory coordination. We take reasonable steps to ensure these providers comply with healthcare privacy and confidentiality standards.

8. Security and Storage of Information

We take the security of personal and health information seriously. Measures include:

secure clinical software systems
password-protected and access-controlled records
secure servers and encrypted transmission where appropriate
staff confidentiality and privacy training

9. Retention and Record Management

Patient health records are retained for the minimum period required under healthcare legislation and professional regulations. After the retention period, records are securely destroyed or de-identified.

10. Access and Correction

Patients may request access to or correction of their personal or health information. We may require identity verification to protect patient confidentiality. We will respond within a reasonable timeframe unless restricted by law.

11. Direct Communications and Unsubscribing

We may send appointment reminders, recalls, and information relating to treatment or ongoing dental care. These communications help support continuity of care and are not considered marketing.

We may also send occasional practice updates or marketing communications if you have given consent. You may unsubscribe from marketing or promotional communications at any time by using the unsubscribe link provided in emails or by contacting the practice to request removal.

Unsubscribing from marketing does not apply to recalls, post-treatment follow-up, or communications relating to your dental care.

12. Data Breach Notification

If a privacy or data breach is likely to result in serious harm, we will notify affected individuals and regulators as required under the Notifiable Data Breaches (NDB) scheme.

13. Complaints and Concerns

If you have questions or concerns about how your personal information is handled, you may contact us. We will investigate and respond promptly.

If you are unsatisfied with our response, you may escalate a complaint to:

Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au

14. Links to Other Websites

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites and encourage you to review their privacy policies.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in practice, technology, or legal requirements. Updates will be published on this page with a revised effective date.

16. Contact Us

Please contact our practice using our contact form

Mid North Coast Dental Centres

Suite 7/38 Clifton Dr, Port Macquarie NSW 2444 | (02) 6581 4025 | pmq@midnorthcoastdental.com.au