Privacy Policy

About this policy

Morley Orthodontic Clinic protects your personal and health information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what we collect, why, who we share it with, and how you can access or correct it.

In this policy, “we”, “us” and “our” means Morley Orthodontic Clinic (also trading as Morley Orthodontic Centre), operated by [Smile Partners (WA2) Pty Ltd, 98 674 927 943]. It covers our practices at:

Morley: 25 Wellington Road, Morley WA 6062 — (08) 9276 9888
Esperance: Suite E, 116 Dempster Street, Esperance WA 6450 — (08) 6164 7690

It applies to patients, parents and guardians, referring practitioners, website visitors, and anyone who contacts us or follows us online. By using our website or services, you acknowledge that your information will be handled as described here.

The information we collect

We collect only the information we need to provide orthodontic care, run our practices, and communicate with you. Much of it is health information, which the law treats as sensitive and protects more strictly.

Identity and contact details: name, date of birth, gender, address, phone, email, and emergency contact.
Parent or guardian details: for patients under 18, the name and contact details of the responsible adult.
Health information: medical and dental history, medications, allergies, clinical notes, X-rays, photographs, 3D scans, models, treatment plans and progress records.
Referral information: details and records from your dentist or other health practitioners.
Financial and billing details: Medicare and health fund details, payment plan arrangements, and invoices. Our payment providers process card details, and we do not store them in full.
Communications: records of phone calls, emails, SMS, enquiry forms and social media messages.
Website and online data: IP address, device and browser type, pages visited, how you arrived at our site, and interactions with our ads (see Website, cookies and advertising).
Marketing preferences: whether you have agreed to receive updates, and any consent you give for use of photos or testimonials.

If you choose not to give us information we ask for, we may not be able to provide treatment or respond to your enquiry.

How we collect it

We collect most information directly from you, or from a parent or guardian for younger patients. We also receive it from others involved in your care, and from your use of our website and online channels.

In person and by phone: at appointments, consultations and when you call either practice.
Forms: new patient, medical history and consent forms, and our online enquiry and dental referral forms (hosted by our form provider, Jotform).
From other practitioners: referrals from your dentist, and records from specialists, radiology providers or previous orthodontists, with your consent or where the law allows.
From health funds and payment providers: to confirm cover and process payments.
Online: through our website, email, SMS, social media pages and messages, online reviews, and online advertising platforms.
Security cameras: CCTV may operate in public areas of our practices for safety and security.

If we receive information about you that we did not ask for, we will keep it only if we could have collected it lawfully; otherwise we will destroy or de-identify it.

Why we collect and use it

We use your information to provide safe, effective orthodontic care and to run our practices. We use it for other purposes only with your consent, or where you would reasonably expect it and it relates to your care, or where the law requires or allows it.

Assessing, planning and providing treatment, and monitoring your progress
Communicating with your dentist and other practitioners involved in your care
Appointment bookings, reminders and recall notices by phone, SMS or email
Billing, health fund claims, payment plans and debt recovery
Responding to enquiries, feedback and complaints
Quality assurance, clinical audit, staff training and accreditation
Meeting legal, regulatory, insurance and professional obligations
Improving our website, services and patient experience
Marketing, where permitted (see Marketing and communications)

We may use de-identified information, which no longer identifies you, for reporting and service planning.

Marketing and communications

We send marketing only with your consent, and you can opt out at any time. We never use your health information for marketing without your express consent, and we never sell your personal information.

Newsletters, offers and updates. With your consent, we may send you news about our services, treatment options, events and offers by email, SMS or post. We comply with the Spam Act 2003 (Cth) and the Do Not Call Register Act 2006 (Cth). Every marketing message identifies us and includes a simple way to unsubscribe. Opting out of marketing does not stop essential messages about your appointments, treatment or account.

Photos and videos. We will only use your treatment photos, before-and-after images, videos, and reviews in our marketing (website, social media, advertising or printed material) with your written consent, or a parent or guardian’s consent for patients under 18. You can withdraw consent at any time, and we will stop future use and remove the material from channels we control where practicable. Material already printed or shared by others may not be recoverable. Any testimonials we publish comply with the Health Practitioner Regulation National Law and AHPRA advertising guidelines.

Social media. If you interact with our social media pages, comments and messages are also handled by the platform (such as Facebook, Instagram or TikTok) under its own privacy policy. Please do not share health details publicly; message or call us instead. We will not respond publicly to a review or comment in a way that discloses your health information.

Reviews and feedback. After an appointment, we may invite you to complete a survey or leave an online review. Participation is voluntary.

Events, competitions and photoshoots. If you take part in a promotion, event or photoshoot, we will explain at the time how your information and images will be used and obtain any consent needed.

Website, cookies and advertising

Our website uses cookies and similar tools to work properly, measure performance and show you relevant ads. These tools do not tell us your health information, and we configure them so that health details you enter in forms are not sent to advertising platforms.

Cookies and tags. Cookies are small files stored on your device. We use Google Tag Manager to manage the tags on our site, including:

Analytics: Google Analytics and similar tools show us how visitors use our site (pages viewed, time on site, device type, approximate location). This information is aggregated and not used to identify you.
Advertising and remarketing: Google Ads, Meta (Facebook and Instagram) and similar platforms may use cookies and pixels to measure whether our ads lead to enquiries or bookings, and to show our ads to people who have visited our site.
Conversion measurement: when you submit an enquiry or call us from an ad, we may share limited information such as a hashed (encrypted) email or phone number with the ad platform to measure ad performance. We do not share health information for this purpose.
Embedded content: Google Maps, videos and forms embedded on our pages may set their own cookies.

Your choices. You can block or delete cookies in your browser settings, though parts of the site may not work as intended. You can manage ad personalisation at Google Ad Settings, in your Meta account ad preferences, or opt out of Google Analytics with the Google Analytics opt-out browser add-on.

Links to other sites. Our website links to third-party sites, such as Invisalign, Jotform and social media platforms. We are not responsible for their privacy practices, so please read their policies.

We share your information only for the purposes in this policy, with people and organisations bound to protect it. We never sell or rent your personal information.

Your care team: your referring dentist, other specialists, radiology providers and dental laboratories.
Aligner and appliance manufacturers: such as Align Technology (Invisalign), which receive scans, photos and treatment details to make your aligners or appliances.
Health funds and payment providers: to process claims, payments and payment plans.
Smile Partners: our group support team, for shared administration, IT, finance, marketing and quality purposes.
Service providers: practice management software, cloud storage and email, website hosting, online forms, SMS and appointment reminder services, IT support, marketing and advertising agencies, and professional advisers such as lawyers, accountants and insurers. They may use your information only to provide services to us.
Others with your consent or as required by law: for example, a person you nominate, a court order, a subpoena, or where needed to prevent a serious threat to someone’s life, health or safety.

Storage, security and retention

We store your information securely in electronic systems and, occasionally, on paper, and take reasonable steps to protect it from misuse, loss and unauthorised access.

Access limited to staff who need it, with individual logins and confidentiality obligations
Password protection, encryption, firewalls, secure backups and regular software updates
Secured premises, locked storage and secure destruction of paper records
Privacy and security training for our team, and contracts requiring service providers to protect your data

Data breaches. If a breach is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme.

Your rights and choices

You can ask to see or correct the information we hold about you at any time.

Access. Contact our Privacy Officer (below). We will respond within 30 days. There is no fee to ask, but we may charge a reasonable fee for copying records such as X-rays or scans. In limited cases the law allows us to refuse access, for example if it would pose a serious threat to someone’s health or safety; if so, we will explain why in writing.

Correction. If you believe information we hold is inaccurate, out of date or incomplete, let us know and we will correct it. If we disagree, we will explain why and, on request, attach a note of your view to the record.

Children and young people. Most of our patients are children and teenagers. We generally deal with a parent or guardian for patients under 18. Where a young person has the maturity to make their own decisions, we may deal with them directly and respect their privacy, in line with professional guidelines. We do not knowingly market directly to children.

Anonymity. You can make general enquiries without giving your name, but we cannot provide treatment anonymously or under a pseudonym.

Complaints, changes and contact

Complaints. If you have a concern about how we have handled your information, please contact our Privacy Officer in writing. We will acknowledge it within 7 days and aim to resolve it within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Changes to this policy. We may update this policy from time to time. The current version will always be on our website, with the date it was last updated. You can request a free copy in another format, such as print, at either practice.

Contact our Privacy Officer

Email: [reception@morleyorthodontic.com.au]
Post: Privacy Officer, Morley Orthodontic Clinic, 25 Wellington Road, Morley WA 6062
Phone: Morley (08) 9276 9888 or Esperance (08) 6164 7690

Last updated: 30.09.2026