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1. About This Policy
Kita Dental (ABN 86 651 571 890) (“Kita Dental”, “we”, “us”, “our”) is committed to protecting the privacy of our patients and all individuals whose personal information we handle. This Privacy Policy explains how we collect, use, disclose, store and protect your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Policy applies to all personal information we collect through our clinic, website (kitadental.com.au), online booking systems, and other channels.
We may update this Policy from time to time. The current version is always available at kitadental.com.au/privacy-policy and at our reception desk.
2. Who We Are
Kita Dental is a dental clinic located in Mascot, providing dental implant, veneer, and general dentistry services. Our principal contact for privacy matters is:
Privacy Officer
3. What Personal Information We Collect
We collect personal information necessary to provide safe, high-quality dental care and to operate our practice. This may include:
3.1 Patient Information
- Full name, date of birth, gender
- Contact details (address, phone number, email address)
- Medicare number, health fund details, and DVA number where applicable
- Medical and dental history, medications, and allergies
- X-rays, photographs, clinical notes, and treatment records
- Referral letters and specialist correspondence
- Consent forms and treatment plans
- Payment information (processed securely through third-party providers)
3.2 Website and Enquiry Information
- Name and contact details submitted via our website contact or booking forms
- Information from online enquiries, social media interactions, or direct messages
- Technical data such as IP address and browser type (collected automatically by our website)
4. How We Collect Your Information
We collect personal information directly from you wherever reasonably practicable. This occurs when you:
- Register as a new patient and complete intake forms
- Book an appointment (in person, by phone, or online)
- Attend a consultation or treatment at our clinic
- Contact us by phone, email, or via our website
- Interact with us on social media platforms
In some circumstances we may collect information about you from third parties, such as referring dentists or specialists, your health fund, Medicare, or medical laboratories. Where we do so, we will notify you as soon as practicable.
5. Why We Collect and Use Your Information
We collect, hold, use and disclose your personal information for the following primary purposes:
- Providing dental treatment, diagnosis, and follow-up care
- Preparing and maintaining your clinical records
- Communicating with you about appointments, treatment plans, and oral health
- Processing payments and private health insurance claims (Medicare, HICAPS)
- Fulfilling legal and regulatory obligations (AHPRA, Dental Board of Australia)
We may also use your information for the following secondary purposes where you would reasonably expect, or have consented to, such use:
- Referring you to specialist practitioners or allied health providers
- Sending appointment reminders and recall notifications
- Sending practice updates or information about our services (you may opt out at any time)
- Quality assurance, practice improvement, and staff training (de-identified where possible)
- Responding to complaints or legal proceedings
We will not use your information for any other purpose without your consent, unless required or permitted by law.
6. Disclosure of Your Information
We may disclose your personal information to:
- Specialist practitioners, hospitals, or allied health professionals involved in your care
- Medicare, your private health insurer, or the Department of Veterans’ Affairs
- Our clinical software provider and IT support services (under strict confidentiality obligations)
- Laboratory or radiology services as part of your treatment
- AHPRA or the Dental Board of Australia if required
- Courts, tribunals, or government bodies if required by law
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
Where we engage third-party service providers (such as software platforms or cloud storage), we take reasonable steps to ensure they are bound by obligations consistent with this Policy and the Privacy Act.
7. Overseas Disclosure
Some of the third-party software platforms we use (such as practice management, booking, or communication tools) may store data on servers located overseas, including in the United States or European Union. Where this occurs, we take reasonable steps to ensure appropriate data protection measures are in place.
By providing us with your personal information, you consent to it potentially being transferred to and stored in overseas jurisdictions in these limited circumstances.
8. Storage and Security
We store personal information securely, using a combination of physical and electronic safeguards including:
- Secure, password-protected practice management software
- Encrypted data storage and transmission
- Physical security measures at our clinic premises
- Staff training on privacy obligations and data handling
- Restricted access to patient records on a need-to-know basis
In the event of a data breach that is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.
We retain patient records for a minimum period required by law (generally 7 years from last treatment, or until age 25 for records relating to a person treated as a minor).
9. Accessing and Correcting Your Information
You have the right to request access to the personal information we hold about you, and to request corrections if you believe it is inaccurate, incomplete, or out of date.
To make a request, please contact us using the details in Section 2. We will respond within 30 days. In most cases, we will provide access at no charge, though a reasonable fee may apply for multiple requests to retrieve records.
We may decline an access request in limited circumstances permitted by law (for example, where access would pose a serious threat to someone’s health or safety, or where legal proceedings are ongoing). If we decline, we will explain the reason in writing.
10. Privacy Complaints
If you believe we have not handled your personal information in accordance with this Policy or the Privacy Act, please contact our Privacy Officer in the first instance. We will acknowledge your complaint promptly and aim to resolve it within 30 days.
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: www.oaic.gov.au
- Phone: 1300 363 992
- GPO Box 5218, Sydney NSW 2001
11. Website Cookies and Analytics
Our website (kitadental.com.au) may use cookies and similar technologies to improve user experience and to support marketing analytics (such as Google Analytics and Google Ads). Cookies collect aggregated, non-personally identifiable information about how visitors use our website.
You can control cookie settings through your browser preferences. Disabling cookies may affect the functionality of some parts of our website.
We use Google Tag Manager and may use third-party advertising tools to serve relevant ads. These tools are governed by the respective providers’ privacy policies.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or regulatory requirements. The updated Policy will be published at kitadental.com.au/privacy-policy with a revised effective date. We encourage you to review this Policy periodically.