Berwick Orthodontic Specialists
Last updated: 25/02/2026
1. Our Commitment to Privacy
Berwick Orthodontic Specialists is committed to protecting your privacy and handling your personal and health information in accordance with:
- The Privacy Act 1988
- The Australian Privacy Principles (APPs)
- The Health Records Act 2001
- The Health Privacy Principles (HPPs)
- The Health Practitioner Regulation National Law (National Law), where applicable
As a registered specialist orthodontic practice, we recognise our professional and ethical obligations to maintain confidentiality and protect health information.
2. Purpose of This Policy
This policy explains how we collect, use, store, disclose and protect your personal and health information, and how you may access or correct it.
3. What Is Personal and Health Information?
Personal information is information or an opinion that identifies or could reasonably identify you, including contact information.
Health information includes information about your physical or mental health, medical history, diagnosis, treatment, or genetic information. Health information is classified as sensitive information under privacy law and is subject to additional protections.
4. The Information We Collect
We collect personal and health information necessary to provide safe and effective orthodontic care.
This may include:
- Name, date of birth and contact details
- Parent or guardian details (where relevant)
- Medical and dental history
- Diagnostic records (including X-rays, scans and photographs)
- Treatment plans and clinical notes
- Referral letters and professional correspondence
- Medicare and private health fund details
- Payment information
- Website and enquiry form information
We only collect information that is reasonably necessary for our functions and activities as a specialist orthodontic practice.
5. How We Collect Information
We collect information:
- Directly from you or your legal guardian
- During consultations and treatment
- From referring dentists or other healthcare providers
- Via phone, email or website enquiries
- Through secure practice management systems
- Through cookies and analytics tools on our website
Where possible, we collect information directly from you and explain why it is required.
6. Use of Personal and Health Information
We use your information primarily to:
- Assess, diagnose and provide orthodontic treatment
- Communicate with you regarding appointments and care
- Coordinate care with referring practitioners
- Process payments and health fund claims
- Meet legal, regulatory and professional obligations
- Communicate with you for marketing and/or promotional purposes
We will not use or disclose your personal information for a secondary purpose unless:
- You have provided explicit consent;
- You would reasonably expect the use or disclosure;
- It is required or authorised by law; or
- It is necessary to lessen or prevent a serious threat to life, health or safety.
7. Disclosure of Information
We may disclose your information to:
- Where permitted, referring dentists and other healthcare practitioners involved in your care
- Dental laboratories and imaging providers
- Medicare and private health funds
- Regulatory bodies such as Ahpra where required by law
- Courts or tribunals where required
We only disclose the minimum information reasonably necessary for the relevant purpose.
We do not sell or trade personal information.
8. Confidentiality Obligations
As a registered health practitioner we are subject to professional confidentiality obligations.
Information obtained in the course of providing healthcare services will not be disclosed unless:
- The patient consents;
- The disclosure is for the purpose of providing healthcare;
- It is required or authorised by law;
- It is necessary to prevent a serious threat to life, health or safety; or
- It is otherwise permitted under privacy legislation.
All staff and contractors are required to comply with strict confidentiality obligations.
9. Anonymity
Where practical and lawful, you may deal with us anonymously (for example, when making a general enquiry).
However, it is not practical to provide orthodontic assessment or treatment anonymously.
10. Overseas Data Storage
Some of our secure IT or cloud service providers may store data overseas.
Where this occurs, we take reasonable steps to ensure:
- Compliance with the Privacy Act 1988;
- Equivalent privacy safeguards;
- Confidentiality obligations comparable to Australian standards.
11. Data Security and Quality
We are committed to protecting personal information through:
- Secure, password-protected practice management systems
- Encryption where appropriate
- Restricted access controls
- Secure storage of physical files
- Staff confidentiality undertakings
- Ongoing monitoring of systems to reduce cyber risk
We take reasonable steps to ensure the information we hold is accurate, complete and up to date.
12. Retention of Health Records (Victoria)
In accordance with the Health Records Act 2001 (Vic):
- Adult patient records are generally retained for at least 7 years from the date of last entry.
- Records for patients under 18 are generally retained until the patient turns 25.
Records are securely destroyed or permanently de-identified when no longer required.
13. Notifiable Data Breaches
If we experience an eligible data breach under the Privacy Act (for example, unauthorised access, disclosure, loss or alteration of personal information likely to result in serious harm), we will:
- Assess the breach promptly;
- Take steps to contain and mitigate harm;
- Notify affected individuals where required; and
- Notify the Office of the Australian Information Commissioner (OAIC) where legally required.
14. Accessing and Correcting Your Information
You may request access to or a correction of your personal or health information by contacting us in writing.
We may require proof of identity. In limited circumstances permitted by law, we may refuse access and will provide written reasons.
15. Privacy Complaints
If you believe your privacy has been breached, please contact us in writing at:
Berwick Orthodontic Specialists
Unit 2/31 Clyde Rd, Berwick VIC 3806
Or Phone: (03) 9212 0217
We take privacy complaints seriously and will respond within a reasonable timeframe.
If you are not satisfied with our response, you may contact:
Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au
Phone: 1300 363 992
You may also contact the Victorian regulator:
Office of the Victorian Information Commissioner (OVIC)
www.ovic.vic.gov.au
Phone: 1300 006 842
16. Website Cookies & Analytics
Our website may use cookies and third-party analytics tools (such as Google Analytics) to:
- Monitor website traffic
- Improve functionality and user experience
- Understand how visitors interact with our site
- Run advertising campaigns
You can disable cookies through your browser settings; however, this may affect website functionality.
17. Direct Marketing
We may contact you regarding:
- Treatment-related information
- Practice updates
- Marketing offers or discounts
You may opt out of receiving marketing communications at any time by contacting us.
18. Updates to This Policy
We may update this Privacy Policy periodically to reflect changes in legislation, regulatory requirements or practice operations. The current version will always be available on our website.