Protecting Your Privacy: Mars Orthodontics Privacy Policy

At Mars Orthodontics, we are committed to protecting your privacy and ensuring the confidentiality of your personal information. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) to provide you with high-quality orthodontic care while safeguarding your data.

As part of our commitment to providing quality orthodontic care, we collect, record, and retain information about you, your health, and the treatments we provide. This information includes:

• Personal Details: Your name, address, date of birth, contact details, next of kin information, and health fund membership or insurer details, if relevant.

• Dental and Medical History: Your dental history and other relevant health information.

• Treatment Notes: Notes made during the course of orthodontic consultations and treatments.

• Diagnostic Records: X-rays, images, and other electronic records.

• Referrals: Referrals to or from other healthcare providers, as needed for your care.

• Results and Reports: Any results and reports received from other dental or health service providers.

This information helps us assess your needs, plan treatments, coordinate care with other professionals, and deliver the highest standard of orthodontic care. If you have any questions about this policy or the information we collect, please feel free to contact us.

How We Collect Your Information

We collect information directly from you during consultations or through forms you complete in-person, online, over the phone or using iPads. In some cases, we may receive information from your family, carers, or other healthcare providers with your consent.

To ensure the information we hold about you remains accurate and up to date, we ask that you notify us of any changes to your personal or contact details. Our staff may periodically confirm your current address and contact information to ensure our records are complete and accurate.

How We Use Your Information

Your information is used to:

• Provide orthodontic consultations, assessments, and treatments.

• Communicate appointment details, reminders, and updates.

• Refer you to other healthcare providers, as necessary, or seek advice regarding your care.

• Manage billing and liaise with health funds or insurers.

Data Sharing

Mars Orthodontics values your privacy and handles your personal information with the utmost care. We do not sell, rent, or disclose your personal information to third parties, except in the following circumstances:

Legal Obligations: Due to legislative requirements or a court order (e.g., subpoena), we may need to provide your information to regulators, law enforcement bodies, or other parties without your prior knowledge or consent. Wherever legally permitted, we will take reasonable steps to inform you of such requests.

Additionally, we may use your contact information to share updates about our services or dental health products that we believe could be relevant or beneficial to your care. If you prefer not to receive these updates, please let us know, and we will respect your preferences.

Storage and Security of Personal Information

We are committed to safeguarding your personal information. We use secure systems, limit access to authorised staff, and implement protective measures to prevent unauthorised access, modification, or misuse.

While no system can guarantee absolute security, we take every reasonable step to minimise risks. If you have concerns about sharing sensitive information, please let us know, and we will work with you to ensure your data is protected.

Retention of Records

We retain your records as required by Australian law, even after you cease to be a patient. This ensures we can provide accurate information to future healthcare providers if needed and ensures compliance with medico-legal requirements.

Patient Access to Records

You have the right to access the personal information we hold about you. To request access, please contact us at admin@marsorthodontics.com.au. A small administrative fee may apply for providing copies of your records.

Age of Consent

By using our services or website, you confirm that you are at least the age of majority in your State or Territory of residence. Our services are not intended for individuals under the age of majority, and we do not knowingly collect data from them.

Privacy Concerns or Questions

Should you, at any time, have a query or concern regarding our Privacy Policy or how your information is managed, please reach out to us. We will be happy to assist you and address any concerns you may have.

If further assistance is needed, we encourage you to talk to us directly. We are here to help and ensure your questions are resolved promptly. Depending on the nature and complexity of your concern, we may ask you to provide additional information to assist us in resolving the issue. Throughout the process, we will keep you informed of progress and timeframes.

If you feel that your concern has not been adequately resolved, you may contact the Office of the Australian Information Commissioner (OAIC) for advice. We can provide you with their contact details upon request.

Updates to This Policy

This Privacy Policy may be updated periodically to reflect changes in legislation or practice operations. Please review this policy regularly for any updates.

January 2025.