Privacy Policy

Blackheath Dental Privacy Policy

K D Care Pty Ltd trading as Blackheath Dental
Website: www.blackheathdental.com.au
Phone: 02 4787 8009
Email: blackheathdental@gmail.com
Last updated: September 2026

1. Our commitment to privacy

K D Care Pty Ltd trading as Blackheath Dental (“Blackheath Dental”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal and health information we collect and hold.

As a dental and health service provider in New South Wales, we handle personal and health information in accordance with applicable privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and the Health Records and Information Privacy Act 2002 (NSW) and its Health Privacy Principles (HPPs), to the extent applicable. 
This Privacy Policy explains how we collect, hold, use, disclose and protect personal information and health information.

2. Information we collect

Depending on the services you receive and how you interact with us, we may collect and hold:

Personal and contact information

  • name
  • date of birth
  • address
  • telephone number
  • email address
  • emergency contact details
  • Medicare, private health fund and related identification information where required
  • other information reasonably necessary to administer your relationship with the practice.

Health and dental information

This may include:

  • medical and dental history
  • current medications
  • allergies and medical conditions
  • treatment history
  • clinical notes
  • dental charts and records
  • photographs and diagnostic images
  • radiographs and other imaging
  • treatment plans
  • information provided by other health professionals
  • information about your health that is relevant to providing dental care.

Health information is sensitive information and is handled with additional privacy protections.

Appointment, billing and administrative information

We may collect information relating to:

  • appointments and attendance
  • treatment and services provided
  • fees and payments

  • health fund claims

  • HICAPS transactions
  • correspondence with you
  • consent forms
  • complaints and enquiries.

Website and electronic information

We may collect information submitted through our website, online booking system, electronic forms, email and other electronic communications.

3. How we collect information

We generally collect personal information directly from you, including when you:

  • attend the practice
  • make an appointment
  • complete registration or medical/dental history forms
  • complete electronic forms
  • make an online booking
  • communicate with us by telephone, email or other electronic means
  • make a payment or health fund claim.

Where appropriate and permitted, we may also collect information from other sources, such as:

  • other health professionals involved in your care
  • health funds
  • Medicare or other relevant organisations
  • a parent, guardian or authorised representative
  • another person authorised to provide information on your behalf.

We will generally collect health information directly from you unless another method is permitted or required by law.

4. Why we collect, use and disclose information

We collect, hold, use and disclose personal and health information where reasonably necessary to:

  • provide dental and related health services
  • assess and diagnose dental conditions
  • plan and provide treatment
  • maintain accurate clinical records
  • arrange and manage appointments
  • communicate with you about your treatment
  • process payments and health fund claims
  • administer the practice
  • respond to enquiries and complaints
  • comply with legal and regulatory obligations
  • protect the safety and security of patients, staff and visitors
  • manage incidents and risks
  • obtain professional advice or assistance where reasonably necessary
  • otherwise use or disclose information where permitted or required by law.

We generally use or disclose information for the purpose for which it was collected, for a related purpose that you would reasonably expect, with your consent, or where otherwise permitted or required by law. 

5. Disclosure of information

Where reasonably necessary for providing services or operating the practice, we may disclose relevant information to:

  • dentists and other health professionals involved in your care
  • dental specialists and other treating practitioners
  • dental laboratories and other service providers involved in your treatment
  • pathology, imaging or diagnostic providers
  • health funds and HICAPS
  • payment and financial service providers
  • technology and information-storage providers
  • professional advisers and insurers
  • contractors providing services to the practice
  • government agencies, regulators or law enforcement bodies where required or authorised by law.

We seek to limit disclosures to information reasonably necessary for the relevant purpose.

6. Electronic systems, cloud services and overseas disclosures

Blackheath Dental uses electronic systems and third-party service providers to assist with the operation of the practice, including:

  • Oasis practice management software and online booking;
  • Jotform for electronic forms and information collection;
  • Google Workspace / Google Drive for business documents and information storage;
  • Xero for accounting and financial administration; and
  • HICAPS for health fund claims and related payment services.

These providers may collect, store, process or transmit personal information on our behalf or in connection with services provided to Blackheath Dental.

Some cloud-based or external service providers may store or process personal information outside Australia. Depending on the relevant service and its configuration, this may include the United States, countries in Europe, and other countries in which relevant service providers or their technology providers operate.

Where applicable, we take reasonable steps in relation to overseas disclosures to protect personal information in accordance with applicable privacy obligations. 

Patients should be aware that information submitted through online forms, online booking systems or other electronic services may also be processed by the relevant technology provider in accordance with that provider’s privacy policy and terms of service.

7. Online bookings

Patients may provide personal information when making an appointment through our online booking service.
Information submitted through online booking is used to arrange and administer appointments and, where appropriate, provide dental services.

8. Electronic forms

We may use electronic forms, including Jotform, to collect information necessary for:

  • patient registration
  • medical and dental history
  • treatment administration
  • consent
  • financial and administrative purposes
  • other legitimate practice purposes.

9. CCTV and video surveillance

Blackheath Dental operates CCTV security cameras on the premises for purposes including:

  • security and safety
  • protection of patients, staff and property
  • prevention and investigation of incidents
  • assisting with the investigation of suspected unlawful or inappropriate activity.

Cameras may operate in areas such as entrances, reception, waiting areas, surgeries, corridors and external areas.

CCTV is not intended to monitor or record dental treatment or clinical procedures.

Audio

Audio recording is not used by our CCTV system.

CCTV access and disclosure

CCTV footage is accessible only to authorised persons for legitimate practice, security or incident-management purposes.
Footage may be disclosed to police, emergency services, insurers, legal advisers or other relevant authorities where reasonably necessary or where required or authorised by law.

CCTV retention

CCTV footage is retained for as long as reasonably necessary for security and safety purposes, incident investigation and to meet applicable legal requirements.
Where footage is no longer required, it will be securely deleted or overwritten.

Footage may be retained for longer where reasonably necessary because of an incident, complaint, investigation, insurance matter, legal proceeding or other relevant circumstance.

10. Security of personal information

We take reasonable steps to protect personal and health information from:

  • misuse
  • interference
  • loss
  • unauthorised access
  • unauthorised modification
  • unauthorised disclosure.

Depending on the circumstances, security measures may include physical security controls, access restrictions, passwords, authentication, secure electronic systems, staff procedures and appropriate technology safeguards.

Access to personal and health information is restricted to persons who reasonably require it for their role or for another authorised purpose.
No method of electronic storage or transmission can be guaranteed to be completely secure. Where we become aware of a privacy or data security incident, we will respond in accordance with applicable legal requirements.

11. Health records and retention

We maintain health and dental records for the purposes of providing safe and appropriate care, complying with professional and legal obligations, and managing the practice.
Health information will generally be retained for the period required by applicable law and professional requirements.
Where applicable, NSW requirements provide for health information to be retained for specified periods, including requirements concerning information collected while a patient is a minor.
When personal information is no longer required and there is no legal or other legitimate reason to retain it, we take reasonable steps to securely destroy or de-identify it.

12. Accuracy of information

We take reasonable steps to ensure that personal and health information we collect, use or disclose is accurate, complete and up to date.
You can help us by notifying us if your personal details, medical history, medications, allergies or other relevant information changes.

13. Access to your information

You may request access to personal or health information we hold about you.
Requests should be made using the contact details provided in this Privacy Policy.
We will generally provide access in accordance with applicable privacy laws. In some circumstances, access may be refused or limited where permitted or required by law.
Where access is refused or limited, we will generally explain the reason, subject to any applicable legal restrictions.

14. Correction of information

If you believe information we hold about you is inaccurate, incomplete, out of date or misleading, you may ask us to correct it.
We will consider your request and take reasonable steps to correct information where appropriate and required under applicable privacy laws.

15. Children and young people

Blackheath Dental provides dental services to children and young people.
Where appropriate, we may communicate with and collect information from a parent, guardian or other authorised representative.
The privacy rights of children and young people will be handled having regard to their age, capacity and applicable privacy laws.

16. Direct marketing

We may contact patients regarding appointments, treatment-related matters and other communications reasonably connected with providing our services.
Where we use personal information for direct marketing, we will do so in accordance with applicable privacy laws.
We will not use or disclose a patient’s health information for direct marketing unless permitted by applicable law, including where the patient has provided the required consent. 
You may ask us not to send you direct marketing communications.

17. Use of information for other purposes

We will not ordinarily use or disclose your personal or health information for a purpose unrelated to the purpose for which it was collected unless:

  • you consent;
  • you would reasonably expect the use or disclosure and it is permitted under applicable law;
  • the use or disclosure is otherwise permitted by applicable privacy legislation; or
  • the use or disclosure is required or authorised by law.

18. Complaints about privacy

If you have concerns about the way we have handled your personal or health information, we encourage you to contact us first so that we can investigate and attempt to resolve your concern.

Privacy complaints

Blackheath Dental

 K D Care Pty Ltd trading as Blackheath Dental

Phone: 02 4787 8009

 Email: blackheathdental@gmail.com

Please provide as much relevant information as possible so that we can investigate your complaint.
We will consider and respond to privacy complaints within a reasonable period and in accordance with applicable privacy requirements.
If you are not satisfied with our response, you may have the right to lodge a complaint with the relevant privacy regulator, including:

  • the Office of the Australian Information Commissioner (OAIC) in relation to matters covered by the Privacy Act 1988 (Cth); and/or
  • the NSW Information and Privacy Commission (NSW IPC) in relation to matters covered by NSW privacy legislation.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, services, technology or applicable privacy requirements.

The current version will be made available on our website.

We recommend checking this Privacy Policy periodically for any updates.

20. Contact us

If you have any questions about this Privacy Policy or how Blackheath Dental handles your personal or health information, please contact us:

K D Care Pty Ltd trading as Blackheath Dental

Website: www.blackheathdental.com.au

Phone: 02 4787 8009

Email: blackheathdental@gmail.com

Last updated: September 2026