Effective Date: 16 September 2025
This Privacy Policy is for patients, associates and online asset consumers of Sleep & TMJ Clinic ("we," "us," "our"). We are committed to protecting your privacy and handling your personal and health information responsibly.
Legal Framework
This policy complies with:
- Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs)
- Health Records Act 2001 (Vic)
- Healthcare Identifiers Act 2010 (Cth)
- Health Insurance Act 1973 (Cth)
- Medicare provider agreement obligations
Information We Collect
We collect personal and health information to provide dental and healthcare services, including:
- Contact details (name, address, phone, email)
- Medical and dental history
- Treatment records and clinical notes
- Healthcare identifiers (Medicare numbers, Healthcare Identifier Service numbers)
- Payment and insurance information
- Photographs and radiographs
Children Under 16
For patients under 16 years, we require consent from a parent or guardian for:
- Collection and use of health information
- Clinical photography
- Marketing communications
- Disclosure to third parties
We consider the child's maturity and views when making decisions about their health information.
Clinical Photography and Imaging
Standard Clinical Documentation
By receiving treatment, you consent to clinical photography and imaging for:
- Treatment planning and documentation
- Referral to specialists
- Continuing care records
- Quality assurance
Marketing and Educational Use
By submitting photos through our online properties or in the clinic, you consent for us to use of your photographs in:
- Practice portfolios and websites
- Educational materials
- Marketing communications
- Social media content
This consent is separate from treatment consent and can be withdrawn at any time.
How We Use Your Information
Primary Purposes
- Providing dental and healthcare services
- Treatment planning and clinical care
- Billing and practice administration
- Legal and regulatory compliance
Secondary Purposes
- Marketing communications about our services
- Quality improvement and research (de-identified)
- Educational purposes (with specific consent)
- Software system improvement and development
Marketing Communications
Explicit Consent Required
By submitting your details through our online properties or in the clinic, you consent for us to use your details for online and offline marketing activities (including but not limited to email, SMS, Whatsapp and direct mail) and for software system improvement activities.
Your Rights
- You can withdraw consent at any time
- Unsubscribe options are provided in all marketing communications
- Withdrawal of marketing consent does not affect your treatment
Information Sharing and Disclosure
Healthcare Providers
We may share your information with:
- Specialist practitioners (with your consent)
- Dental laboratories and imaging services
- Other healthcare providers involved in your care
- Emergency medical services (when necessary)
Medicare and Government Agencies
We are required to share certain information with:
- Medicare Australia: For legitimate Medicare billing, claiming, and compliance audits only
- Department of Health: Public health reporting as required by law
- Professional regulatory bodies: When mandated by professional standards or law
- Courts and law enforcement: Only when legally compelled by court order or warrant
Medicare Information Restrictions:
- Medicare numbers are never used for patient identification in non-Medicare contexts
- Medicare assignment and billing information is kept strictly confidential
- Bulk billing records are maintained according to Medicare requirements
- Provider number usage is limited to authorized healthcare transactions
Overseas Service Providers
We may disclose your personal information to overseas recipients for administrative and operational purposes. When disclosure occurs, we ensure appropriate safeguards are in place through contractual arrangements and equivalent privacy protections.
Healthcare Identifiers and Medicare Information
Healthcare Identifiers Collection and Use
Under the Healthcare Identifiers Act 2010 (Cth), we collect and use Healthcare Identifiers only for authorised purposes under section 9:
Individual Healthcare Identifiers (IHI):
- Providing healthcare services to you
- Facilitating continuity of healthcare
- Managing healthcare information systems
- Research and public health activities (with appropriate approvals)
Healthcare Provider Identifiers:
- Identifying ourselves in healthcare transactions
- Medicare billing and claiming processes
- Professional registration verification
Data Security
We implement appropriate security measures to protect your personal and health information from misuse, interference, loss, unauthorised access, modification or disclosure.
Your Rights
Access and Correction (APPs 12 & 13)
- Request access to your personal and health information
- Request correction of inaccurate information
- Receive information in an accessible format
Complaints Process
- Contact our Privacy Officer at [email protected]
- We will respond within 30 days
- If unresolved, contact the Office of the Australian Information Commissioner
Health Records Rights (Victorian patients)
- Access your health records
- Request correction or amendment
- Restrict access by nominated persons
- Transfer records to another provider
Contact Information
Email: [email protected]
Address: 34 Rosanna Road, Heidelberg VIC 3084
Cookies
Our website uses cookies to collect information about your web browsing behavior for analytics and advertising purposes. You can disable cookies through your browser settings, though this may affect website functionality.
Links
This website may contain links to other websites. These links are meant for your convenience only. Links to third party websites do not constitute sponsorship or endorsement or approval of these websites.
Please be aware that we are not responsible for the privacy practices of such other websites. We encourage our users to be aware, when they leave our website, to read the privacy statements of each and every website that collects personally identifiable information.
This privacy policy applies solely to information collected by this website.
Policy Updates
This policy may be updated to reflect changes in law or practice. Current versions are available at our practice and website. Significant changes will be communicated directly to patients.
Change To This Privacy Policy
As we plan to ensure our privacy policy remains current, this policy is subject to change. We may modify this policy at any time, in our sole discretion and all modifications will be effective immediately upon our posting of the modifications on this website. Please return periodically to review our privacy policy.
