This Privacy Policy of Mobile Oral Surgery Services Pty Ltd ACN [667 692 266] (MOSS) (us, we, our) sets out how we, as a dental practice (the Practice), treat the personal and sensitive information that we collect, use and disclose and our procedures regarding the handling of personal and sensitive information, including the collection, use, disclosure and storage of information, as well as the right of individuals to access and correct that information. This Privacy Policy applies to the website operated by MOSS in relation to the provision of services and ancillary platforms which facilitate the operation of the MOSS website (Website), and any services provided by MOSS, or any employee of officeholder of MOSS.

From time to time, we may revise or update this Privacy Policy, or our information handling practices. If we do so, the revised Privacy Policy will be published on our Website, or otherwise provided to you when we collect personal or sensitive information from you.

We may collect personal or sensitive information in order to conduct our business, to provide and market our services and to meet our legal obligations. By engaging the services of the Practice, or by providing any information to us, you consent to the collection, use and disclosure of your information as set out in this Privacy Policy.

• your name, address, contact telephone number and other contact details such as your email address;
• payment information (such as credit card);
• health fund membership information, where applicable;
• Medicare card details, where applicable; 
• Sensitive information as set out below; and
• details of your use of our services.

You are not obliged to provide personal information to us. However, in many cases, if you do not provide personal information to us, we may not be able to provide the relevant services of the Practice.

In some circumstances, you may provide to us, and we may collect from you, personal information about a third party. Where you provide the personal information of a third party, you must ensure that the third party is aware of this Privacy Policy, understands it and agrees to accept it. If you are providing us with personal or sensitive information on behalf of a person who is under the age of 18 that you are the parent or guardian of, you understand that you are consenting to this Privacy Policy on their behalf as their legal guardian. 

We may also collect information from a third party if you have provided them with consent under their own privacy policies. Information collected may include (without limitation):

• your health insurance provider details or Medicare card details; 
• other relevant information from third party practices, dentists, dental specialists or other health practitioners (for example, if you were referred to us by another dentist).

We may collect health information from a third party or a publicly available source, but only if you consent to such collection or would reasonably expect us to collect such health information from that third party, or if collection is necessary to provide you with the necessary health care.

If it is necessary to do so, or if you decide to provide it, we may also collect sensitive information (Sensitive Information ) from you. Sensitive Information includes but is not limited to information about or pertaining to your;

• health;

• gender; 

• sexual orientation; 

• religious beliefs;

• biography;
• socioeconomic status;
• medical, health or clinical information and records; 
• medical history pursuant to Practice forms you may be requested to complete;
• ethnicity; or
• other personal, clinical or health related information, reasonably required by us to provide our services to you, including but not limited to, scans, photos and imaging. 

We will only collect Sensitive Information from you if you agree to provide it to us. We will only use Sensitive Information in accordance with the Privacy Act and for the purposes for which it is provided. For example, we may collect information about your health and treatment from other health care professionals such as specialists or general medical practitioners. Where we no longer required it for the purposes of operating our business and providing our services to you, any Sensitive Information that we collect will be automatically de-identified and will remain so unless you elect to disclose it to us or another party.  

• when you fill in and return to us a signed client form;
• when you submit personal information to the Practice (such as when you send us a message or fill out an online form, whether through the Website or via social media);
• when we receive patient referrals from other practices or practitioners;
• in person, for example, when you engage with our employees, agents, or customer service representatives; and
• in the course of providing services to you.

We store personal information in computer storage facilities and paper-based files. We take steps to protect your personal information against loss, unauthorised access, use modification or disclosure. Some examples of the steps we take to protect your personal information include:

• ensuring there are suitable password protection measures and access privileges in place to monitor and control access to our IT systems;
• imposing restrictions on physical access to paper files;
• requiring any third parties engaged by us to provide appropriate assurances to handle your personal information in a manner consistent with Australian law; and
• taking reasonable steps to destroy or de-identify personal information after we no longer need it for our business or to comply with the law.

The transmission and exchange of information is carried out at your own risk. We cannot guarantee the security of any information that you transmit to us or receive from us. Although we take measures to safeguard against unauthorised disclosures of information, we cannot assure you that personal information that we collect will not be disclosed in a manner that is inconsistent with this Privacy Policy.

All information received digitally is maintained on secure servers in encrypted format. Access to stored information is protected by multi-layered security controls including firewalls, encryption, role-based access controls, and passwords.

• to provide the services you have requested from us;
• to improve our business and services;
• to promote our business to you;
• to market our other services to you;
• to handle and respond to your enquiries, complaints or concerns; and
• to provide personal information to third parties as set out in this Privacy Policy. 

At our Practice we use health information for the purpose of providing you with our services. We only use your information for other purposes if:

• You have consented;
• You would reasonably expect your information to be used for that purpose. For example, the practice may disclose your health information to another health service provider for the purpose of providing you with health care; or
• Your information is required or authorised by law.

We use the information collected, both personal and Sensitive, for the purposes of providing you with health care or for purposes which are directly related to providing you with health care. 

In addition, personal information is used to administer your invoicing for dental services, credit card payments, and to process health insurance claims. 

We may use clinical images, scans, photos or videos (including but not limited to orthopantomogram, radiographs, and 3D scans of the jaws) for marketing purposes on an anonymised basis with your consent. 

• notify you about the details of new services offered by us;
• send you our newsletters and other marketing publications;
• administer our databases for client service, marketing and financial accounting purposes; and
• to comply with our legal requirements regarding the collection and retention of information concerning the services that we provide.

We may use or disclose your personal information to let you know about our new services and how they may better serve your needs. For example, we may send out forms, including a ‘patient reminder notice’. 

If you do not wish to disclose your personal information for the purpose of direct marketing or you would like to opt-out of receiving direct marketing communications, you can do so by contacting us using the contact details set out in this Privacy Policy, or by following the instructions to unsubscribe which are contained in a communication that you may receive from us from time to time.

We may disclose your personal information to third parties who work with us to provide the services, or to promote, market or improve the services that we provide, including:

• providers of customer relations management database services and marketing database services;
• marketing consultants, promotion companies and website hosts;
• suppliers and subcontractors;
• referring practices or practitioners;
• partnered businesses; and
• consultants, insurers, and professional advisers.

We may also combine your personal information with information available from other sources, including the entities mentioned above, to help us provide better services to you. Personal information is only supplied to a third party when it is required for the delivery of our services.

Where we do share information with third parties, we require that there are contracts in place that only allow use and disclosure of personal information to provide the service and that protect your personal information in accordance with Australian law. Otherwise, we will disclose personal information to others if you’ve given us permission, or if the disclosure relates to the main purpose for which we collected the information, and you would reasonably expect us to do so.

We will respond to any such request for access as soon as reasonably practicable. Where access is to be given, we will provide you with a copy or details of your personal information in the manner requested by you where it is reasonable and practicable to do so.

We will not charge you a fee for making a request to access your personal information. However, we may charge you a reasonable fee for giving you access to your personal information.

In some cases, we may refuse to give you access to the information you have requested or only give you access to certain information. If we do this, we will provide you with a written statement setting out our reasons for refusal, except where it would be unreasonable to do so.

It is important that you notify the Practice about any changes to your medical or health information. Health information includes medications and natural alternatives. Although we respect your right to privacy, if you choose not to provide us with information relevant to your care, or to your health, we may not be able to provide a service to you or the service we are asked to provide may not be appropriate for your needs.

Importantly, you could suffer some harm or other adverse outcome if you do not provide information relevant to your care and broader health.

If you believe the personal information we hold about you is inaccurate, irrelevant, out of date or incomplete, you can ask us to update or correct it. To do so, please contact us using the contact details listed in this Privacy Policy.

You may elect to register for a Commonwealth Government My Health Record, as available at https://my.gov.au/. We may elect to participate in the My Health Record Scheme, as available at https://www.digitalhealth.gov.au/healthcare-providers and where we choose to do so, we will comply with all relevant agreements and laws. Where required, we will assist with the facilitation and provision of appropriate dental health summaries for incorporation into your My Health Record.

When you visit our Website, we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, as well as other similar information. This information is used in an aggregated manner to analyse how our Website is used to help us improve our services.

We may from time to time use cookies on our Website. Cookies are very small files which a website uses to identify you when you come back to the site and to store details about your use of the site. Cookies are not malicious programs that access or damage your computer. Most web browsers automatically accept cookies, but you can choose to reject cookies by changing your browser settings. However, this may prevent you from taking full advantage of our Website. Our Website may from time to time use cookies to analyses Website traffic and help us provide a better visitor experience. In addition, cookies may be used to serve relevant ads to Website visitors through third party services such as Google AdWords. These ads may appear on the Website or other websites you visit.

Our site may, from time to time, have links to other websites not owned or controlled by us. These links are meant for your convenience only. Links to third party websites do not constitute our sponsorship, endorsement or approval of such websites. Please be aware that we are not responsible for the privacy practices of other websites.

Like many site operators, we collect information that your browser sends whenever you visit our Website (Log Data). This Log Data may include information such as your computer’s Internet Protocol (IP) address, browser type, browser version, the pages of our Website that you visit, the time and date of your visit, the time spent on those pages and other statistics.

We may use Google Analytics, a web analytics service provided by Google, Inc. (Google). Google Analytics uses cookies, to help us analyse how users use our Website. Although Google Analytics records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us.

The information generated by the cookie about your use of the Website will be transmitted to and stored by Google on servers in your country of residence. Google will use the information on behalf of us for the purpose of evaluating your use of the Website, compiling reports on activity for us and providing us with other services relating to activity and internet usage. The IP address that your browser conveys within the scope of Google Analytics will not be associated with any other data held by Google. You may refuse the use of these cookies via the settings in your browser. You can also opt out of being tracked by Google Analytics by downloading and installing Google Analytics Opt-out Browser Add-on for your current web browser: http://tools.google.com/dlpage/gaoptout?hl+en

If you have any questions about this Privacy Policy, if you wish to correct or update information we hold about you or if you wish to request access or correction of your personal or sensitive information or make a complaint about a breach by us of our privacy obligations (including the way we have collected, disclosed or used your personal information), please contact us on
mobileoralsurgeryservices@gmail.com.

We will acknowledge and investigate any complaint about the way we manage personal or sensitive information as soon as practicable. We will take reasonable steps to remedy any failure to comply with our privacy obligations.