Privacy policy

Victorian Dental Group takes your privacy seriously.

Our practice reviews and updates this Privacy Policy on a regular basis.

Our privacy officer is Adam Bromage, who can be contacted at info@victoriandentalgroup.com.au

We are bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act 1988 (Privacy Act) and the Health Records Act Victoria 2001.

Our Privacy policy outlines how we use and manage your health information. A Notice to Patients is available in our patient waiting area as a summary statement of the policy.

In plain terms

The policy below is the document that governs. This summary is here so you can find what you need quickly; where the two differ, the policy text is what applies.

You want to know The short answer
What do you collect? Your health information, and the personal details needed to treat you, bill you and contact you
Why? To provide dental care, to administer the practice, and where the law requires it
Who else sees it? Practitioners involved in your care, and others only with your consent or where the law requires
Can I see my own record? Yes — request it in writing to the Privacy Officer
Can I correct it? Yes
How long is it kept? Seven years, and for a child, until they turn 25
Is it sent overseas? Possibly, via service providers such as data storage — see "Sending information overseas"
How do I complain? To our Privacy Officer first, and independently after that

Collection and use of information

We collect health information directly from you and your authorised representatives to provide you with dental treatment.

Personal information such as your name, address, health insurance and financial details are used for the purpose of addressing accounts to you, as well as for processing payments, collecting unpaid invoices via an external collection agency, and writing to you about our services and any issues affecting your health care.

We may de-identify and use your information and data for research, evaluation and benchmarking purposes.

We may also collect health information from a third party such as a health fund or referrer.

We will only collect your e-mail address if you send us a message or you provide us with your address directly. It will only be used for the purpose for which you provided it. You have the option of having your email address deleted from our records at any time.

Non-disclosure of information

If you choose not to provide us with information relevant to your care, we may not be able to provide a service to you, or the service we are asked to provide may not be appropriate for your needs.

Importantly, you could suffer some harm or other adverse outcome if you do not provide information relevant to your care.

Website security

Our Internet Service Provider makes a record of your visit to our practice website and logs the following information for our reference:

This non-identified information is used to monitor usage patterns on our site in order to improve navigation and design features – helping you to get information more easily.

Our website contains links to other websites. We are not responsible for other websites' privacy practices, and care should be taken when providing personal information on any website.

Cookies

This website only uses session cookies during a search query of the web site.

Upon closing your browser the session cookie set by this website is destroyed and no personal information is maintained.

Employer/employee responsibilities

All staff employed in this practice are required to undergo training to understand their responsibilities in maintaining your privacy and to sign a confidentiality agreement in order to protect your personal information.

Disclosure

The purpose of collecting your information is to provide you with a dental service; for internal and external administrative purposes, insurance purposes and record keeping.

We will not use your health information for any other purpose unless one of the following applies:

  1. You have consented;
  2. You would reasonably expect that your information may be used for that purpose; for example we may disclose your health information to another health service provider such as a specialist dentist, a technician, your GP or another health practitioner for the purpose of providing you with health care; or
  3. The use of your health information is required or authorised by law.

Data quality

The practice takes steps to ensure that the health information we collect is accurate, up to date and complete. These steps include maintaining and updating personal and health information when you attend the practice or you advise us that your personal information has changed.

This is why you are asked to confirm your details and your medical history at appointments rather than only at the first visit. Tell us promptly if your address, mobile number, email, health fund, medications or medical conditions change.

Data security

The practice keeps hard-copy, electronic records or a hybrid of both.

We protect them by ensuring hard-copy records are kept in locked files and there are security processes in place regarding computer access. Electronic data is backed-up.

Given the inherent insecurity of information passed over the Internet, we do not currently support the transmission of personal health information to or from our patients over the Internet. If you send any personal health information to us via the Internet, we cannot guarantee its security.

In practice: please do not email clinical details, images or documents you would not want sent over an unsecured channel. Ring the practice on (03) 9088 5808 and we will arrange another way.

Access and correction

You can request access to your health or personal information we hold, or request that we change that information.

Requests for access or correction must be in writing and directed to the practice Privacy Officer.

You can access or make changes to your health or personal information unless we consider that there is a sound reason under the Privacy Act, or other relevant law to withhold the information, or not make the changes.

After a period of 7 years (and if you attended the practice as a child, you have reached the age of 25) we may destroy your records in accordance with applicable laws.

How to make a request

  1. Put it in writing to the Privacy Officer at the address in Enquiries below
  2. Say what you want — the whole record, a date range, radiographs only, or a specific correction
  3. Say where it should go — to you, or to another practitioner
  4. Allow time. Under the Privacy Act, requests are generally responded to within 30 days
  5. A reasonable fee may apply for the cost of copying and providing records. We will tell you beforehand if one does
  6. If access is refused, you are entitled to be told why, and to challenge that decision

If the purpose is to move to another practice, or to bring records here from one, the practical route is set out on our transfer of records page.

Requests on behalf of someone else

A parent or guardian may generally request access to a child's record. Where a young person is capable of making their own decisions about their health care, their own wishes are taken into account.

For an adult, we will act on a request from someone else only where there is written authority, a power of attorney, or another lawful basis. Tell reception if you would like a partner, family member or carer to be able to deal with us on your behalf, and we will record it.

Marketing

Our practice may use your information for the purpose of direct marketing; however, we will not on-sell your personal information.

We understand that you may not wish to receive marketing materials. If you would prefer not to receive such information, please approach the Privacy Officer or another staff member at the practice.

Appointment reminders and recall notices sent by SMS or email are part of providing your care rather than marketing, and are sent to the contact details you give us. Tell reception if you would prefer a different channel, or none.

Sending information overseas

As part of maintaining your records, the practice may use off-site electronic data storage providers, transcription service providers, professional indemnity insurers, marketing agencies or other third party service entities. These providers may be located offshore.

We will try to inform you about where your information is sent. Please be assured that we take reasonable steps to ensure compliance with the Australian Privacy Principles in relation to any off-shore transfer of your information.

If there is a data breach

Under the Commonwealth Notifiable Data Breaches scheme, where there is unauthorised access to, disclosure of, or loss of personal information that is likely to result in serious harm to the people affected, and the risk cannot be remediated, the practice is required to notify those individuals and the Office of the Australian Information Commissioner as soon as practicable.

In the event of a privacy breach, we will comply with applicable guidelines issued by the Office of the Australian Information Commissioner.

Complaints

If you suspect there has been or may have been a breach of your privacy, you can complain directly to the practice Privacy Officer. (See Enquiries below).

We take complaints very seriously.

You can lodge a complaint in a number of ways: by phone, email, in writing or in person.

Your complaint will be reviewed in house.

Any appropriate corrective action required to manage this breach and any preventive actions required in order to prevent breach in future will be discussed and decided.

You will be sent a letter explaining the review process and the consequences of the review.

Independent avenues

You do not need our agreement to take a concern elsewhere, and you can go directly if you would prefer.

Body For
Office of the Australian Information Commissioner — oaic.gov.au, 1300 363 992 Privacy under the Commonwealth Privacy Act
Health Complaints Commissioner (Victoria) — hcc.vic.gov.au Complaints about a health service, including handling of health records in Victoria
AHPRA — ahpra.gov.au Concerns about a registered practitioner's conduct

The Victorian body previously known as the Health Services Commissioner is now the Health Complaints Commissioner.

Your rights, in summary

These rights exist under the Privacy Act and the Health Records Act (Victoria) and do not depend on this policy.

Related pages

Enquiries

For further information about the practice's management of privacy, please contact our Privacy Officer Adam Bromage at admin@victoriandentalgroup.com.au

Victorian Dental Group — 291 Wattletree Road, Malvern East VIC 3145 · (03) 9088 5808 · Monday to Friday, 8:00am–5:00pm

This policy is reviewed and updated regularly. To confirm the current version, or to request a copy, contact the Privacy Officer. The policy text governs; the summaries and explanatory notes on this page are provided to make it easier to follow and are not legal advice.

What information does the practice collect?

Your name and contact details, date of birth, Medicare and health fund details, your medical history including medications, allergies and relevant conditions, and the clinical records of your care — examination findings, X-rays, photographs, treatment notes and accounts. The medical history matters clinically: medications and conditions change how treatment is planned and carried out.

Why is health information treated differently?

Health information is classed as sensitive information under Australian privacy law, which sets a higher bar for how it may be used or disclosed. Victorian Dental Group is bound both by the Commonwealth Privacy Act 1988 and the Australian Privacy Principles, and by Victoria's Health Records Act 2001 and its Health Privacy Principles.

Who is my information shared with?

Only as needed for your care or as the law requires — for example a specialist or hospital you are referred to, a dental laboratory making your crown or denture (which receives the technical prescription, not your medical history), your health fund or Medicare for claiming, and other treating practitioners where you have agreed. Your information is not sold, and it is not used for marketing without your consent.

Can I see my own records?

Yes. You have a right to access your own health information and to request a copy, including X-rays — useful if you are moving or seeking a second opinion. Ask the practice in writing; a reasonable fee may apply for providing copies. Access can only be refused in limited circumstances set out in the legislation, and you must be given reasons.

What if my details are wrong?

Tell the practice and they will be corrected. You can ask for inaccurate, out-of-date or incomplete information to be amended. Where there is disagreement about a clinical record, you can ask for a statement of your view to be kept with the record. Keeping your contact details, medications and medical history current also matters for your safety.

How long are records kept?

Health records must be retained rather than discarded when convenient. In Victoria the general requirement is at least seven years from your last attendance, and for someone treated as a child, until they turn 25 — so a family's records are held considerably longer than people often expect. Records are stored digitally and securely.

How is my information kept secure?

Records are held in digital systems with access limited to staff who need them for your care, and the practice's information handling is among the areas examined in its accreditation against the National Safety and Quality Health Service Standards. Please do not send personal health information through social media or a public message — phone the practice instead.

Who is the Privacy Officer?

Adam Bromage. Privacy enquiries, requests for access to your records, and any concern about how your information has been handled can be directed to the practice on (03) 9088 5808 or by email to info@victoriandentalgroup.com.au, marked for the attention of the Privacy Officer.

What if I am not satisfied with the response?

Raise it with the Privacy Officer first, as most matters are resolved directly. If you are not satisfied, complaints about the handling of health information in Victoria can be made to the Health Complaints Commissioner, and complaints under the Commonwealth Privacy Act to the Office of the Australian Information Commissioner. Both accept complaints directly and their contact details are on their websites.

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