Privacy policy
Smile Solutions Pty Ltd (ABN 28 193 514 103) is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your personal information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.
A copy of the APPs may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/.
When you purchase our products, contact us, or visit the Smile Online website at https://www.smileonline.com.au/ you agree to the handling of your personal information according to this policy.
Please Note: ‘Smile Solutions’, ‘We’, ‘Us’, ‘Our’ refers to Smile Solutions Pty Ltd (ABN 28 193 514 103), Core Dental Group Pty Ltd (ABN 37 612 345 794), P S Formula Pty Ltd (ABN 45 095 802 798) and related entities and bodies corporate. ‘You’, ‘Your’ refers to individuals who access the Smile Online website.
Types of information we collect
The types of information we may collect includes (but is not limited to):
- Your name and contact details including postal address, email address, phone numbers;
- Personal details such as age or gender;
- Financial information (for example credit card numbers or bank account details for payment of products or services)
What is personal information and why do we collect it?
Personal information is information or an opinion that identifies an individual. Examples of personal information we collect includes names, addresses, email addresses, phone and facsimile numbers.
Where it is reasonably practicable to do so, we will collect your personal information directly from you. We may collect the personal information you directly give us through some of the following means:
- When you lodge an enquiry through our website located at https://www.smileonline.com.au/;
- When you contact us via telephone, facsimile or email; in administering and performing any contracts with service providers;
- From correspondence with you (whether in writing or electronically);
- While conducting customers satisfaction and market research surveys;
- When administering any of our services;
- Where required or authorised by law; and
- As otherwise required to manage our business.
You have the right to either refuse to provide details about yourself or remain anonymous. However, some Smile Solutions’ services (for example responding to enquiries) can be provided only if Smile Solutions has your personal information.
In certain cases we may collect personal information from publicly available sources and third parties. If we collect personal information about you from a third party we will, where appropriate, request that the third party inform you that we are holding such information, how we will use and disclose it, and that you may contact us to gain access to and correct and update the information.
When we collect personal information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Use and disclosure of your personal information
Smile Solutions’ primary purpose in collecting your personal information is to facilitate the smooth operation of its service and activities. We may use your personal information for a number of purposes including:
- Responding to your enquiries;
- Internal purposes including administration, accounting and reporting statistical information about our products and services;
- To send information to you about Smile Solutions;
- To improve the content and layout of the Smile Online website and determine general marketplace information about visitors to the website;
- To comply with any legislation or regulations as required; and
- Otherwise to manage our business.
Smile Solutions may be required to disclose your personal information to third parties where necessary to complete a request from you or to carry out a service. Examples of circumstances where we may disclose to third parties include:
- To organisations that provide us with technical and support services;
- To government and regulatory bodies;
- To our professional advisors;
- Where required by law.
Sensitive information
Sensitive information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive information will be used by us only:
- For the primary purpose for which it was obtained
- For a secondary purpose that is directly related to the primary purpose
- With your consent; or where required or authorised by law.
Third Parties
Where reasonable and practicable to do so, we will collect your personal information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.
Storage of personal information
Smile Solutions will take all reasonable steps to ensure all personal information is stored securely and protected from unauthorised access or disclosure.
Your information may be accessed by our employees, or other persons requires to provide our products to you.
We maintain appropriate physical, procedural and technical security for our offices and information storage facilities so as to prevent any loss, misuse, unauthorised access, disclosure or modification of personal information. This also applies to disposal of personal information.
When your personal information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your personal information. However, most of the personal information is or will be stored in client files which will be kept by us for a minimum of 7 years.
Direct marketing
From time to time, we may contact you with information about our products and services, offers, or information about our business partners. If you have chosen to register for email newsletters, we may use your email address to deliver additional information about updates to the website, new offers, product launches, competitions, industry events and other such information.
You may opt out at any time if you no longer wish to receive commercial messages from us. You can make this request by contacting our Privacy Officer (see details below).
We will not disclose your personal information to third parties for marketing purposes without your consent.
Access to your personal information
You may access the personal information we hold about you and update and/or correct it, subject to certain exceptions. If you wish to access your personal information, please contact us in writing.
Smile Solutions will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your personal information.
In order to protect your personal information we may require identification from you before releasing the requested information.
Cookies
A cookie is a small text file stored in your computer’s memory or on your hard disk for a pre-defined period of time. We may use cookies from time to time to record non-personal information such as the date, time or duration of your visit, or the pages accessed, for website administration, statistical and maintenance purposes.
The default setting of many browsers, such as Internet Explorer, allows for cookies. It is generally possible for users to erase cookies from their hard drive, block all cookies, or receive a warning before a cookie is stored. However, if you do any of these things you may not be able to access or use portions of the Smile Online website.
Cookies used on the Smile Online website do not and cannot infiltrate a user’s hard drive to gather any confidential information stored on the user’s hard drive.
The cookies used by our website are not “spyware”.
Smile Solutions will not use cookies or the anonymous web usage information it stores to identify you as an individual unless this is required by law.
Maintaining the quality of your personal information
It is an important to us that your personal information is up to date. We will take reasonable steps to make sure that your personal information is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.
We are not obliged to correct any of your personal information if we do not agree that it requires correction and we may refuse to do so. If we refuse a correction request, we will provide you with a written notice stating our reasons for refusing.
We will respond to all requests for access to or correction of personal information within a reasonable time.
Website users
The Smile Online website may provide links to third-party websites that may have privacy policies different from ours. Smile Solutions is not responsible for the privacy policies of such third-party websites and encourages you to read the privacy policies of every website you visit.
Overseas transfers of personal information
From time to time, we may engage an overseas recipient to provide services to us, such as cloud- based storage solutions. If we do, we will take reasonable steps to protect your personal information the overseas provider holds against loss, misuse and from unauthorised access, modification or disclosure.
If you choose to provide Smile Solutions with personal information, you are consenting to the collection, use and disclosure of that information and to transfer of that information to our servers in Australia and anywhere else in the world where Smile Solutions may in the future have facilities and to its storage in those places.
Resolving personal information concerns
If you have any questions, concerns or complaints about this Privacy Policy, or how we handle your personal information, please contact us on the contact details below.
The Privacy Officer, Smile Solutions
1/220 Collins Street
Melbourne VIC 3000
Email: marketing@smilesolutions.com.au
We take all complaints seriously and will respond to your complaint within a reasonable period. If you are dissatisfied with the handling of your complaint, you may contact the Office of the Australian Information Commissioner:
Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 2001
Telephone: 1300 363 992
Email: enquiries@oaic.gov.au
Update to this privacy policy
Smile Solutions may update this privacy policy from time to time in line with the need to accurately reflect its data collection and disclosure practices. An up-to-date copy of our Privacy Policy is available on our website. We encourage you to review this policy from time to time so you will know if it has been changed or updated.
This policy was last updated May 2024.