United Dental Pty Limited ACN 628 486 368 (United Dental) — Privacy Policy
1. United Dental commitment to privacy
United Dental, its subsidiaries and affiliates in Australia (collectively referred to as United Dental Group) are committed to managing personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) (Privacy Act) and in accordance with other applicable privacy laws.
This privacy policy applies when you visit our mobile app and is referred to as our Privacy Policy. This Privacy Policy sets out our policies for managing your personal information.
Your use of our mobile app is also subject to the applicable Terms of Service. If you use our mobile app, you agree to the applicable Terms of Service and consent to the use of your information as described in this policy.
In this Privacy Policy, "we", “our” and "us" refers to United Dental Group and "you" and “your” refers to any patients or other individuals who use our mobile app, or about whom we otherwise collect personal information.
When this Privacy Policy refers to ‘personal information,’ this term has the meaning given to it by the Privacy Act and includes information or an opinion about an individual which is reasonably capable of identifying that individual (and might include their health or other sensitive information) (personal information).
2. About United Dental Group
United Dental Group provides the “DrChat” mobile application for booking and managing dentist appointments, patient communications and accessing medical documents. United Dental Group offers a complete range of services, including allowing patients to schedule appointments, and access their medical records, treatment history, documents, and other relevant health information.
Please contact us for a full list of the companies which comprise United Dental Group and which are subject to this Privacy Policy.
3. Information We Collect
When you join our mobile app, a record is made which includes your personal information.
To provide our services and run our business, we need to collect personal Information. We may collect and hold your personal information for a range of reasons, such as to allow us to identify who an individual is before they access or use the mobile app, to facilitate bookings or communications between Patients and their Practice, or other mobile app functionalities.
3.1 Data You Provide to Us
The type of personal information that we collect will vary depending on the circumstances of collection and the service that you request from us, but will typically include:
· General information such as Your name, e-mail, phone number, date of birth, gender, postal address, Medicare details and other contact details;
· Account login credentials, such as usernames and passwords, password hints and similar security information;
· Health information such as information about your health, the health services which have been or are to be provided to you, or other information which falls within the scope of ‘health information’ as that term is defined in the Privacy Act. Some common examples of the types of health information we might collect include: details of your appointments booked, confirmed or cancelled; the content of other communications or interactions you and your Practice have via the Platform; information contained in a digital form you complete via our Platform;
· When you choose to view documents from your healthcare provider (such as letters or scans) using our mobile app, to make the files viewable for you we temporarily store copies on your device in app-private storage. The temporary copies are deleted when you close your session on our mobile apps.
· If your healthcare provider allows you to notify front desk staff electronically when you arrive for an appointment, you may choose to allow our mobile apps to interact with your Bluetooth data for this purpose. We do not store your Bluetooth data.
· If you choose to call a phone number displayed within the app, we will ask for permission to access your device’s phone to place a call to the phone number. We do not store your call history or data about the call
· Communication preferences, including preferred language; and
· Any additional personal information you provide to us, or authorise us to collect, as part of your interaction with United Dental Group, including our records of any communications or interactions we have with you.
3.2 Data from Your Healthcare Provider
We may obtain personal information about you from the dentist or dental practice with which you are a patient in order to provide you with access to your dental records, treatment history, medical documents, and other relevant health information through the mobile app, including:
· Your name, e-mail, phone number, postal address and other contact details.
3.3 Data from App Usage
We may automatically collect information about how you and your device interact with the mobile app, including:
· While you use our app, we collect non-identifying information so we can provide customer service to you or your healthcare provider and understand how people use our mobile app so we can improve our products. This includes:
o The time you began using the app, the healthcare provider you interacted with, any error messages or codes, the model of device used and its operating system, and the version of our mobile app used
o If you use Android devices, we also collect your connection type (cellular or WiFi) during an error.
4. Why and How We Use Your Information
United Dental Group collects personal information reasonably necessary to carry out our business, to assess and manage our clients' needs, and provide services including allowing patients to schedule appointments, and access their medical records, treatment history, documents, and other relevant health information. We may also collect information to fulfil administrative functions associated with these services, for example billing, entering into contracts with you and/or third parties and managing client relationships.
The purposes for which United Dental Group usually collects and uses personal information depends on the nature of your interaction with us, but may include:
· responding to requests for information and other general inquiries;
· providing, activating and managing your access to and use of the mobile app;
· providing technical, product and other support to help keep the mobile app working, safe and secure;
· enhancing and improving the mobile app and our other products, and services and to develop new products, services and benefits
· informing you about changes, updates and other announcements related to the mobile app and our other products and services;
· responding to your requests, enquires, comments and complaints; and
· complying with our legal obligations, resolve disputes, and enforce our agreements.
United Dental Group generally collects personal information directly from you. We may collect and update your personal information over the phone, by email, over the internet or social media, or in person. We may also collect personal information about you from other sources, for example:
· affiliated and related companies; and
· third-party suppliers and contractors who assist us to operate our business.
United Dental Group also collects and uses personal information for market research purposes and to innovate our delivery of products and services.
5. How We Hold Your Information
United Dental Group stores information in paper-based files or other electronic record keeping methods in secure databases (including trusted third-party storage providers based in Australia and overseas). Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.
United Dental Group maintains physical security over paper and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security, for example, we use firewalls (security measures for the Internet) and other security systems such as user identifiers and passwords to control access to our computer systems.
Our websites do not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet. Users of our websites are encouraged to exercise care in sending personal information via the internet.
We take steps to destroy or de-identify information that we no longer require.
6. Sharing of Your Information
6.1 Direct marketing
United Dental Group may use or disclose your personal information for the purpose of informing you about our services, upcoming promotions and events, or other opportunities that may interest you. If you do not want to receive direct marketing communications, you can opt-out at any time by contacting us using the contact details below.
If you opt-out of receiving marketing material from us, United Dental Group may still contact you in relation to its ongoing relationship with you.
6.2 Overseas
We do not disclose your personal information to recipients located overseas. All personal information is stored and processed within Australia.
6.3 For Legal Reasons
We also will disclose your personal information if required by law, regulation, legal process, or governmental request, or if we believe that such disclosure is necessary to:
· Comply with legal obligations, including responding to lawful requests from public authorities, such as health regulators, law enforcement, or courts;
· Protect and defend our rights, property, and safety, as well as those of our users, healthcare providers, or others, in accordance with applicable health privacy laws;
· Investigate potential violations of our terms of service or other agreements;
· Prevent or address fraud, security, or technical issues related to the use of your personal information; and
· Protect against harm to the rights, property, or safety of United Dental Group, our users, healthcare providers, or the public, as required or permitted by law.
7. How We Protect Your Information
We use technical controls and safeguards to protect the privacy, security, integrity, and availability of your personal information.
· We enable the use of multi-factor authentication for users of our mobile app by default. Multi-factor authentication is required when you use our mobile app unless your healthcare provider makes or allows changes to this control.
· We use https for secure communication between servers.
· When we store data on your mobile device, we store it in app-private storage that cannot be accessed by other apps. Files you download or save from our mobile app may be placed in locations accessible to other apps, such as your files app, with your explicit permission.
· Before data is shared from our mobile app, we provide in-app notifications so you can choose if you want to share the data.
· We disable screen-shot functionality by default for Android devices, and allow Android users to choose if they want to enable the function. We cannot disable this functionality in iOS.
· We maintain internal policies and processes that limit access to your information to our staff who need to know the information to perform their jobs.
· We maintain internal data retention and deletion policies to help us ensure we only store information about your use of our mobile app as we describe in this policy.
Each healthcare provider you connect to through our mobile app also uses safeguards to protect your information. Contact them if you have any questions about their safeguards.
You can take other steps to protect your information:
· Do not share the username and password you use with our mobile apps.
· Change your password immediately if you believe any unauthorized access has occurred.
· Use the security tools on devices you use with our mobile apps.
· Do not root or jailbreak devices you use with our mobile apps. Doing so can create security risks by removing your devices’ built-in security measures and exposing sensitive information on your device.
8. Accessing and Updating Your Information
You are entitled to access your personal information held by United Dental Group on request. To request access to your personal information please contact our privacy officer (Privacy Officer) using the contact details set out below.
You will not be charged for making a request to access your personal information but you may be charged for the reasonable time and expense incurred in compiling information in response to your request.
We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.
However, if you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information.
We may decline your request to access or correct your personal information in certain circumstances in accordance with the APPs. If we do refuse your request, we will provide you with a reason for our decision and, in the case of a request for correction, we will include a statement with your personal information about the requested correction.
9. Complaints about the Handling of Your Data
You may contact United Dental Group at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.
You may make a complaint about privacy to the Privacy Officer at the contact details set out below.
The Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally respond to your complaint within a week.
If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within a week and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.
In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.
If you are not satisfied with our response to your complaint, or you consider that United Dental Group may have breached the APPs or the Privacy Act, a complaint may be made to the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted by telephone on 1300 363 992 or by using the contact details on the OAIC website.
10. Changes
United Dental Group may amend this Privacy Policy from time to time, with or without notice to you, and future updates are effective as soon as they are published. We recommend that you visit our website regularly to keep up to date with any changes.
11. Contact
If you have any questions, comments, complaints or requests regarding this privacy policy or our processing of your information, please contact us.
The contact details for United Dental Group are:
United Dental Group Privacy Officer
Address: shop 4 624 Botany Rd, Alexandria 2015, Sydney, Australia
Email address: aos@aosmiles.com.au
Telephone number: +61 404 888 099
This Privacy Policy was last updated in April 2025.
Art Of Smiles
Shop 4, 624 Botany Rd, Alexandria 2015, Sydney, Australia