Privacy Policy

Effective date: 1st December 2025

Ortho Co (“we”, “us”, “our”) is committed to protecting your privacy. We comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and the 2024–2025 Australian Privacy Law Reforms that strengthen consent, transparency, data security and individual rights.

This Privacy Policy explains how we collect, use, store and disclose your personal information when you engage with Ortho Co or visit our website www.orthoco.com.au.

1. Information We Collect

We collect personal information that is reasonably necessary for providing high-quality orthodontic care and running our practice.

1.1 Information you provide to us

Name, date of birth and contact details
Demographic information (e.g., postcode, preferences)
Dental and medical history
Clinical records such as photos, X-rays, 3D scans and treatment notes
Payment information
Communications with our team
Information submitted through online forms, surveys or promotions

1.2 Sensitive information

As a health service provider, we collect sensitive health information. We only collect this with your explicit consent, unless the law permits otherwise.

1.3 Information collected automatically

When you use our website or digital tools, we may collect:

IP address, device type and browser details
Cookie and tracking data
Website usage analytics
Interactions with online forms and tools

1.4 Information from third parties

We may receive information from:

Referring dentists or other health practitioners
Insurers and payment providers
Parents or guardians (for patients under 18)
Booking systems or digital communication platforms

2. Use of AI Tools and Digital Technology

Ortho Co uses carefully selected AI-assisted tools to improve administrative efficiency, communication, and the patient experience.

Examples of how we use AI tools

Appointment reminders and scheduling assistance
Drafting communications and patient education content
Website chat or enquiry management tools
Dictation, note-taking and transcribing, with all clinical records reviewed and approved by the treating clinician
Analysing anonymised usage data to improve our services

What AI tools do NOT do

AI tools do not make orthodontic or clinical treatment decisions
AI tools do not replace professional clinical judgement
We do NOT upload identifiable clinical photographs, X-rays or sensitive health information into public AI systems

Any AI tools used must meet strict privacy, data protection and storage standards compliant with Australian law.

3. Why We Collect Your Information

We use your personal information to:

Provide orthodontic consultations, diagnosis and treatment
Maintain accurate clinical and administrative records
Communicate appointment reminders, treatment updates and relevant information
Improve our services, technology and patient experience
Provide educational or promotional content (only with your consent)
Conduct internal quality assurance, training and compliance
Meet legal and regulatory obligations, including AHPRA requirements

We do not use your information for purposes you would not reasonably expect unless we have your permission or are authorised by law.

4. Direct Marketing

We may send newsletters, updates or special offers if you have provided consent.
You may opt out at any time (see Section 11).

5. Disclosure of Personal Information

We may disclose your information to:

Dental or medical professionals involved in your care
Our staff, contractors and secure IT service providers
AI-assisted administrative tools used for communication or workflow support
Payment processors and insurers
Legal or regulatory bodies where required

5.1 Overseas disclosures

Some cloud or AI service providers may store data overseas. We take reasonable steps to ensure these providers comply with Australian privacy requirements.

6. Data Security

We use physical, electronic and managerial measures to protect your information, including:

Secure and encrypted clinical software
Password protection and controlled access
Staff privacy training
Regular security audits and compliance reviews

Data Breaches

If an eligible data breach occurs, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches Scheme.

7. Cookies and Website Tracking

We use cookies and similar technologies to:

Analyse website traffic
Improve site functionality
Tailor content to your preferences

You may disable cookies in your browser settings, though this may affect website functionality.

8. External Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies.

9. Access, Correction and Deletion of Information

Under Australian privacy laws, you have the right to:

Request access to personal information we hold about you
Request corrections to inaccurate, outdated or incomplete information
Request deletion (“right to erasure”) where permitted under the 2024 reforms
Withdraw consent where consent is the basis of processing
Object to certain types of data processing

Requests must be made in writing. We will respond within a reasonable timeframe.

10. Children’s Privacy

We take special care when handling information relating to patients under 18.
Where required, consent is obtained from a parent or guardian.
AI tools are not used for children’s health information unless fully compliant with Australian child-data protections.

11. Unsubscribe / Opt-Out

To unsubscribe from marketing communications, email:
[email protected]

Appointment and treatment-related messages cannot be opted out of because they are essential to patient care.

12. Complaints

If you believe your privacy has been breached, you may contact us:

Email: [email protected]
Mail: Privacy Officer
Ortho Co
1-3 Charles St,
Canterbury NSW 2193

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

13. Changes to This Privacy Policy

We may update this Privacy Policy to reflect legal updates, new technologies (including AI tools) or improvements to our services.
The latest version will always be available at www.orthoco.com.au.