1. Introduction
At Amazing Smiles, your privacy and trust are important to us. This policy explains how we collect, use, retain, and delete personal data, and outlines your rights to request data deletion.
2. What Personal Data We Collect
We may collect and store:
Patient identifiers and contact information (name, address, phone, email).
Medical and dental history, treatment records, and consent forms.
Appointment details, billing and payment information.
Communications (emails, messages, feedback).
Any additional data you provide as part of treatment or inquiry.
3. How We Use Your Data
We use your personal data to:
Provide dental services, treatment planning, and follow-up care.
Process billing, insurance claims, and payments.
Communicate appointment reminders, health advice, or promotions.
Comply with regulatory and legal obligations.
Improve our services and patient experience.
4. Data Retention & Storage
We keep your data only as long as necessary for treatment, legal, regulatory, or tax obligations.
After the retention period expires, we will securely delete or anonymise data.
Backups and archival systems will also be purged or overwritten according to our deletion schedule to ensure no residual copies remain accessible.
5. Data Deletion / Erasure Process
5.1 Requesting Deletion
You have the right to request deletion of your personal data at any time. To do so, please contact us via:
Email: ge*****@***************om.au
Please include your name, contact details, and what specific data you wish to have deleted.
5.2 Verification & Assessment
We will verify your identity to protect your privacy and prevent unauthorised deletion. We may also assess whether the data is subject to retention obligations (e.g., by law or regulation) or whether deletion would interfere with ongoing treatment or legal requirements.
5.3 Data Deletion Execution
Once verified, we will delete or anonymise your data from active systems in a secure manner.
We will also:
Remove data from backups where feasible and governed by retention policies.
Inform third parties (e.g. service providers, insurers) to whom we have sent your data and request that they also delete your data, where permitted.
Provide you with confirmation once deletion is complete, including details of what was removed.
5.4 Exceptions & Limitations
There are circumstances where we may not be able to delete all data, such as when:
Retention is required by law, regulation, or dental record-keeping rules.
The data is integral to an ongoing treatment or legal claim.
Anonymised or aggregated data remains for statistical or reporting purposes (without identifying you personally).
6. Your Rights & Choices
You may request access to, correction, or deletion of your personal data.
You may withdraw consent for uses not strictly necessary for treatment.
You may lodge a complaint if you believe we’ve breached this policy.
7. Security & Protection
We use technical and organisational measures (e.g. encryption, access controls, secure servers) to keep your data safe from unauthorised access, disclosure, or alteration.
8. Updates to this Policy
We may update this policy from time to time. The latest version will be posted on our website with an updated “effective date.”