Privacy Policy
Last updated: 17 August 2026
1. Our commitment to your privacy
Access Oral Care respects your privacy and is committed to protecting the personal and health information entrusted to us.
We handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other applicable laws and professional obligations relating to the provision of oral health care.
This Privacy Policy explains how Access Oral Care collects, uses, stores and discloses personal information and health information, and how you can access or correct your information or raise a privacy concern.
2. Information we may collect
The information we collect depends on your interaction with Access Oral Care and the services being provided.
Personal information
We may collect information including:
your name, date of birth and contact details;
residential or postal address;
parent, guardian, carer or authorised representative details;
emergency contact information;
Medicare, Department of Veterans' Affairs (DVA) or other healthcare and funding information;
appointment and service information;
billing, payment and transaction information;
consent forms and preferences;
correspondence and communications with us; and
other information reasonably required to provide or administer our services.
Health and sensitive information
As an oral health service provider, we may collect sensitive information necessary to provide safe and appropriate care, including:
medical and dental history;
current and previous health conditions;
medications and allergies;
oral health and dental conditions;
clinical notes, diagnoses and treatment information;
radiographs, clinical photographs and other diagnostic records;
treatment plans, referrals and reports;
relevant information from other healthcare providers; and
other health information relevant to your care.
Where appropriate, we may also collect information about a person's cultural, communication, accessibility or support needs where this assists us in providing safe, respectful and appropriate care.
3. How we collect information
Where practicable, we collect personal and health information directly from you or from your parent, guardian, carer or authorised representative.
Information may be collected:
through our website and online registration or consent forms;
by telephone, email or other electronic communication;
during consultations, examinations and treatment;
through paper or electronic forms;
from a parent, guardian, carer or authorised representative;
from residential aged care facilities, retirement living communities, schools, childcare services, community organisations or other organisations facilitating your care;
from other healthcare providers, specialists or dental laboratories; and
from Medicare, DVA or other relevant government agencies, insurers or funding bodies where appropriate.
We will only collect health information where it is reasonably necessary for our functions or activities and where collection is permitted by law.
4. Why we collect, use and disclose information
We collect, hold, use and disclose personal and health information primarily to provide safe and appropriate oral health services.
This may include:
assessing your oral health;
providing treatment and preventive care;
developing and maintaining clinical records;
communicating with you about appointments, treatment and follow-up care;
communicating with your parent, guardian, carer or authorised representative where appropriate;
coordinating care with other healthcare providers;
arranging referrals, pathology, dental laboratory or specialist services;
processing Medicare, Child Dental Benefits Schedule (CDBS), DVA or other eligible claims;
processing payments and accounts;
preparing reports relating to your oral health care;
meeting clinical, professional, regulatory, insurance and legal obligations;
responding to enquiries, feedback and complaints;
improving our services and business operations; and
other purposes that are directly related to providing your care or for which you have provided consent.
We will not use or disclose your health information for an unrelated purpose unless you have consented or the use or disclosure is otherwise authorised or required by law.
5. Children and young people
Access Oral Care provides services to children and young people, including through schools, childcare services and community settings.
Depending on the child's age, circumstances and capacity to provide consent, we may obtain information and consent from a parent, legal guardian or other person authorised to act on the child's behalf.
We take particular care when handling children's personal and health information and only collect information reasonably necessary to provide and administer their care.
6. Photographs, video and promotional material
Clinical photographs may be taken where appropriate for diagnosis, treatment, clinical documentation or communication with other healthcare providers.
Access Oral Care will not use identifiable patient photographs, videos, testimonials or other personal information for advertising, marketing, our website or social media without obtaining appropriate consent.
Where consent has been provided for promotional use, you may contact us if you wish to withdraw consent for future use. Withdrawal will apply to future uses where reasonably practicable but may not enable us to retrieve material that has already been lawfully published or distributed.
7. Website and online forms
When you use our website, we may collect information you voluntarily provide through registration forms, enquiry forms, consent forms or other website features.
Our website may also collect technical information such as your IP address, browser or device information and website usage information through cookies and similar technologies.
This information may be used to operate and secure the website, understand how visitors use it and improve our online services.
You may be able to control cookies through your browser settings, although disabling certain cookies may affect website functionality.
8. How we store and protect your information
Access Oral Care takes reasonable steps to protect personal and health information from misuse, interference, loss and unauthorised access, modification or disclosure.
Clinical and patient records are managed using secure electronic systems, including Core Practice practice management software.
We may also use reputable service providers for functions such as website hosting, electronic communications, document storage, payment processing and business administration.
Access to patient information is limited to persons who require access for legitimate clinical, administrative or business purposes.
Where paper records are created, reasonable measures are taken to protect them from unauthorised access.
When information is no longer required, we will securely destroy or de-identify it where permitted by law and subject to applicable clinical, legal and record-retention requirements.
9. Payments
Access Oral Care may use third-party payment providers, such as Tyro, to process electronic payments.
Payment card information submitted directly to a payment processor is handled in accordance with that provider's systems, security measures and privacy practices. Access Oral Care does not ordinarily retain complete payment card details within patient clinical records.
10. Disclosure to third parties
Where reasonably necessary for your care or our operations, and where permitted by law, information may be disclosed to:
healthcare practitioners and specialists involved in your care;
dental laboratories and other clinical service providers;
hospitals or emergency services where appropriate;
parents, guardians, carers or authorised representatives;
Medicare and Services Australia;
the Department of Veterans' Affairs;
insurers, funding bodies or other organisations responsible for payment for services;
residential aged care facilities, schools, childcare services or other organisations where necessary to coordinate your care and where appropriate authority exists;
professional advisers, insurers, auditors or legal representatives;
technology and service providers that assist us in operating our practice; and
government, regulatory, law enforcement or other authorities where disclosure is required or authorised by law.
We seek to limit disclosures to the information reasonably necessary for the relevant purpose.
11. Third-party service providers and overseas disclosure
Access Oral Care uses third-party technology and service providers to operate its clinical and administrative systems. These may include providers of practice management software, website services, email and productivity services, payment processing, communications and data storage.
Our principal clinical practice management system, Core Practice, states that it stores personal information across Microsoft Azure data centres located in Australia.
Some other technology providers used by Access Oral Care may operate infrastructure, provide technical support or process information from locations outside Australia. As a result, personal information may in some circumstances be accessible to or processed by overseas recipients.
Where overseas handling occurs, Access Oral Care will take reasonable steps as required by applicable privacy law when selecting and using service providers.
Because cloud infrastructure and service-provider locations may change, it may not always be practicable to identify every country in which information may be processed. You may contact us if you would like further information about the service providers relevant to your information.
12. Accessing your information
You may request access to personal or health information that Access Oral Care holds about you.
Requests can be made by contacting:
Email: info@accessoralcare.com.au
We may need to verify your identity before providing access.
In some circumstances, access may be limited or refused where permitted or required by law. If this occurs, we will generally explain the reason for the decision where legally permitted.
13. Correcting your information
We take reasonable steps to ensure that personal information we hold is accurate, complete and up to date.
If you believe information we hold about you is incorrect, incomplete or out of date, please contact us at:
We will take reasonable steps to review and, where appropriate, correct the information.
14. Privacy enquiries and complaints
If you have a question or concern about how Access Oral Care has handled your personal information, please contact us:
Access Oral Care
Email: info@accessoralcare.com.au
Website: www.accessoralcare.com.au
We will review privacy complaints and aim to respond within a reasonable period.
If you are not satisfied with our response, you may be entitled to make a complaint to the Office of the Australian Information Commissioner (OAIC).
Information about privacy rights and making a complaint is available from the OAIC at www.oaic.gov.au.
15. Data breaches
Access Oral Care takes privacy and information security seriously.
If a data breach occurs, we will assess and respond to the incident in accordance with applicable privacy law, including the Notifiable Data Breaches scheme where applicable.
Where a breach is likely to result in serious harm and notification is required, affected individuals and the Office of the Australian Information Commissioner will be notified in accordance with legal requirements.
16. Links to other websites
Our website may contain links to third-party websites or services.
Access Oral Care is not responsible for the privacy practices of third-party websites. We encourage you to review the privacy policies of those services before providing personal information.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal obligations or information-handling practices.
The current version will be published on our website and will show the date it was last updated.
18. Contact us
For questions about this Privacy Policy or how Access Oral Care handles personal information, please contact:
Access Oral Care
Email: info@accessoralcare.com.au
Website: www.accessoralcare.com.au
Last updated: 17 August 2026