Who we are
The Warm Smile is a dental practice operated by The Trustee for The Warm Smile Trust (ABN 89 437 014 201), located at 441 St Kilda Rd, Ground Floor, Melbourne VIC 3004. As a health service provider, we are bound by the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and applicable Victorian health records legislation in how we handle your personal and health information.
What information we collect
- Contact details - your name, phone number, email and address.
- Health information - your dental and medical history, treatment records, X-rays and photographs, medications and allergies, and other information relevant to your care.
- Insurance and payment details - private health fund membership, Medicare or DVA details where applicable, and payment information.
- Website enquiries - information you choose to send us through our contact form, email or phone.
How we collect it
Directly from you - in person at the practice, by phone, through our website's contact form or booking system, or by email. With your consent, we may also receive information from other treating practitioners, specialists or your health fund.
Why we collect it
- To provide safe, appropriate dental care and maintain accurate clinical records
- To process health fund claims (including on-the-spot HICAPS claims) and payments
- To send appointment reminders and communicate about your care
- To meet our legal and professional obligations as a dental practice
Who we may disclose it to
Your information may be shared, only as needed for your care or as required by law, with: your private health fund (for claims), other treating practitioners or specialists involved in your care, dental laboratories, Medicare/DVA where applicable, and regulatory bodies where legally required. We do not sell or rent your personal information to anyone.
Our website
Our website does not require an account and does not collect personal information unless you choose to submit it (for example, via the contact form or newsletter signup). The contact page includes an embedded Google Map, which is subject to Google's own privacy policy. Online bookings are processed through our practice booking system (Centaur/Dental4Web), which handles your details in accordance with its own privacy terms.
Storage and security
We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, modification or disclosure - including secure practice management systems, access controls, and staff confidentiality obligations.
Access and correction
You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate. Contact us at the practice and we will respond within a reasonable time. In limited circumstances access may be refused where the law allows; if so, we will explain why.
Questions or complaints
If you have a question or believe we have breached your privacy, please contact us first - we take this seriously and will investigate promptly:
The Warm Smile - 441 St Kilda Rd, Ground Floor, Melbourne VIC 3004 - (03) 8669 0500
If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.
This policy is reviewed periodically and was last updated in June 2026.