How we handle your information

Who we are

Tooth n Care is a dental practice at 135 Lawes Street, East Maitland NSW 2323. You can reach us on 02 4933 4667 or at reception@toothncare.com.au.

This policy explains how we handle personal information, including health information, and applies to this website and to the practice. We handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Health Records and Information Privacy Act 2002 (NSW).

What we collect

From patients: your name, date of birth, contact details, Medicare and health fund details, DVA number where relevant, medical and dental history, medications, allergies, clinical notes, X-rays, photographs, scans, treatment plans and payment records.

From this website: anything you type into an enquiry form — your name, email, phone number, preferred contact method and message. We ask you not to send clinical or health details through the form.

We do not collect sensitive information beyond what is necessary to provide safe dental care.

Why we collect it

To provide dental treatment safely; to identify you and maintain accurate records; to process health fund, Medicare, CDBS and DVA claims; to send appointment reminders; to answer your enquiries; to meet our legal, professional and insurance obligations; and to manage payment.

Who we disclose it to

We disclose personal information only where it is necessary and permitted: to other treating practitioners involved in your care and to specialists we refer you to; to dental laboratories making your appliance (identified by reference rather than name wherever possible); to Medicare, the Department of Veterans’ Affairs and your private health fund for claiming; to our practice management, secure backup and communication providers; to debt recovery services if an account remains unpaid; and where required or authorised by law.

We do not sell personal information, and we do not disclose it for marketing by third parties.

Storage and security

Records are held in a practice management system with access limited to authorised staff, protected by individual logins and stored on secured servers with encrypted backups. Paper records are kept in locked storage. Website traffic is served over HTTPS.

Some of our service providers may store data outside Australia. Where that happens we take reasonable steps to ensure comparable protection applies.

How long we keep it

Adult dental records are retained for at least seven years from the date of last entry. For patients under 18, records are kept until they turn 25. These periods reflect NSW health records requirements. Records are securely destroyed after that.

Accessing and correcting your information

You may request access to your records or ask us to correct anything inaccurate. Put the request in writing to reception@toothncare.com.au. We will respond within 30 days, and may charge a reasonable fee for the cost of providing copies. In limited circumstances access may be refused, and we will explain why in writing.

Cookies and website analytics

This site uses only the cookies necessary for it to function, such as remembering whether you have selected light or dark mode. We do not use advertising cookies or sell browsing data. [VERIFY] if analytics are added before launch, this section must be updated to name the provider and explain the opt-out.

Complaints

If you believe your privacy has been breached, contact us first on 02 4933 4667 or by email, and we will investigate and respond. If you are not satisfied with our response you may contact the Office of the Australian Information Commissioner at oaic.gov.au, or in New South Wales, the Information and Privacy Commission NSW at ipc.nsw.gov.au.

Changes to this policy

We review this policy periodically. This version was published in August 2026. [VERIFY] to be reviewed by the practice, and by a solicitor if the practice wishes, before going live.