Privacy policy
This is a plain-English summary for the build. Final wording is subject to legal review before launch.
Our commitment
Holistic Smiles Kids handles personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Health information about your child is treated as sensitive information, which carries additional protections.
What we collect
- Parent contact details and account information
- Your child's name, date of birth and relevant history
- Assessment answers and the photos you submit for clinical review
- Program data such as check-ins, photo submissions and messages
- Payment information, processed securely by our payment provider
Where your data is stored
Your child's clinical records — assessment answers, photos, dentist notes and program data — are hosted in Australia (Sydney region). Photos and videos are kept in private storage and are only ever accessed through short-lived, signed links; they are never publicly available.
Some supporting services operate overseas. Our email is sent and received through reputable providers (our email host and transactional email service) that may process message data overseas, including in the United States and Japan. Where we disclose personal information to an overseas provider, we take reasonable steps under Australian Privacy Principle 8 to ensure it is handled consistently with the Australian Privacy Principles. We keep clinical detail out of email — sensitive information is exchanged only in the secure portal.
How we use it
We use your information to provide the assessment and program, to let your assigned clinicians review your child's case, to issue invoices and receipts, and to communicate with you. We do not sell your information, and we do not use testimonials.
Consent
We ask for explicit, versioned consent at the point we collect health information — including a privacy collection notice, telehealth consent, and consent to use photos for clinical purposes. You can withdraw consent, subject to our record-keeping obligations.
Access, correction and retention
You can request access to or correction of your information at any time. Clinical records are retained for a minimum of seven years in line with professional obligations, after which they may be securely destroyed. Account deletion is handled as a soft-delete subject to those retention rules.
Contact
For any privacy request, contact our Privacy Officer at privacy@holisticsmileskids.com.au.