Privacy Policy

Effective Date: April 2025

Smiley Squad Dental is committed to protecting the privacy and confidentiality of personal and sensitive health information entrusted to us. We are a Western Australian mobile dental service providing care to children and adults in settings such as early learning centres, schools, community groups and workplaces.

This Privacy Policy explains how we collect, use, disclose and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Personal Information We Collect

We collect only information that is reasonably necessary to provide safe, appropriate and lawful dental services.

This may include:

Parent or Guardian Information

  • Full name

  • Residential address

  • Phone number and email address

Child or Patient Information

  • Full name and date of birth

  • Medical and dental history

  • Allergies, medications and relevant health conditions

  • Clinical findings, treatment notes and recommendations

  • Referral information (where applicable)

Administrative Information

  • Consent forms and authorisations

  • Appointment records and correspondence

  • Invoicing or payment-related information (if applicable)

Online and Digital Information

  • Information submitted through online intake, consent or booking forms

  • Practice management records

  • Limited website analytics data such as browser type, IP address and page interactions (non-identifying)

Health information is considered sensitive information and is handled with a higher level of care and protection.

2. How We Collect Information

Personal information may be collected through:

  • Registration, consent and medical history forms (paper or electronic)

  • In-person consultations and examinations

  • Online booking or intake platforms (Jotform)

  • Practice management and clinical record software (Dentally)

  • Referrals from healthcare providers (with consent)

  • Communication via phone, email, SMS or other authorised channels

We do not knowingly collect personal information from children without the involvement and consent of a parent or legal guardian.

3. Use of Third-Party Service Providers

We use trusted third-party digital platforms to assist in the collection, storage and management of personal and sensitive health information, including:

  • Dentally – for practice management, clinical records, and appointment management

  • Jotform – for secure online consent, medical history and intake forms

  • Squarespace – for website hosting and form integration

These service providers may collect, store or process personal information on our behalf for the purposes outlined in this policy.

We take reasonable steps to ensure that all third-party providers:

  • comply with Australian privacy obligations or equivalent standards

  • use appropriate security safeguards

  • only access information necessary to perform their services

4. Purpose of Collection

We collect and use personal information to:

  • Provide dental assessments, preventive care and oral health education

  • Determine clinical suitability for treatment and manage health risks

  • Maintain accurate and complete dental records

  • Schedule, confirm and manage appointments

  • Communicate treatment outcomes and follow-up recommendations

  • Meet legal, regulatory, insurance and professional obligations

  • Improve service delivery and patient experience

  • Provide updates or information where consent has been given

We will not use personal information for unrelated purposes without consent, unless required or authorised by law.

5. Consent

By providing personal information to Smiley Squad Dental, you consent to its collection, use and disclosure as described in this policy.

For patients under 18 years of age, consent must be provided by a parent or legal guardian, unless otherwise permitted by law.

Consent may be withdrawn at any time, subject to our legal obligations to retain health records.

6. Photographs and Media

We do not take or use photographs or videos of children without prior written consent from a parent or legal guardian.

Where consent is provided, images may be used for:

  • Educational materials

  • Community awareness

  • Website or social media content

Providing media consent is entirely optional and is not a condition of receiving care. Consent may be withdrawn at any time.

7. Disclosure of Information

We do not sell personal information.

We may disclose personal information where reasonably necessary to:

  • Other dental or medical practitioners involved in patient care

  • Third-party service providers that support our operations (including Dentally, Jotform and Squarespace)

  • Professional advisors such as accountants, insurers or legal representatives

  • Government agencies or regulators (including AHPRA or child protection authorities) where required by law

We take reasonable steps to ensure all recipients handle information securely and confidentially.

8. Overseas Data Storage

Some third-party service providers we use may store data on servers located outside Australia.

Where this occurs, we take reasonable steps to ensure that personal information is protected in a manner consistent with Australian privacy laws and the Australian Privacy Principles.

9. Data Security and Retention

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access or disclosure, including:

  • Secure, access-controlled electronic record systems

  • Password-protected devices and platforms

  • Restricted access to authorised personnel only

  • Secure storage of any physical records

Health records are retained and destroyed in accordance with Australian and Western Australian health record legislation and professional requirements.

10. Data Breaches

In the event of a data breach likely to result in serious harm, we will comply with the Notifiable Data Breaches scheme, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC).

11. Access, Correction and Complaints

You may request access to, or correction of, personal information held about you or your child.

Privacy enquiries or complaints should be directed to us first. We aim to respond within 5 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

12. My Health Record

Smiley Squad Dental does not upload information to the My Health Record system unless required by law or with explicit consent. If our participation changes, this policy will be updated.

13. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in law, technology or our services. The most current version will be available via our website or upon request.

14. Contact Details

For privacy-related enquiries, access requests or complaints:

Smiley Squad Dental
📧 hello@smileysquaddental.com
📞 0411 781 763
📍 Perth, Western Australia