Who we are: Cloud Nine Dental
Thank you for reading this post, don't forget to subscribe!
Privacy Policy and Data Processing Policy
Effective Date: NOV 2024
Cloud Nine Dental (“we”, “our”, or “the Practice”) is committed to protecting the privacy, confidentiality, and security of personal and health information entrusted to us.
When you register as a patient of our practice, you provide consent for our dental practitioners and practice staff to access and use your personal information so they can provide you with the best possible dental care.
Only staff who need to see your personal information will have access to it. If we need to use your information for anything else, we will generally seek additional consent from you to do this, unless obtaining your consent is not practical or reasonable, and an exception under the Privacy Act 1988 (Cth) applies.
This Privacy Policy explains how Cloud Nine Dental collects, uses, stores, processes, and discloses personal and health information in accordance with the Privacy Act 1988 and the Australian Privacy Principles.
Health information is classified as sensitive information under Australian privacy law and is handled with an enhanced level of care and protection.
1. Collection of Personal Information
Cloud Nine Dental collects personal information that is reasonably necessary for the provision of dental services and for the administration of the practice.
The types of information collected may include:
Personal Identification Information
• Full name
• Residential address
• Telephone number
• Email address
• Date of birth
• Emergency contact details
Health Information
• Medical history
• Dental history
• Clinical notes and treatment records
• Medications and allergies
• Diagnostic records including dental radiographs (X-rays)
• Clinical photographs
• 3D scans and other diagnostic imaging
Administrative Information
• Appointment records
• Payment and billing information
• Health insurance information where applicable
• Communication records between the practice and the patient
Information is generally collected directly from patients via consultations, registration forms, online booking systems, telephone communication, or referral from other healthcare providers.
2. Purpose of Collection and Use
Cloud Nine Dental collects and uses personal and health information for purposes including:
• Communication with patients regarding appointments and treatment
• Ensuring patient medical safety
• Diagnosis of dental conditions
• Treatment planning and delivery of dental care
• Maintaining accurate clinical records
• Coordination of care with other healthcare providers
• Administrative and practice management functions
• Compliance with legal, regulatory, and professional obligations
Personal information will only be used for purposes that are reasonably necessary for healthcare delivery or as otherwise permitted or required by law.
3. Disclosure of Personal Information
Cloud Nine Dental may disclose patient information to third parties where reasonably necessary for the provision of healthcare services.
This may include disclosure to:
• Dental specialists
• Medical practitioners
• Dental laboratories
• Imaging or diagnostic service providers
• Allied healthcare professionals
• Practice service providers and professional advisers
Information shared may include:
• Dental radiographs
• Clinical photographs
• 3D scans
• Relevant treatment records or treatment plans
Patients will generally be notified at the time information is shared with third parties where appropriate.
Cloud Nine Dental will not disclose personal information to unrelated parties unless:
• the patient has consented;
• the disclosure is required or authorised by law; or
• the disclosure is necessary to prevent a serious threat to life, health, or safety.
4. Data Storage and Security
Cloud Nine Dental takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
Security safeguards may include:
• Secure digital practice management systems
• Password-protected and access-controlled systems
• Staff confidentiality obligations
• Secure communication channels for clinical information
• Appropriate technical and administrative safeguards
Patient records are maintained using CorePractice, a cloud-based dental practice management platform operated by an Australian provider. CorePractice provides secure cloud infrastructure and data management systems for dental practices. Further information about CorePractice’s privacy and data handling practices
can be found at: https://www.corepractice.com.au/privacy
Where third-party service providers are used, Cloud Nine Dental takes reasonable steps to ensure those providers maintain appropriate privacy and security safeguards.
5. Electronic Communications and Website Data
When patients interact with Cloud Nine Dental electronically, including through email, website contact forms, or online booking systems, personal information may be collected and stored.
Our website may also automatically collect certain technical non-personally identifiable information, including:
• IP address
• browser type
• device information
• website usage data
This information may be collected through cookies or similar technologies for the purpose of improving website functionality and user experience.
Patients may adjust browser settings to disable cookies if desired.
6. Access to Personal Information
Patients have the right to request access to personal and health information held by Cloud Nine Dental.
Requests for access to patient records must be submitted in writing to the practice. Upon receiving a written request, Cloud Nine Dental will respond within a reasonable timeframe in accordance with the Privacy Act 1988 and the Australian Privacy Principles.
Where permitted by law, reasonable administrative fees may apply for the preparation or copying of records. Access may be restricted in circumstances permitted by law, including where providing access may pose a serious threat to the health or safety of any individual.
7. Correction of Personal Information
Cloud Nine Dental takes reasonable steps to ensure personal information is accurate, complete, and up to date.
Patients may request corrections to their personal or health information if they believe it is inaccurate or incomplete.
Requests for correction should be submitted directly to the practice.
8. Data Retention and Record Keeping
Cloud Nine Dental retains patient records in accordance with applicable Australian healthcare laws, privacy legislation, and professional standards.
Guidance issued by the Dental Board of Australia and the Australian Health Practitioner Regulation Agency requires dental practitioners to maintain accurate and secure patient health records.
In accordance with commonly applied Australian health record retention requirements:
• Adult patient records are retained for a minimum of seven (7) years from the date of the last patient contact.
• Records relating to patients who were minors at the time of treatment are retained until the patient reaches at least 25 years of age.
After the applicable retention period has elapsed, records may be securely destroyed or permanently de-identified in accordance with privacy and confidentiality obligations.
9. Data Breach Response
In the event of a data breach that is likely to result in serious harm, Cloud Nine Dental will comply with the Notifiable Data Breaches Scheme under the Privacy Act 1988.
Where required, affected individuals and the Office of the Australian Information Commissioner will be notified.
Cloud Nine Dental will take reasonable steps to investigate, contain, and remediate any data breach.
10. Privacy Complaints
If a patient believes their privacy has been breached, they may lodge a complaint with Cloud Nine Dental.
The practice will investigate and respond to complaints within a 30-day timeframe.
If the patient is not satisfied with the response, they may refer the matter to the Office of the Australian
Information Commissioner.
For further information visit www.oaic.gov.au or call the OAIC on 1300 363 992.
11. Policy Updates
Cloud Nine Dental may update this Privacy Policy periodically to reflect changes in legislation, technology, or practice operations.
The most current version will be available at the practice and on the practice website.
12. Contact Information
Cloud Nine Dental
Address: Shop 1B, Suite B
Glenmore Village Shopping Centre
90 Glenmore Ridge Road
Glenmore Park NSW 2745
Australia
Website: https://cloudninedental.com.au
Email: reception@cloudninedental.com.au
Phone: (02) 4713 1806
For privacy enquiries, written requests for access to records, corrections, or complaints regarding personal
information, patients may contact the practice using the details above.