Privacy Policy

Effective Date: 1 January 2026
Last Updated: 19 July 2026

Vyoma Gaurav Pty Ltd ACN 628 745 255 as Trustee for Vyoma Gaurav Unit Trust ABN 24 793 717 713, trading as Guildford Dental Centre ("Guildford Dental Centre", "we", "us", "our") is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other applicable privacy laws.

We recognise that your personal and health information is private and confidential. We are committed to ensuring that the information you provide to us is collected, used, disclosed, stored and protected responsibly so we can provide you with safe, effective and high-quality dental care.

This Privacy Policy explains how we collect, hold, use, disclose and protect your personal information, including information collected through our website at https://guildforddentalcentre.com.au ("Website").

By using our Website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.

1. Why We Collect Your Information

To provide you with appropriate dental care and treatment, we need to understand your health, medical history and treatment needs.

Before your first appointment, we collect information that enables us to arrange appointments and provide our services. During your treatment, we create and maintain clinical records that assist us in delivering ongoing care.

These records may include:

• consultation notes;
• examination findings;
• diagnoses;
• treatment plans;
• consent forms;
• clinical photographs;
• dental impressions and scans;
• X-rays and other diagnostic images;
• referrals;
• specialist reports;
• correspondence relating to your care;
• prescriptions;
• financial records relating to services provided.

Some records are maintained electronically using secure practice management systems, while others may be kept in paper form where appropriate.

We treat all personal and health information as confidential.

2. What Personal Information We Collect

Depending on the services you receive, we may collect the following types of personal information.

Identity and Contact Information

This may include:

• full name;
• residential and postal address;
• date of birth;
• telephone number;
• mobile number;
• email address;
• emergency contact details.

Health Information

As part of providing dental care, we may collect sensitive information including:

• medical history;
• dental history;
• medications;
• allergies;
• existing health conditions;
• disabilities;
• smoking status;
• pregnancy information where relevant;
• family medical history where clinically relevant;
• Medicare details;
• Department of Veterans' Affairs (DVA) information where applicable;
• My Health Record information (where authorised);
• private health insurance details.

Health information is classified as sensitive information under the Privacy Act and receives additional legal protection.

Clinical Information

We may collect and maintain records including:

• consultation records;
• examination findings;
• diagnoses;
• treatment recommendations;
• treatment plans;
• progress notes;
• referrals;
• specialist reports;
• pathology or radiology reports where applicable;
• prescriptions;
• clinical photographs;
• intraoral scans;
• study models;
• X-rays;
• CBCT scans;
• correspondence with other healthcare providers.

Financial Information

We may collect information necessary to administer payments including:

• invoices;
• receipts;
• payment history;
• Medicare claims;
• HICAPS claims;
• private health insurance claims;
• outstanding account information.

Information Collected Through Our Website

When you use our Website, we may collect information you voluntarily provide, including when you:

Request an Appointment

We may collect:

• first name;
• surname;
• telephone number;
• email address;
• preferred appointment date;
• preferred appointment time;
• any information you include in your request.

Contact Us

When you complete a contact form or email us, we may collect:

• your name;
• email address;
• telephone number;
• the contents of your enquiry.

Technical Information

When you visit our Website, certain information may be collected automatically, including:

• IP address;
• browser type;
• operating system;
• pages viewed;
• referring website;
• date and time of your visit;
• device information;
• usage statistics.

This information assists us in improving the Website and understanding how visitors use our services.

Cookies and Similar Technologies

Our Website uses cookies and similar technologies to:

• remember your preferences;
• improve Website functionality;
• maintain security;
• understand Website traffic;
• analyse visitor behaviour;
• improve user experience.

Cookies are small text files stored on your device.

Most web browsers allow you to disable cookies through browser settings. However, disabling cookies may affect the functionality of some parts of our Website.

Where applicable, we may use analytics services such as Google Analytics to better understand Website usage. These services may collect information including your IP address and browsing behaviour in accordance with their own privacy policies.

3. How We Collect Your Information

We collect personal information in several ways.

Directly From You

Most personal information is collected directly from you when you:

• book an appointment;
• attend our practice;
• complete patient forms;
• telephone us;
• email us;
• complete Website forms;
• communicate with our staff;
• provide updates to your medical history;
• make payments.

From Parents, Guardians or Authorised Representatives

Where appropriate, we may collect personal information from:

• parents;
• legal guardians;
• carers;
• persons responsible for your care;
• authorised representatives acting on your behalf.

From Healthcare Providers

With your consent, or where otherwise authorised by law, we may obtain information from:

• your general practitioner;
• specialist dentists;
• oral surgeons;
• orthodontists;
• periodontists;
• dental specialists;
• hospitals;
• pathology providers;
• radiology providers;
• other healthcare professionals involved in your care.

From Government Agencies and Health Insurers

Where necessary, we may collect or verify information from:

• Medicare;
• private health insurers;
• Department of Veterans' Affairs;
• My Health Record (where authorised);
• other organisations involved in funding or administering your healthcare.

Automatically Through Our Website

We may automatically collect technical information using:

• cookies;
• analytics tools;
• server logs;
• security monitoring systems.

This information helps us improve Website performance, detect security issues and enhance user experience.

4. Anonymous or Pseudonymous Dealings

Where lawful and practicable, you may choose not to identify yourself or may use a pseudonym when dealing with us.

However, because we provide healthcare services, it will generally not be practical or lawful for us to provide diagnosis, treatment or clinical services without identifying you.

5. How We Use Your Personal Information

We collect, hold and use your personal information only for purposes reasonably necessary to provide our dental services and operate our practice.

These purposes include:

• providing dental care and treatment;
• maintaining accurate clinical records;
• communicating with you regarding your treatment;
• arranging referrals;
• coordinating care with other healthcare providers;
• managing appointments;
• sending appointment reminders;
• processing Medicare claims;
• processing HICAPS claims;
• processing private health insurance claims;
• issuing invoices and receipts;
• managing payments;
• responding to enquiries;
• maintaining our practice management systems;
• improving our services;
• improving Website functionality;
• complying with legal obligations;
• maintaining accreditation and professional standards;
• responding to complaints;
• preventing fraud;
• protecting the safety of patients, staff and visitors.

We only use your personal information for the purpose for which it was collected unless:

• you have consented to another use;
• the secondary use is directly related to the original purpose and is reasonably expected;
• we are required or authorised by law; or
• another exception under the Privacy Act applies.

Direct Marketing

From time to time, we may send you communications relating to our practice, including:

• appointment reminders;
• preventive dental recalls;
• practice updates;
• changes to opening hours;
• newsletters;
• new services;
• oral health information.

We will not use your sensitive health information for marketing purposes without your consent where required by law.

You may opt out of receiving non-essential marketing communications at any time by contacting us or using the unsubscribe option provided in the communication.

6. Disclosure of Your Personal Information

We respect the confidentiality of your personal and health information and will only disclose it where it is necessary for the provision of your healthcare, where you have authorised us to do so, or where we are required or permitted by law.

Where practicable, we obtain your consent before disclosing your personal information for purposes that are not directly related to your treatment.

When disclosing personal information, we take reasonable steps to ensure that only the minimum amount of information necessary is shared for the relevant purpose.

We may disclose your personal information to the following persons or organisations.

Our Dental Team

Your information may be accessed by our:

• dentists;
• dental hygienists;
• oral health therapists;
• dental assistants;
• reception staff;
• practice managers;
• administrative staff,

where necessary to provide treatment and manage the operation of our practice.

All staff are required to maintain strict confidentiality regarding patient information.

Healthcare Providers

Where necessary for your care, we may disclose relevant information to healthcare professionals involved in your treatment, including:

• your general practitioner (GP);
• specialist dentists;
• orthodontists;
• oral surgeons;
• periodontists;
• prosthodontists;
• endodontists;
• paediatric dentists;
• dental laboratories;
• radiology providers;
• pathology providers;
• hospitals;
• pharmacists;
• allied health professionals;
• other healthcare providers involved in your care.

Where appropriate, referrals and clinical information may be transmitted using secure healthcare communication platforms such as Mediref or other secure Australian healthcare messaging systems.

Health Funds and Government Agencies

Where necessary, we may disclose information to:

• Medicare;
• private health insurers;
• HICAPS;
• Department of Veterans' Affairs;
• other government agencies responsible for administering healthcare benefits.

This enables us to process claims, rebates and payments on your behalf.

Third-Party Service Providers

We engage trusted third-party providers to assist us in operating our practice and Website.

Depending on the services used, these providers may include:

• website hosting providers;
• website developers;
• cloud storage providers;
• IT support providers;
• practice management software providers;
• appointment booking providers;
• secure email providers;
• SMS reminder providers;
• payment processing providers;
• accounting and auditing services;
• legal advisers;
• business consultants.

These providers are only given access to personal information where reasonably necessary to perform services on our behalf and are expected to protect your information appropriately.

Note before publication: Replace the above with your actual providers where appropriate (for example, your website host, Google Workspace or Microsoft 365 email, Core Practice/Dentally/Exact/Cliniko software, HotDoc if applicable, etc.).

Legal Requirements

We may disclose personal information where required or authorised by law, including where disclosure is necessary:

• to comply with court orders;
• to comply with legal investigations;
• to comply with statutory reporting obligations;
• to assist law enforcement agencies;
• to protect public health;
• to prevent or lessen a serious threat to an individual's life, health or safety;
• to protect our legal rights.

Education and Professional Development

Continuous professional education is important to maintaining high standards of dental care.

Clinical information, radiographs or photographs may occasionally be used for:

• professional education;
• clinical audits;
• quality improvement;
• peer review;
• presentations;
• publications;
• research.

Where this occurs, we take reasonable steps to ensure that patients cannot be identified unless specific consent has been obtained.

7. Overseas Disclosure of Personal Information

Some of our information technology providers, cloud storage providers, software providers or website service providers may store or process data on servers located outside Australia.

Where this occurs, we take reasonable steps to ensure that these providers protect your personal information in a manner that is substantially comparable to the requirements of the Australian Privacy Principles.

We only engage reputable service providers who maintain appropriate privacy and security standards.

8. Cookies, Analytics and Website Technologies

Our Website may use cookies and similar technologies to improve user experience and Website performance.

Cookies help us:

• remember user preferences;
• improve Website functionality;
• analyse visitor behaviour;
• measure Website performance;
• improve Website security.

Our Website may also use analytics services, such as Google Analytics, to understand how visitors use the Website.

These services may collect information including:

• IP address;
• browser type;
• operating system;
• pages visited;
• referring websites;
• approximate geographic location;
• session duration.

This information is generally aggregated and does not identify individual users.

You can disable cookies through your browser settings, although some Website functionality may be affected.

If our Website uses embedded services such as Google Maps, those providers may collect technical information directly from your device in accordance with their own privacy policies.

9. Storage and Security of Personal Information

We take reasonable steps to protect your personal information from:

• misuse;
• interference;
• loss;
• unauthorised access;
• modification;
• disclosure.

Our security measures may include:

• secure practice management software;
• password-protected systems;
• encrypted electronic communications where appropriate;
• firewall protection;
• antivirus software;
• access controls;
• secure cloud storage;
• regular software updates;
• staff confidentiality obligations;
• staff privacy training;
• secure disposal procedures;
• regular monitoring of system security.

Paper records are stored securely with access limited to authorised personnel.

Although we take reasonable precautions, no method of electronic transmission or internet storage can be guaranteed to be completely secure.

10. Retention of Personal Information

We retain personal and health information only for as long as required by law or as reasonably necessary to provide our services.

Consistent with Australian Dental Association recommendations and applicable legal requirements:

Adult patient records

We retain records for at least seven (7) years from the date of the last health service provided.

Patients under 18 years of age

Records are generally retained until the patient reaches 25 years of age.

Where legislation requires longer retention periods, we will comply with those requirements.

11. Secure Destruction and De-identification

When personal information is no longer required and we are legally permitted to dispose of it, we take reasonable steps to securely destroy or permanently de-identify the information.

Methods may include:

• secure shredding of paper records;
• secure deletion of electronic records;
• permanent de-identification for statistical or quality improvement purposes.

12. Notifiable Data Breaches

Guildford Dental Centre is subject to the Notifiable Data Breaches (NDB) Scheme under the Privacy Act 1988 (Cth).

A data breach occurs where personal information held by us is:

• lost;
• accessed without authorisation; or
• disclosed without authorisation.

If an eligible data breach is likely to result in serious harm to affected individuals, we will:

• promptly investigate the incident;
• take reasonable steps to contain the breach;
• assess the risk of harm;
• notify affected individuals where required;
• notify the Office of the Australian Information Commissioner (OAIC) where required;
• review our systems and procedures to reduce the likelihood of future incidents.

Examples of eligible data breaches may include:

• unauthorised access to patient records;
• ransomware attacks;
• loss or theft of devices containing patient information;
• accidental disclosure of patient information to the wrong recipient.

13. Your Privacy Choices

You can help us maintain accurate records by notifying us promptly if your:

• name changes;
• address changes;
• telephone number changes;
• email address changes;
• emergency contact changes;
• health information changes;
• medications change;
• medical conditions change;
• health insurance details change.

Keeping your information current assists us in providing safe and effective healthcare.

14. Access to and Correction of Your Personal Information

We make every reasonable effort to ensure that the personal and health information we hold is accurate, complete, relevant and up to date.

You can assist us by advising us promptly of any changes to your personal details or health information.

Subject to applicable laws, you have the right to:

• request access to the personal information we hold about you;
• request a copy of your dental records;
• request copies of X-rays, clinical photographs or other diagnostic records (where available);
• request that inaccurate, incomplete or outdated information be corrected.

While the information contained in your dental record (including radiographs, photographs and other clinical records) remains the property of Guildford Dental Centre, you may request access to or a copy of your records in accordance with the Privacy Act 1988 (Cth) and applicable health records legislation.

To protect your privacy, we may require you to verify your identity before providing access to your records.

Where appropriate, requests should be made in writing.

We will respond to requests within a reasonable period and, where required by law, within the applicable statutory timeframes.

In limited circumstances permitted by law, we may refuse access to certain information. If this occurs, we will explain the reasons for the refusal and advise you of any available review or complaint options.

15. Correction of Personal Information

If you believe that any personal information we hold about you is inaccurate, incomplete, out of date, irrelevant or misleading, you may request that we correct it.

We will consider your request and take reasonable steps to correct the information where appropriate.

If we do not agree to make the requested correction, we will explain our reasons and advise you of your rights under applicable privacy legislation.

16. Direct Marketing

From time to time, we may send you communications relating to our practice, including:

• appointment reminders;
• recall notices;
• preventive dental check-up reminders;
• oral health information;
• newsletters;
• practice updates;
• information about new services.

We will only send marketing communications where permitted by law.

We will not use your sensitive health information for direct marketing purposes without your consent where such consent is required.

You may opt out of receiving marketing communications at any time by:

• clicking the unsubscribe link (where available);
• contacting our practice; or
• asking our staff during your visit.

Please note that even if you opt out of marketing communications, we may still contact you regarding matters directly relating to your healthcare, appointments or treatment.

17. Making a Privacy Complaint

If you believe that we have breached your privacy or have not handled your personal information appropriately, we encourage you to contact us first so we can investigate and attempt to resolve the matter promptly.

Please provide as much detail as possible regarding your complaint.

We will:

• acknowledge receipt of your complaint;
• investigate the circumstances;
• respond as soon as reasonably practicable; and
• generally provide a written response within 30 days.

18. Office of the Australian Information Commissioner (OAIC)

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

Office of the Australian Information Commissioner

Website: https://www.oaic.gov.au

Telephone: 1300 363 992

The OAIC can provide further information about your rights under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• changes to privacy laws;
• changes to our services;
• changes to technology;
• improvements to our privacy practices; or
• changes to our business operations.

The latest version will always be available on our Website.

We encourage you to review this Privacy Policy periodically to ensure you remain informed about how we collect, use and protect your personal information.

The "Last Updated" date at the beginning of this Policy indicates when it was most recently revised.

20. Contact Us

If you have any questions about this Privacy Policy, wish to access or correct your personal information, or would like to make a privacy complaint, please contact us.

Guildford Dental Centre

Practice Owner

Vyoma Gaurav Pty Ltd ACN 628 745 255 as Trustee for Vyoma Gaurav Unit Trust ABN 24 793 717 713

Address

Unit 6, 9 Waterhall Road

South Guildford WA 6055

Australia

Telephone

(08) 6104 0370

Mobile

0435 172 286

Email

info@guildforddentalcentre.com.au

Website

https://guildforddentalcentre.com.au

Additional Information

Further information regarding your privacy rights is available from:

Office of the Australian Information Commissioner (OAIC)

https://www.oaic.gov.au