Privacy Policy
Brisbane Smile Boutique
Last Updated: 18 November 2025
Our Commitment to Your Privacy
Brisbane Smile Boutique PTY LTD (ABN 24 614 572 879), trading as Brisbane Smile Boutique, is committed to protecting your privacy and handling your personal and health information responsibly. We are bound by the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) and applicable state and territory health records legislation.
We review and update this Privacy Policy regularly to ensure it remains current with legal requirements and best practice standards.
Why We Collect Your Information
In order to provide you with the highest standard of dental care, this practice is required to collect personal information from you. This information covers basic personal details such as your name, address, and telephone number, as well as more personal information such as your medical history. Without this general health picture, your treating dentist or dental hygienist is unable to plan your care properly.
Brisbane Smile Boutique values the need to safeguard this information and, in accordance with the principles laid down in privacy legislation and the guidelines by the Australian Dental Association, we assure you that:
This information will only be used by our treating dentists and dental professionals in order to deliver your care to the highest standards
It will never be disclosed to those not associated with your treatment without your express consent
You may seek access to the information held about you by signing a release form
Brisbane Smile Boutique will take reasonable steps to ensure at all times that the details we keep about you are accurate, complete, and up-to-date
Brisbane Smile Boutique will take reasonable steps to protect this information from misuse or loss, and from unauthorised access, modification, or disclosure
Our staff are trained to respect these principles at all times
If you have any questions regarding the information we collect from you and hold in your dental records, please do not hesitate to ask us. Brisbane Smile Boutique intends to act in your interests at all times, and we take your privacy very seriously.
What Information We Collect
Personal Information
The kind of personal information we collect can include:
Full name
Contact details (address, phone number, email)
Date of birth, gender, and age
Emergency contact information
Health fund details and Medicare/DVA numbers (where applicable)
Payment and billing information
Health Information
We collect health information including:
Medical history and general health information
Dental history and current dental conditions
Current medications and allergies
Previous dental treatments and procedures
Radiographs (x-rays) and clinical images
Comprehensive dental charting and treatment records
Information from other healthcare providers (with your consent)
Records Storage
Radiographs and images, comprehensive dental charting, and clinical notes are stored in your personal records on our secure network in a digital format. X-rays taken on film are stored on-site at Brisbane Smile Boutique, though it is very rare for this to have occurred in the last five years.
Employment Information
As an employer, the practice also collects personal information related to employment and human resource management for our staff.
How We Collect Information
Directly From You
We collect information directly from you, including when you:
Provide us with personal information over the phone or through email
Fill out patient registration, contact, and medical history forms at our practice
Complete forms or questionnaires via our website or online booking system
Discuss your medical and dental history with the dentist, dental hygienist, or other dental professionals
Attend appointments and receive treatment
Make payments or submit health fund claims
From Third Parties
It is our aim to only collect health information directly from our patients or their authorised representatives. The practice may collect health information from a third party or a publicly available source, but only if:
You consent to such collection
You would reasonably expect us to collect your health information from the third party
Collection is necessary to provide you with appropriate health care
Third parties may include:
Other healthcare providers (with your consent)
Pathology and radiology services
Dental laboratories
Health insurance providers
Medicare and Department of Veterans' Affairs (DVA)
Information Collected Via Our Website
Website Analytics and Cookies
The Brisbane Smile Boutique website and related online services may collect and use information about your computer and how you use our online services through technology such as cookies and analytics tools.
What are cookies?
Cookies are small text files that are placed on your device when you visit our website. They help us understand how visitors interact with our website and improve your browsing experience.
Types of cookies we use:
Essential Cookies - These are necessary for the website to function properly and cannot be switched off. They enable basic functions like page navigation, secure login, and access to protected areas.
Performance Cookies - These collect anonymous information about how visitors use our website, such as which pages are visited most often. This data helps us improve how our website works.
Functionality Cookies - These allow our website to remember choices you make (such as your preferred language or region) and provide enhanced, more personalised features.
Analytics Cookies - We use analytics services (such as Google Analytics) to collect anonymous information about visitor behaviour, including:
Pages visited and time spent on each page
How visitors navigate through the website
Where visitors come from (referral sources)
Device type and browser information
General geographic location (city/state level only)
We collect and use this anonymous information to:
Understand how visitors use the website
Measure the time spent on the website
Determine the effectiveness of the navigation options
Record information provided during the visit to streamline subsequent visits
Improve website performance and user experience
Identify and fix technical issues
Managing Cookies
Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. However, this may prevent you from taking full advantage of the website. You can manage your cookie preferences through your browser settings:
Chrome: Settings > Privacy and Security > Cookies
Safari: Preferences > Privacy > Cookies and Website Data
Firefox: Options > Privacy & Security > Cookies and Site Data
Edge: Settings > Cookies and Site Permissions
Third-Party Cookies
Some cookies may be placed by third-party services that appear on our pages (such as Google Analytics, social media plugins, or embedded content). These third parties may collect information about your online activities over time and across different websites. We do not control these third-party cookies.
Online Forms and Submissions
When you submit your personal details through our website (including contact forms, appointment requests, or online enquiries), we collect:
Name and contact information
Reason for enquiry or appointment request
Any other information you choose to provide
This information is transmitted securely and stored in accordance with this Privacy Policy.
How We Use Your Information
We collect and use your information to:
Primary Purposes
Deliver, provide, administer, improve, and personalise our dental products and services
Maintain and update your treatment records
Provide appropriate dental care and treatment
Monitor your ongoing dental health
Communicate with you about your dental care
Process payments and manage billing
Secondary Purposes
Better understand our clients' requirements and preferences to personalise and improve our service to you
Send appointment reminders via SMS, email, or phone
Send unfinished dental care reminder calls and messages
Respond to your queries and complaints
Provide relevant information about our services through direct marketing (with your consent)
Conduct quality improvement and risk management activities
Comply with legal and regulatory obligations
Protect against fraud and theft
Train and supervise staff
Disclosure of Your Information
We do not disclose personal information to third parties unless we are permitted to do so by law or you have given us your consent to do so.
Third Parties We May Disclose Information To:
Healthcare and Treatment Providers:
Medical and dental specialists when referrals are required for your treatment (with your consent)
Dental laboratories for fabrication of ceramic work, gold alloy work, mouth guards, occlusal splints, Invisalign aligners, dentures, retainers, appliances, models, whitening trays, and orthodontic study models
Radiology and imaging providers when diagnostic imaging is required
Other healthcare professionals involved in your care (with your consent)
Service Providers:
IT service providers and practice management software companies (Centaur Software, Dental4Web)
Managed service providers for digital health and security (Alphaclick)
Courier and delivery companies for laboratory transfers and supplies
Payment system operators and financial institutions for processing transactions
HICAPS for electronic health fund claims processing
Government and Regulatory Bodies:
Medicare Australia and Department of Veterans' Affairs (DVA) when you request us to submit claims
Australian Health Practitioner Regulation Agency (AHPRA) when required by law
Other government agencies as required or authorised by law
Health Insurance Providers:
Your private health fund provider for electronic claims submission via HICAPS (with your consent)
Marketing and Communications:
FollowUp.Care platform for appointment reminders and patient communication
Email service providers for practice communications
Images and Photographs
We will always request your explicit permission before using before-and-after photos of cosmetic dental work on our website or marketing materials. We require your verbal consent for photos expressly of teeth and lips that do not identify your entire face.
Identifying facial images showing cases on our website are only of friends, family, or patients who have provided written consent to have their photos displayed.
International Data Transfers
Invisalign Patients
If you undertake Invisalign treatment, your patient detail information (including dental impressions, scans, photographs, and treatment specifications) is sent electronically to Align Technology, a multinational medical-device company headquartered in San Jose, California, USA. Align Technology manufactures Invisalign aligners and has facilities in multiple countries.
By consenting to Invisalign treatment, you acknowledge and consent to this international transfer of your health information. Align Technology has privacy policies and security measures in place to protect your information in accordance with applicable laws.
Cloud-Based Systems
Our practice management software and some IT services utilise cloud-based systems that may store data on servers located in Australia and, in some cases, overseas. We ensure that any overseas data storage complies with Australian privacy laws and meets equivalent security standards.
We take the extra step of complying with the Health Insurance Portability and Accountability Act 1996 (USA) (HIPAA) for the storage of personal and health information, even when not strictly required under Australian law.
Data Security
We take active steps to protect the personal and health information we hold against loss, unauthorised access or use, modification, disclosure, and other misuse.
Security Measures Include:
Physical Security:
Secure premises with controlled access
Locked storage for physical records and film x-rays
Designated clean and unclean areas within the practice
Staff training on privacy and security procedures
Electronic Security:
Encryption of all electronic health records and data transmissions
Secure, password-protected practice management software (Centaur Software/Dental4Web)
Internet-based systems stored on encrypted, secure servers
Regular secure backups of electronic data
ISO 27001 certified Managed Service Provider (Alphaclick) for IT services
Higher-than-normal level of encryption for email systems (Outlook)
Compliance with Information Security Management System (ISMS) standards
EU General Data Protection Regulation (GDPR) compliant systems
Independent penetration testing of web-based applications
Regular security audits and updates to protect against cyber threats
Firewalls and anti-malware protection
Administrative Security:
Staff training on privacy principles and security procedures
Confidentiality agreements with all staff members
Restricted access to patient information on a need-to-know basis
Regular review and update of security policies and procedures
FollowUp.Care Platform Security
Our FollowUp.Care platform, powered by Dental4Web, is designed with advanced encryption and robust security measures:
Data Encryption: All information transmitted through FollowUp.Care is encrypted, safeguarding your data from unauthorised access
Compliance with Regulations: We adhere to strict industry standards and regulations, including HIPAA
User Control: You have full control over your information and can manage your preferences and privacy settings
Regular Security Audits: Our systems undergo frequent security audits and updates to protect against potential threats and vulnerabilities
Information Security Certifications
Brisbane Smile Boutique relies on cloud-based dental systems located in Australia with providers that maintain:
ISO 27001 certification (International Information Security Management Standard)
Information Security Management System (ISMS) certification
Safeguards to ensure the confidentiality, integrity, and availability of all information
Compliance with Australian privacy laws and international data protection standards
Data Retention and Destruction
We retain your personal and health information for as long as required by law. In Australia, dental records must be retained for:
At least 7 years from the date of last entry for adult patients
Until the patient reaches 25 years of age for patients who were minors at the time of treatment
When personal information that we collect is no longer required and we are not legally required to retain it, we destroy, delete, or de-identify it in a secure manner, including:
Secure shredding of paper records
Secure deletion of electronic records
De-identification of records retained for statistical or research purposes
Data Accuracy
We take steps to ensure that the health and personal information we collect is accurate, up-to-date, and complete. These steps include:
Requesting that you verify your information at each visit
Maintaining and updating health and personal information when you attend the practice
Encouraging you to advise us if your personal information has changed
Regular review of records for accuracy and completeness
If you believe any information we hold about you is inaccurate, incomplete, or out-of-date, please contact us and we will take reasonable steps to correct it.
Your Privacy Rights
Access to Your Information
You have the right to access the personal and health information that we hold about you. This includes:
Your dental treatment records
Medical history
Radiographs (x-rays) and clinical images
Correspondence related to your care
Billing and payment records
To request access to your information:
Submit a written request to the Practice Manager at hello@brisbanesmileboutique.com.au
Complete a signed records release form (available at reception or by request)
Provide appropriate identification
We will respond to your request within a reasonable timeframe, usually within 30 days. There may be circumstances where we cannot provide access to all information requested, such as when:
Providing access would pose a serious threat to the life, health, or safety of any individual
Providing access would have an unreasonable impact on the privacy of others
The request is frivolous or vexatious
The information relates to existing or anticipated legal proceedings
Denying access is required or authorised by law
In such cases, we will provide you with written reasons for our decision.
Correction of Your Information
You have the right to request correction of personal or health information we hold about you if you believe it is inaccurate, out-of-date, incomplete, irrelevant, or misleading.
To request correction:
Submit a written request to the Practice Manager at hello@brisbanesmileboutique.com.au
Specify the information you believe requires correction
Provide supporting documentation if available
We will respond to your request within a reasonable timeframe and:
Take reasonable steps to correct the information if we agree it requires correction
Provide you with written reasons if we do not agree to make the correction
If we do not agree to correct the information, we will allow you to attach a statement to your record noting that you dispute the accuracy of the information
Transfer of Records
Records and x-rays can be released to another dental provider at your request upon receipt of a signed records release form. There may be a reasonable fee for copying and transferring records.
Your Communication Preferences
Appointment Reminders and Practice Communications
We send appointment reminders and practice communications via:
SMS text messages
Email
Phone calls
These communications help reduce missed appointments and ensure continuity of care. You may opt out of receiving appointment reminders, though we strongly recommend maintaining this communication for your dental health.
Marketing Communications
Brisbane Smile Boutique's marketing functions support the growth and development of the practice and provide you with information about services offered. We may use your information for the purpose of direct marketing, including:
Information about new services or treatments
Special offers or promotions
Educational content about dental health
Practice updates and news
We will never sell your personal information to third parties.
Opting Out of Marketing
We understand that you may not wish to receive marketing materials from us. You can opt out at any time by:
Clicking the "unsubscribe" link in any marketing email
Contacting us at hello@brisbanesmileboutique.com.au
Calling us on 07 3391 2504
Speaking to any staff member at the practice
Even if you opt out of marketing communications, we will still send you essential communications related to your appointments and treatment.
Maintenance and Recall Communications
You may request not to receive:
Active maintenance phone calls
Incomplete treatment reminders
Reactivation messages
Recall reminders
To opt out, contact us at hello@brisbanesmileboutique.com.au or call 07 3391 2504.
Please note that opting out of these communications may affect the continuity of your dental care, as you may miss important preventative appointments.
What Happens If You Don't Provide Information?
We respect your right to privacy. However, if you choose not to provide us with information relevant to your care:
We may not be able to provide a service to you
The service we are asked to provide may not be appropriate for your needs
You could suffer some harm or other adverse outcome if you do not provide information relevant to your health care
Your dentist will always discuss with you what information is necessary for your safe treatment and why it is needed.
Minors and Parental Responsibility
For patients under 18 years of age:
We require parental or guardian consent for collection and use of personal and health information
Parents or guardians have the right to access their child's health records
We may need to collect information from parents, guardians, or schools
In some circumstances, mature minors (typically 14 years and older) may consent to their own treatment, and we will respect their confidentiality in accordance with legal requirements
Privacy Breaches
We take all reasonable steps to prevent privacy breaches. However, if a privacy breach occurs or is suspected, we will:
Take immediate steps to contain the breach and assess the harm
Notify affected individuals if the breach is likely to result in serious harm
Notify the Office of the Australian Information Commissioner (OAIC) if required by law
Take steps to prevent similar breaches in the future
Comply with the guidelines issued by the OAIC for handling privacy breaches
If you become aware of a privacy breach or have concerns about how your information has been handled, please contact the Practice Manager immediately on 07 3391 2504 or hello@brisbanesmileboutique.com.au.
Complaints
We take your privacy very seriously. If you suspect there has been or may have been a breach of your privacy, or if you are dissatisfied with how we have handled your personal information, you can:
Step 1: Complain to Our Practice
Contact the Practice Manager:
Phone: 07 3391 2504
Email: hello@brisbanesmileboutique.com.au
In person: 4 Rogers Street, Spring Hill QLD 4000
We will:
Acknowledge your complaint promptly (usually within 7 days)
Investigate the matter thoroughly
Respond to your complaint within a reasonable timeframe (usually within 30 days)
Work with you to resolve the issue
Step 2: External Complaint
If you are not satisfied with our response, or would prefer not to raise the matter with the practice directly, you can complain to:
Office of the Australian Information Commissioner (OAIC)
Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Website: www.oaic.gov.au
Mail: GPO Box 5218, Sydney NSW 2001
The OAIC can investigate complaints about privacy breaches under the Privacy Act 1988.
You may also contact:
Australian Dental Association (Queensland Branch): For complaints about professional conduct
Health Ombudsman (Queensland): For complaints about health service provision
We are committed to handling any complaint promptly and will always make an effort to assist with your concerns.
Notice to Patients
Our practice, Brisbane Smile Boutique PTY LTD (ABN 24 614 572 879), trading as Brisbane Smile Boutique, collects information about you for the purpose of providing health services to you.
Please be aware:
Personal information such as your name, address, and health insurance details are used for addressing accounts, processing payments, and communicating about our services and your health care
We may collect information about you from third parties if necessary to provide you with health care (with your consent)
We may disclose your health information to other health care professionals, or require it from them, if necessary for your health care (with your consent)
We will always seek your consent prior to using any of your health or personal information beyond primary treatment purposes
If you choose not to provide us with information relevant to your health care, we may not be able to provide a service to you, or the service may not be appropriate for your needs
If you do not provide requested information, you may suffer some harm or other adverse outcome
We will take all reasonable steps to ensure you are always safe
Your medical history, treatment records, x-rays, and any other material relevant to your care will be stored securely by the practice
You have rights to access your records, seek correction, and complain about privacy breaches
This Privacy Policy sets out how you can exercise these rights and how we will respond
Changes to This Privacy Policy
Brisbane Smile Boutique may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons.
We will post the updated Privacy Policy on our website and in our reception area. The "Last Updated" date at the top of this policy indicates when it was last revised.
We encourage you to periodically review this Privacy Policy to stay informed about how we protect your information.
Significant changes to this policy will be communicated to patients through:
Notices in the practice
Our website
Your continued use of our services after changes to this Privacy Policy constitutes your acceptance of the updated policy.
Contact Us
Your point of contact for all privacy matters is the Practice Manager.
Brisbane Smile Boutique
4 Rogers Street, Spring Hill QLD 4000
Phone: 07 3391 2504
Email: hello@brisbanesmileboutique.com.au
Website: www.brisbanesmileboutique.com.au
Opening Hours: Monday – Tuesday: 7:00 AM – 6:00 PM
Wednesday: 10:00 AM – 5:00 PM
Thursday – Sunday: Closed
If you have any questions about this Privacy Policy or how we handle your personal and health information, please do not hesitate to contact us. We are here to help and take your privacy concerns seriously.
Additional Resources
For more information about privacy rights in Australia:
Office of the Australian Information Commissioner: www.oaic.gov.au
Australian Privacy Principles: www.oaic.gov.au/privacy/australian-privacy-principles
Your Health Records, Your Rights: Information from the OAIC about health privacy
This Privacy Policy was last updated on 19 October 2025 and reflects current privacy laws and best practices for dental practices in Australia.