Privacy policy

Last updated: 22 September 2026

This policy describes how Varsity Smiles in Varsity Lakes, Queensland handles personal information in connection with our dental services and website. Personal information includes information that identifies you or could reasonably identify you. Health information is sensitive information. The Privacy Act 1988 (Cth) and the Australian Privacy Principles apply to our handling of personal information.

Information we collect

Depending on the care or service you request, we may collect your name, contact details, date of birth, emergency contact or guardian details, appointment information, relevant medical and dental history, clinical notes, images, referrals, treatment and consent records, and billing or health-fund information. Please provide only information relevant to your enquiry or care.

We generally collect information directly from you, including when you contact us, book an appointment or attend the practice. Where appropriate and permitted, we may also receive information from a parent, guardian, authorised representative, referring practitioner or another healthcare provider. We seek consent to collect health information unless collection is otherwise permitted or required by law.

You may make a general enquiry without identifying yourself where practical. We usually need identifying and relevant health information to book appointments, provide safe treatment and process payments or claims. If information is not provided, we may be unable to provide a particular service.

How we use and share information

We use relevant information to arrange appointments, assess and provide dental care, communicate about treatment, manage accounts and claims, respond to enquiries and complaints, and meet professional and legal obligations.

Where necessary for these purposes and permitted by law, information may be shared with treating or referring healthcare professionals, dental laboratories, health funds, payment and technology service providers, professional advisers, or authorities. Sharing information with a family member or other representative depends on your authority, their role and applicable law. Other uses or disclosures require consent or another lawful basis.

Online appointments

Our booking page uses Acuity Scheduling, a Squarespace service. Information entered into the scheduler is processed by Acuity to arrange and manage your appointment. The embedded scheduler communicates directly with Acuity and may use its own cookies, security tools and service providers. Our website cookie controls do not control Acuity’s separate storage or processing.

You can telephone the practice instead of using online booking. Please avoid including detailed medical information in an ordinary email. Read the Squarespace privacy policy for information about the booking provider’s practices.

Website measurement and your choices

We use Google Tag Manager to manage Google Analytics and Google Ads measurement. This helps us understand website use and whether advertising leads to enquiries or bookings. Measurement can include page visits and interactions such as phone, email, directions and booking-link clicks, and completed online bookings.

Optional analytics and advertising cookies are off until you accept them. You can reject optional cookies or change your choices using Cookie settings. A first-party cookie named tp_consent remembers your choices for up to 180 days. Clearing browser storage or a material update to our consent settings may cause the choices to be requested again.

This website uses Google’s Advanced Consent Mode. Even without optional cookies, limited cookieless signals may be sent to Google for measurement and modelling. These can include interaction information, consent status and technical information. Rejecting optional cookies does not block all requests to Google. Website requests can disclose an IP address, browser or device details, page addresses, page titles and referring pages; these data should not be assumed to be anonymous.

Our booking measurement integration does not intentionally send booking-form names, email addresses, phone numbers, appointment notes or form answers to Google. It uses a coded booking reference to avoid counting the same confirmation twice. That reference is pseudonymous, not a guarantee of anonymity, and may be held in browser session storage. Page context can itself reveal an interest in a health service.

Our measurement configuration does not enable remarketing, personalised advertising or enhanced conversions using customer contact details. Changing cookie choices affects subsequent processing; it does not withdraw data already sent. Google’s processing is described in its privacy policy and information about partner sites.

Maps, links and technical records

Embedded Google Maps connects to Google when loaded and may use cookies or receive technical information independently of our analytics choices. External links, including social media links, take you to services governed by their own privacy practices. Website hosting and security systems may also keep technical access and error records to operate and protect the website.

Storage and overseas services

Information may be held in practice records and electronic systems operated by us or our service providers. Google and Squarespace/Acuity are international providers. Their services may involve processing or access outside Australia, including in the United States and other countries described in their privacy information. Contact us if you need further information about a particular service or overseas recipient.

We are required to take reasonable steps to protect information from misuse, interference, loss and unauthorised access, modification or disclosure. No internet transmission or storage system can be guaranteed completely secure. Records must be retained where required for care, professional responsibilities or law; information no longer needed should be securely destroyed or de-identified where legally permitted. Privacy incidents are assessed and notifications made where required under applicable data-breach laws.

Accessing and correcting your information

Contact the practice to request access to, or correction of, information we hold about you. We may need to verify your identity and authority before responding. We will consider requests within a reasonable period. If access or correction is refused, we will explain the reason and available complaint options unless the law prevents this. There is no charge to request access or correction; a reasonable charge may apply to providing access, and any proposed charge will be explained beforehand.

Questions and complaints

Please contact the practice and ask for your enquiry to be directed to the person responsible for privacy. Explain your concern and how you would like us to respond. We will review the matter, seek any information needed to investigate, and respond within a reasonable period. If you are not satisfied, you may contact the Office of the Australian Information Commissioner on 1300 363 992.

Policy updates

We may update this policy as services, technology or legal requirements change. The current version and update date will be available on this page. You can request a copy from the practice. This policy provides information; it does not replace a consent request where consent is required.