SMILES 2U Pty Ltd PRIVACY POLICY


Current as of 15 February 2019
Our privacy policy is revised on a regular basis in line with the OAIC legislation. Smiles 2U Pty Ltd is committed to ensuring your personal information is professionally managed in accordance with all Australian Privacy Principles (APPs). This privacy policy is to provide information to you, our customer, on how your personal information (which includes your health information) is collected and used within our practice, and the circumstances in which we share it with third parties.

What personal information do we collect and why

When you register as a customer of our service, your support team will need to collect your personal information so our team can provide you with the best possible services. We also use it for directly related business activities, such as financial claims and payments, audits, accreditation, and normal business processes.

The personal information we collect and hold generally includes:

  •  Your name, address, date of birth, contact details
  •  Information about your health condition, medical history, social and family history, risk

factors, medications, allergies, adverse events, immunisations, and treatment you may

have already received.

  •  Medicare number or DVA number for identification and claiming purposes.
  •  Private health fund details.

Only our staff who need to see your personal information will have access to it.

How we collect your personal information

Our company will collect your personal information:  Directly and in person, over the phone, by email, SMS, social media, through our website, or by completing our online or hard copy forms.

When you make your first appointment, our staff will collect your personal and demographic information via your registration.

If it is not possible to collect it from you directly, we may also collect this information from:

  •  Your guardian or responsible person.

Who we share your personal information with and when

  •  Affiliated registered practitioners and other healthcare providers
  •  Third parties who work with our practice for business purposes (such as IT providers and

accreditation agencies)

  •  Statutory requirement to lawfully share certain personal information, such as mandatory

notification of certain diseases

  •  Court subpoenas required or authorised by law
  •  When necessary to lessen or prevent a serious threat to a patient’s life, health, or safety

or public health or safety, or it is impractical to obtain the patient’s consent

  •  During the course of providing services through TeleHealth.

Our practice may use your photos for marketing our goods or services. You may opt out of direct marketing at any time by notifying us in writing at care@smiles2u.com.  

We may need to share your personal information with suppliers outside Australia.

How we store and protect your personal information

Your personal information may be stored as paper records, electronic records, audio recordings, x-rays, videos and photos.

Our company stores all personal information securely, and has strict protocols and policies to ensure your personal information is protected from misuse, loss, interference, or unauthorized access.

How you can access and correct your personal information at our company.

Our company will take reasonable steps to correct your personal information where the information is not accurate or up to date. We will ask you at different times, to verify your information held by our company is correct and up to date. You have the right to access and correct personal information that we hold about you, in electronic or hard copy format.

If you wish to access or correct your personal information we request that you put it in writing and contact our team at care@smiles2u.com. Your request for access and/or correction will be processed within 30 days.

While we do not charge an application or processing fee, you may be charged administration, photocopying or other fees to reasonably cover our costs in fulfilling your request.

How you can lodge a privacy-related complaint and how it will be handled at our company.

If you have any concerns about your privacy or wish to make a complaint about a privacy breach, contact our team at care@smiles2u.com. You should provide us with sufficient details regarding your complaint together with any supporting information. We will take steps to investigate the issue and will notify you in writing of the outcome within 30 days from the receipt date of the original written complaint.

If you are not satisfied with our response, you can contact us directly to discuss your further concerns, or lodge a complaint with the Australian Information Commissioner or by calling 1300 363 992.

Privacy and our website

We collect personal information via our company website and through social media or email, This occurs through website analytics, cookies, pixels, etc.

Dealing with us anonymously

You have the right to deal with us anonymously or under a pseudonym, unless it is impracticable for us to do so or unless we are requested or authorized by law to only deal with identified individuals.

NOTE: The Privacy Act requires us to provide patients with the option of not identifying themselves, or of using a pseudonym, when dealing with us unless it is impracticable for us to do so.

Policy review statement

This privacy policy will be reviewed regularly to ensure it is in accordance with any changes that may occur. We will notify our patients of these changes via our website.