Privacy policy

What personal information do we collect?

• Name, address, phone number and email address
• Date of birth and gender
• Medical history, dental records and treatment information
• Medicare, health fund and concession details
• Payment information for billing
• Emergency contact details
• Photographs and x-rays of your teeth and mouth, taken as part of your care

How do we collect it?

• Directly from you, in person, by phone, by email or through patient forms
• Through our website booking request form
• From other health professionals involved in your care, or your health fund, with your consent or where the law allows

How do we use it?

• To provide dental care and keep accurate records
• To process payments, health fund claims and government schemes such as the Child Dental Benefits Schedule
• To contact you about appointments, reminders, recalls and your treatment
• To meet our legal and professional obligations
• To improve our services

Who might we share it with?

• Health professionals involved in your care, such as specialists or dental laboratories
• Health funds, Medicare and Services Australia, for claiming
• Service providers who help us run the practice, such as practice management, booking and email providers, who must keep it confidential
• Our professional advisers and insurers
• Authorities where the law requires it

We do not sell your personal information.

What happens when I use the booking request form?

The details you enter (name, email, mobile, whether you're a new patient, and any message) are sent by email to our clinic through our email service provider, and you receive an email with a link to our online booking system to choose a time. We use these details only to arrange your appointment and contact you about it.

What happens when I use the chat assistant?

The chat assistant on our website answers general questions using information published on this website. It is automated and does not give dental advice. Your questions are sent to our AI service provider, Anthropic, to generate an answer, and may be processed in the United States. We store chat transcripts for 30 days, with email addresses and phone numbers masked, and review them to improve our website and answers. Please don't enter personal or health information in the chat. To book or discuss your care, use the booking form or call us.

Does the website use cookies or analytics?

Yes. Our website uses cookies and similar tools to understand how the site is used, to measure our advertising and to improve the site. They are on by default when you visit. The tools we use are Google Analytics and Google Ads (Google), the Meta pixel (Meta, which runs Facebook and Instagram) and Microsoft Clarity (Microsoft). They collect information such as the pages you visit, how you move through a page, your device and browser type and, where you arrived from an ad, which ad it was. They do not collect your health information, and nothing you type into the booking request form is shared with them.

You can opt out at any time. Use the "Opt out of cookies" link on the cookie notice when you first visit, or the cookie button in the corner of any page later on, tick the box and save. Your choice is remembered on that device and browser. You can also block or delete cookies in your browser settings. Opting out does not affect your ability to use the site or book an appointment.

How do we keep it secure?

We take reasonable steps to protect your information, including secure storage of paper and electronic records, access controls and passwords, regular software updates and backups, and staff training. Health records are kept for as long as the law requires.

Can I access or correct my information?

Yes. You can ask for access to the information we hold about you, or ask us to correct it. Contact us using the details below. We may need to confirm your identity, and in some limited cases the law allows us to refuse access, in which case we'll explain why.

How do I make a complaint?

Please contact us first and we'll respond as soon as we can. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au, or the Health Complaints Commissioner in Victoria at hcc.vic.gov.au.

How do I contact you about privacy?

Y3 Smiles Dental
Unit 1/34 King William St, Broadmeadows VIC 3047
Phone (03) 9022 4442
Email smile [at] y3smilesdental.com.au

We may update this policy from time to time. The latest version is always on this page.