Privacy Policy

Your privacy and the confidentiality of your personal information are of paramount importance to us. We are committed to safeguarding your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This policy explains what information we collect, how it is used, when it may be disclosed, and your rights regarding access and corrections. By receiving services from Bond Street Dental, you agree to the handling of your personal information as outlined in this policy.

Consent means your permission, which may be express or implied. Express consent may be written (e.g., signing a form) or verbal. Implied consent is inferred when we can reasonably conclude from our relationship that you have agreed by taking action or deciding not to take action.

Personal Information has the same meaning as under the Privacy Act 1988 (Cth): information or an opinion about an identified individual, or an individual who is reasonably identifiable.

We collect information that is necessary to provide our dental services and ensure your clinical safety. The type of personal information we collect depends on your interaction with the practice. This may include:

• Contact Details: Name, address, telephone, and email.

• Personal Details: Age and gender.

• Clinical History: Details of previous dental providers and referrals.

• Administrative Details: Medicare number (where required for government-funded schemes) and health insurance details.

• Correspondence: Records of interactions, including system notes and emails.

• Financial Administration: Records of services provided, dates of treatment, and payment processing information.

• Sensitive Health Information: Medical history, family medical history, and current clinical assessments.

We collect this data primarily for clinical care, quality assurance, and internal administration.

We collect information directly from you via website forms, in-person consultations, telephone conversations, or medical history forms. We may also collect information from third parties (such as your health fund or referring specialists) where you have provided consent for such disclosure.

We use your personal information primarily to provide, manage, and administer your dental care and to operate a professional health service. As part of these processes, we may use or disclose your information for the following purposes:

• To provide dental and related healthcare services to you.

• To maintain and administer your clinical patient files.

• To contact you regarding your treatment, appointments, or oral health needs.

• To carry out internal functions such as administration, quality assurance, clinical audits, and secure information technology storage.

• To resolve clinical or administrative enquiries.

• To process health insurance claims and manage account invoicing.

• To comply with relevant healthcare laws and regulations.

If you submit enquiries via our website, we will use that information specifically to respond to your request. We may store your contact information for future clinical reference and continuity of care.

5.1 Disclosure to Third Parties

To provide comprehensive care and maintain practice operations, we may disclose your information to third parties on a strictly confidential basis, including:

• Your nominated relatives or emergency contacts in an emergency.

• Government and regulatory bodies (e.g., Medicare or the Department of Health) where required.

• Contracted dental practitioners, specialists, and other healthcare professionals for the purpose of seeking a second opinion or a referral.

• Third-party health benefit providers (Health Funds) to assist in the processing of your claims.

• Professional service providers (such as IT consultants or auditors) who assist us in maintaining the security and integrity of our operations.

• Where disclosure is required by law (e.g., subpoenas or notices from courts and tribunals).

If we are required to send your personal information outside of Australia (for example, for secure cloud storage), we ensure the recipient complies with Australian privacy laws and maintains strict data security.

5.2 Direct Marketing

From time to time, we may contact you to provide information about oral health services or practice updates that may be of benefit to you. This may occur via mail, telephone, email, or SMS. You consent to us using your personal information for these purposes unless you have withdrawn that consent.

• Opting Out: You can withdraw your consent for marketing materials at any time by contacting us. We will action your request within 5 business days.

• Essential Communications: If you opt out of marketing, we will still contact you regarding your ongoing clinical relationship (e.g., appointment reminders, billing statements, or clinical notices).

We take all reasonable steps to ensure your personal information is stored securely and protected from misuse, loss, unauthorized access, or disclosure.

• Data Security: We maintain strict clinical data security standards. Your records are handled by authorised employees only.

• Retention: We retain your clinical records for as long as required by law (generally a minimum of 7 years for adults, or until a minor reaches age 25).

• Destruction: When information is no longer required for clinical or legal purposes, we take reasonable steps to securely destroy or de-identify that data.

7.1 Access to personal information

You have the right to access personal information that is held about you. You can ask Us for access to the information that We hold about you at any time. Simply contact Us (Our contact details are listed below) to make your request. We will always endeavour to meet Your request for access within a reasonable time and in the manner requested by You if it is reasonable to do so. However in some circumstances, access to certain information may be declined. This includes the following circumstances:

• We no longer hold or use the information;
• providing access would have an unreasonable impact on the privacy of others;
• the request is frivolous or vexatious;
• the information relates to existing or anticipated legal proceedings and would not normally be disclosed as part of those proceedings;
• providing access would be unlawful;
• denying access is required by law;
• providing access would be likely to prejudice the prevention, detection, investigation and prosecution of possible unlawful activity;
• the information would reveal our commercially sensitive decision-making process; and
• where access would pose a threat to the life or health of any individual.
• the information would reveal our commercially sensitive decision-making process; and
• where access would pose a threat to the life or health of any individual.

If We are unable to give you access to the information you have requested, We will give you written reasons for this decision when we respond to your request. If You have any concerns about the refusal, please see section 13 for further information.

We may charge You a reasonable fee for access to some types of information. This charge will be limited to the cost of recouping Our costs for providing You with the information. For example, document retrieval, photocopy, labour and delivery to You. We will not charge You to make a request to access Your information.

You may request access to your personal information by contacting Us as per the contact details at the end of this document.

7.2 Correcting your personal information

To enable Us to provide you with the best possible service, it is important that the information We hold about You is accurate. We will take reasonable steps to ensure that Your personal information is accurate, complete and up-to-date at the time of collecting, using or disclosing it. If You believe any information We hold about you is inaccurate, incomplete or out-of-date, You should contact Us to let Us know. We will respond to Your request within a reasonable period and will take reasonable steps to amend Your records.

7.3 Online data collection and use

When you access any Bupa website, we collect certain anonymous technical information about user activities on the website. This may include information such as the type of browser used to access the website and the pages visited.

This information is used by Bupa to make decisions about maintaining and improving our websites and online services.

For more information, please refer to the website terms and conditions on bupa.com.au/terms-andconditions.

7.4 Cookies and analytics

We use cookies and industry standard analytics to collect data to help us determine which pages are most popular, peak usage times and other information that helps us make our websites easier and more efficient for you to use. When you visit our websites we may set a cookie on your machine so that when you next visit our websites it links to your personal information that is stored on our system.

A “cookie” is a small text file placed on your computer by a web server when you access a website. Cookies are frequently used on websites. Cookies in themselves do not identify the individual user, just the computer used.

You can choose if and how a cookie will be accepted by configuring your preferences and options in your browser. For example, you can set your browser to notify you when you receive a cookie or to reject cookies. However, if you decide not to display cookies, then you may not be able to gain access to all the content and facilities of this website.

The protection of personal privacy is a priority for us. While we take reasonable steps to secure our digital environment, you should be aware of the following:

• Internet Risks: Our website does not guarantee the absolute secure transmission of information over the internet. There are inherent risks in transmitting information across the internet, including online forms and emails. If you are concerned about conveying sensitive material to us digitally, please contact us by telephone.

• Third-Party Links: Our website may contain links to external websites. Bond St. Pty Ltd is not responsible for the privacy practices or the content of external sites.

• Aggregate Information: We collect standard web server/visitor traffic information (aggregate information) regarding overall website traffic patterns. This is used solely for statistical and website administration purposes and does not individually identify you.

All before-and-after photographs displayed on our website and social media are of actual patients treated at Bond Street Dental.

• Authenticity: No retouching or digital modification has been performed on the clinical results shown in these photographs.

• Consent: All patients featured have provided express written consent via a signed release form.

• Individual Results: These photographs are for illustrative purposes to demonstrate clinical capability. They do not predict or guarantee future results, as clinical outcomes vary for every individual based on their unique health factors.

Bond St. Pty Ltd may update the content, services, or this Privacy Policy at any time without notice to reflect changes in our practice, technology, or legal obligations. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

If you have any questions, concerns, or a complaint regarding this policy or how your personal information has been handled, please contact our Privacy Officer. We are committed to managing any concerns internally and directly with you.

Privacy Officer Bond St. Pty Ltd

6 Bond Street, South Yarra, VIC 3141

Email: enquiries@bondst.com.au

Phone: 1300 266 378

If you are not satisfied with our response or how we have handled your complaint, you may contact the Office of the Australian Information Commissioner (OAIC):

GPO Box: 5218, Sydney NSW 2001

Phone: 1300 363 992

Website: www.oaic.gov.au