Privacy Policy

Effective Date: 1/10/2025

At Molar Bears Pty Ltd, your privacy isn’t just a policy, it’s a priority. As a Western Australian mobile child dental service, we are committed to safeguarding your personal information with care, transparency and integrity, in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. What We Collect

We collect only the information necessary to provide safe, high-quality dental care for children and young people aged 0–17. This may include:

  • Parent/guardian details – full name, address, phone number, email

  • Child’s details – name, date of birth, medical and dental history, allergies, medications, referral notes

  • Consent records – including medical, dental and media-related consent

  • Appointment and communication records

  • Website and form data – including data entered into booking forms, Google Forms or Calendly

  • Browser data – such as IP address and interaction data for analytics (non-identifying)


    As a healthcare provider, some of this data will be classified as sensitive information, and we handle it with additional protections in place.

2. How We Collect It

We may collect your information through the following means:

  • Directly from you, via booking forms, medical history forms or in-person consultations

  • Via Google Forms, Calendly, or other digital intake forms

  • Through Dentally software, which we use to securely manage health records

  • From referring health professionals (with your consent)

  • Through correspondence via email, phone, SMS or social media

  • Through media consent forms signed during or before appointments

We don’t collect information from children directly without their parent or guardian’s involvement and permission.

3. Why We Collect It

We collect and use personal information to:

  • Deliver safe, child-friendly dental care

  • Assess suitability for treatment and manage health risks

  • Maintain accurate dental and health records

  • Book and confirm appointments

  • Issue invoices for services (manually)

  • Communicate treatment plans or follow-up needs

  • Collect signed medical history and consent

  • Comply with professional, legal and health regulatory obligations

  • Improve our services and patient experience

  • (Where opted-in) provide updates, health education or occasional service news

We will always inform you of the purpose before using your personal information for anything beyond direct care or standard operational needs.

4. Media Consent

We love celebrating brave little smiles, but we’ll only ever take or share photos or videos with your explicit prior consent. This is gathered through our medical history form via a tick-box, and is only valid once signed by a parent or legal guardian.

If you say “no” to media consent, we absolutely respect that.

If you say “yes,” we may use media for social media, educational materials, or community awareness, with your knowledge and consent on file.

You can withdraw consent at any time by contacting us directly.

We do not photograph or film children without prior agreement.

5. Disclosure of Personal Information

We will never sell your data. However, we may disclose personal information to:

  • Other dental or medical professionals involved in your child’s care (e.g., ENT, orthodontist)

  • Technology service providers that support our operations, such as:

  • Dentally (for secure health record storage)

  • Google Forms and Calendly (for patient intake and appointment bookings)

  • Accountants, legal advisors or insurers (where relevant)

  • Regulatory bodies (e.g., AHPRA, Medicare, child protection) when legally required

All third-party providers are subject to strict confidentiality and data security obligations. Where practical, we will notify you if your data needs to be disclosed externally.

6. How We Store and Protect Your Information

We take data protection seriously. Your information is stored securely using:

  • Encrypted cloud storage and access-limited practice software (Dentally)

  • Password-protected devices and platforms

  • Secure storage of paper records where applicable

  • Data retention practices compliant with healthcare laws

If we no longer need your personal information, we securely delete or de-identify it unless retention is legally required.

If there is ever a suspected data breach that could result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) promptly.

7. Access and Correction

You have the right to access and request corrections to your or your child’s personal information. If you would like to:

  • View your treatment or health records

  • Update contact details

  • Withdraw consent or raise a privacy concern

Please contact us at the email listed below. We'll respond within 30 days and may need to verify your identity first.

8. Online Activity, Cookies and Analytics

We may collect basic analytics when you visit our website, such as:

  • Device type and browser information

  • Pages visited and session duration

  • Referring websites

This data is anonymised and used to improve our site’s usability and performance. You can disable cookies through your browser settings.

Our website may link to other sites (e.g. social media or partner organisations). We are not responsible for their privacy practices, so please review their policies if you're concerned.

9. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology or how we run Molar Bears. The latest version will always be available on our website and dated accordingly.

We encourage you to check back periodically, especially if your child is a returning patient.

10. Contact Us

Have questions? Want to access or update your info? We're here to help.

Molar Bears Pty Ltd

Email: molarbears.dentalcare@gmail.com

Phone: 0450 158 158

Based in: Perth, Western Australia