Earlwood Orthodontics (“we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Policy explains how we collect, use, store, and disclose personal information when you interact with us, including through our website, services, and communications.
This policy is intended to comply with:
- The Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
- The Privacy Act 2020 (NZ), where applicable
1. Personal Information We Collect
We may collect personal information directly from you or automatically through your use of our website and services.
Information you provide
- Name
- Contact details (email address, phone number, postal address)
- Enquiry or form submission details
- Appointment, booking, or purchase information
- Payment or billing details (where applicable)
- Communication preferences
- Employment or contractor information (for job applications)
Where relevant to our services, we may also collect sensitive information, including health information. Sensitive information is collected only where reasonably necessary and with your consent or where permitted by law.
Information collected automatically
- IP address
- Device type, browser type, and operating system
- Pages viewed, session duration, and referral sources
- Interactions with website features and forms
2. How We Collect Information
- Directly from you (online forms, bookings, phone, email, SMS)
- From authorised third parties involved in service delivery
- From publicly available sources where relevant and lawful
- Through cookies, tracking technologies, and analytics tools
3. How We Use Your Information
- Respond to enquiries and provide services
- Manage appointments, bookings, and accounts
- Deliver communications, reminders, and updates
- Improve website functionality and user experience
- Analyse website traffic and user behaviour
- Conduct marketing and promotional activities (where consent has been provided)
- Manage customer relationships and internal records
- Meet legal, regulatory, and professional obligations
- Protect our business, users, and systems from misuse or fraud
4. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to support functionality, analytics, and advertising.
Types of cookies used
- Essential cookies: required for website functionality, security, and performance
- Analytics cookies: used to understand how visitors interact with our website (e.g. Google Analytics, Google Tag Manager)
- Advertising cookies: used to measure campaign effectiveness and deliver relevant advertising (e.g. Google Ads, Meta platforms)
You can manage or disable cookies through your web browser settings. Restricting cookies may impact website functionality or performance.
5. Website Management and Service Providers
Our website is managed by Strive Practice Consulting, who provides website management, hosting support, and technical services.
In performing these services, Strive Practice Consulting may assist with the collection, transmission, storage, or processing of personal information submitted through this website, acting on our instructions and on our behalf. Refer to the Strive Digital Services Privacy Policy for more information.
While Strive Practice Consulting manages the technical operation of our website, we remain responsible for how personal information is collected, used, disclosed, and retained in accordance with this Privacy Policy and applicable privacy laws.
6. CRM, Email and Marketing Platform
We use the Strive Pipeline hosted on a third-party HIPAA-compliant platform as our primary customer relationship management (CRM), email, and marketing platform.
Personal information submitted through our website or communications may be stored, processed, and managed within this system in accordance with applicable privacy and security obligations.
7. SMS and Messaging Services
We use Twilio to facilitate SMS, messaging, and communication services, including appointment reminders and transactional notifications.
8. Automation and Integration Tools
We use Zapier to automate workflows and securely transfer data between systems and platforms.
9. Disclosure of Personal Information
- Employees, contractors, and professional advisers
- Website hosting, IT, analytics, and marketing service providers
- CRM, messaging, and automation platforms
- Payment processors and financial institutions (where applicable)
- Regulatory authorities or government bodies where required by law
- A purchaser or successor in the event of a business sale or restructure
10. International Data Transfers
Some service providers may store or process personal information outside Australia or New Zealand. Appropriate safeguards are applied where required.
11. Data Security
- Secure hosting and encrypted connections (HTTPS)
- Access controls and role-based permissions
- Staff confidentiality and privacy training
- System monitoring and updates
- Secure destruction or de-identification of data
12. Data Retention
Personal information is retained only as long as reasonably necessary and then securely destroyed or de-identified.
13. Access and Correction
You may request access to or correction of personal information we hold about you. Identity verification may be required.
14. Complaints
If you have concerns about how we handle personal information, please contact us so we can investigate.
15. Contact Us
Earlwood Orthodontics
Email: info@earlwoodorthodontics.com.au
Phone: (02) 8426 9000
Address: 218 Homer St, Earlwood NSW 2206
16. Updates to This Policy
This Privacy Policy may be updated from time to time. The most current version will be published on our website.