Privacy Statement for Patients

This Privacy Statement explains how Beam Dental Holdings Pty Limited (ACN 676 301 456) and its related bodies corporate (together, Beam Dental Group) collect, hold, use and disclose your personal information (including information about your health) (Information).

When you attend a clinic operated by a Beam Dental Group company, your Information is handled by the specific Beam Dental Group company that operates that clinic (your Beam Dental Group Company, we or us). Each Beam Dental Group company and the brands and clinics it operates are listed here.

For what purposes does your Beam Dental Group Company collect, hold, use and disclose your Information?§

Your Beam Dental Group Company collects, holds, uses and discloses your Information for a range of purposes relating to our role in:

• supporting the provision of dental services by dental practitioners who independently operate from our centres (including a small number who are employed by us); and
• providing you with non-clinical support services including patient management, scheduling, payments and administration.

Specifically, the purposes for which your Beam Dental Group Company collects, holds, uses and discloses your Information include the following:

• facilitate the delivery of dental services: to facilitate the delivery of dental treatment and care to you, including booking and managing your appointments;
• communications: to contact you and manage our ongoing relationship with you, including appointment reminders and appointment follow ups regarding further examinations or treatments you may require;
• coordination: to coordinate with other healthcare providers involved in your care;
• invoicing and payment processing: to manage billing and process payments in relation to dental treatment and care you receive, including with dental payment plan providers such as Afterpay and handling claims with your private health insurer, Medicare Australia and the Department of Veterans Affairs (amongst others);
• government dental voucher programs: to fulfil obligations under government dental voucher programs;
• improvement of products and services: to review, develop and improve our products and services, including our customer service provided to you;
• business processes: to undertake quality assurance, practice audits, accreditation, service planning, market research, patient satisfaction surveys and reviews, statistical analysis, risk assessment and management activities and to obtain legal services and insurance;
• changes to our business: to advise you if we or one of our dental practitioners relocate or if any of our dental centres merge, rebrand, relocate or close;
• training: to train and educate our personnel;
• data quality: to verify and update Information held by us;
• artificial intelligence (with consent): with your separate optional consent, to use tools that include artificial intelligence to support aspects of your care or related services (for example diagnostic support);
• marketing (with consent): with your separate optional consent, to market our products and services or the services of other third parties who have a relationship with us;
• legal compliance: to comply with legal or regulatory obligations (such as mandatory health notifications);
• complaints: to resolve any complaints, disputes or claims or follow up on incidents;
• rewards programs: if you are a member of a rewards program operated by any companies we partner with to offer you rewards (Rewards Member), to enable you to redeem points and participate in promotions relevant to that reward program;
• research purposes: for research, quality improvement, practitioner education or professional seminars where this is intended to improve patient care or health outcomes. Where this occurs, information will be used in a de-identified or aggregated form, unless you have given your separate optional consent for us to use identifiable information or where an ethics committee has given approval otherwise; and
• other purposes: for other purposes required or authorised by or under law, including purposes for which you have provided your express or implied consent.

If you provide your email address, telephone and/or mobile phone number, you also consent to your Beam Dental Group Company using your email address, telephone and/or mobile phone number to contact you (including by telephone, SMS or email) for any of the above purposes while you remain our patient.

If you do not provide Information requested by your Beam Dental Group Company, we may be unable to provide you with the dental care and treatment you have requested.

In addition to this Privacy Statement, as a patient, you will also be asked to provide separate, optional consents covering:

• receiving marketing communications from your Beam Dental Group Company;
• the use of artificial intelligence enabled tools in connection with your care and related services; and
• being contacted about research projects that use your identifiable Information.

These consents are optional and your dental care will not be affected if you choose not to give one or more of them. You can update or withdraw any of these optional consents at any time by contacting us using the details set out below or via our patient portal.

What type of Information does your Beam Dental Group Company collect?§

The Information collected depends on your relationship with your Beam Dental Group Company and the dental treatment and care provided. Examples include:

• name(s), gender (sex at birth), address, email address(es) and phone number(s);
• date of birth and family relationships (including details of your children);
• Medicare, pension, veteran or concession details;
• health fund and membership details;
• dental and medical history, photographs, x-rays, test results, diagnoses, medications and treatments;
• details of other treating healthcare providers (for example, your general practitioner and practice location);
• demographic information, such as whether you identify as Aboriginal or Torres Strait Islander (where provided);
• appointment and service information, including how you booked your appointment (for example, online, by phone, or via a directory or referral platform);
• information contained in referrals from healthcare providers;
• emergency contact details, where provided, such as the name and contact information of a person we may contact if required;
• your communication preferences, including how and when you prefer to be contacted about your appointments, treatments, post-procedure care and marketing authorisations;
• call-related information including the number you call from, date / time of booking, and where applicable, call recordings or transcripts, used for quality assurance and training;
• payment information, including the method of payment used (such as cash, private health insurance via HICAPS, debit or credit card, or approved payment services like Afterpay), but not your card numbers or other full payment details; and
• if you are a Rewards Member, details in relation to your membership of the program including with respect to earning and redeeming rewards points, and your points balances.

We may also collect some information that is not personal information because it does not identify you.  For example, we may collect anonymous answers to surveys or aggregated information about how users use our website. We do not use cookies or similar tracking technologies to re-market to you or to serve targeted advertising based on your personal information.

How does your Beam Dental Group Company collect your Information?§

Your Beam Dental Group Company will typically collect your Information directly from you where it is reasonable and practicable to do so (for example, when you contact or attend one of our dental centres, you complete a patient registration form or you book an appointment online or via phone). However, we may also collect your Information from third parties such as:

• healthcare providers: healthcare providers including:
  • dental practitioners your Beam Dental Group Company employs or engages to provide dental services;
  • your treating healthcare providers such as your general practitioner, specialists, other dental practitioners and other healthcare professionals involved in your care;
  • dental technicians or laboratories where your treatment involves the manufacture of a prosthetic device; and
  • via electronic medical platforms such as the My Health Records system;
• your Representatives: your family members, next of kin, medical power of attorney, guardian or your preferred/emergency contact person (Representatives);
• funding organisations: the organisation that is funding the provision of dental treatment and care to you such as your private health insurer, Medicare Australia and the Department of Veterans Affairs (amongst others) (Funding Organisation); and
• third party service providers: persons or organisations engaged by us to assist in carrying out the above purposes such as online appointment booking system providers and artificial intelligence technology providers.

Where you have provided your Beam Dental Group Company with Information about other individuals (such as your Representatives or a person for whom you are a carer), you must ensure they are aware or will be aware of you providing their Information to your Beam Dental Group Company and how their Information will be handled by your Beam Dental Group Company. If the Information you are providing to your Beam Dental Group Company is sensitive, such as health information, you must first obtain the individual's consent before providing their Information to your Beam Dental Group Company.

Some of our premises use CCTV to maintain security and safety. These systems may collect and store Information.

Who does your Beam Dental Group Company disclose your Information to?§

Your Beam Dental Group Company may disclose your Information to other persons or organisations including:

• healthcare providers: to healthcare providers including:
  • dental practitioners your Beam Dental Group Company employs or engages to provide dental services;
  • your treating healthcare providers such as your general practitioner, specialists, other dental practitioners and other healthcare professionals involved in your care;
  • dental technicians or laboratories where your treatment involves the manufacture of a prosthetic device; and
  • electronic medical platforms such as the My Health Records system;
• your Representatives: to your Representatives;
• Funding Organisations: to the Funding Organisations that are funding the provision of dental treatment and care to you, including dental voucher scheme administrators and dental payment plan providers such as Afterpay;
• auditors: to auditors, accreditation agencies and other service providers who we may appoint to ensure the integrity of our operations and services;
• third party service providers: to other persons or organisations engaged by us to assist in carrying out the above purposes such as data storage service providers, patient management system / health software providers, IT support providers, payment system operators (such as HICAPS), artificial intelligence technology providers, insurers, mail houses and professional advisors;
• government and regulatory authorities: to government and regulatory authorities such as Medicare Australia and government agencies administering government dental voucher programs, including to comply with legal requirements such as mandatory health notifications;
• rewards program operators: if you are a Rewards Member, to the companies which operate the relevant rewards program;
• purchasers: to prospective or actual purchasers of parts or all of our assets or business; and
• other third parties: to other third parties required or authorised by or under law, such as to comply with court orders or subpoenas served on us and where disclosure is necessary to lessen or prevent a serious threat to a patient's life, health or safety.

Your Beam Dental Group Company may also share your personal information with other Beam Dental Group companies and their dental centres and businesses from time to time, including to provide you with a better and more personalised service and to maintain an integrated and complete view of patients.

Does your Beam Dental Group Company disclose your Information outside of Australia?§

From time to time, your Beam Dental Group Company may need to disclose your Information to organisations located outside of Australia in the course of everyday business (for example, our technology call centre is located overseas).

In many of these cases where we are able to do so, we will take reasonable steps to ensure that the overseas organisation is subject to a data protection agreement with us that requires it to handle your Information in a way that, overall, is at least substantially similar to the way in which the Australian Privacy Principles protect your Information. Where we are not able to take such steps, this is addressed under "Consent to overseas disclosure" below.

The countries to which we may disclose your Information, in the course of our functions and activities, are listed here.

This list may be updated from time to time.

CONSENT TO OVERSEAS DISCLOSURE: In addition to the above, we may also disclose your Information to overseas recipients who have not entered into a data protection agreement with us in relation to your Information (Overseas Recipients). The list of Overseas Recipients and the countries in which they are located may change from time to time and is available here.

We will not take any steps to ensure that the Overseas Recipients comply with the Australian Privacy Act 1988 (Cth) (Privacy Act) including the Australian Privacy Principles. This means that if an Overseas Recipient handles your Information in breach of the Privacy Act, you cannot seek redress under the Privacy Act and we will not be accountable under the Privacy Act. You may also not be able to seek redress in the overseas jurisdiction. In addition, an Overseas Recipient could be subject to foreign law that could compel the disclosure of your Information to another third party, such as an overseas authority.

By being a patient:

• you consent to us disclosing your Information overseas to the Overseas Recipients in circumstances where we will not take any steps to ensure that the Overseas Recipients will comply with the Privacy Act including the Australian Privacy Principles; and
• you acknowledge and agree that you have read and understood the implications of us disclosing your Information to the Overseas Recipients in the above circumstances, including that you cannot seek redress under the Privacy Act or against us for the manner in which an Overseas Recipient handles your Information.

In addition to the above, dental technicians and laboratories, including those located overseas, are engaged at the discretion of your treating dental practitioner. If your treating dental practitioner proposes to use an overseas dental laboratory in connection with your treatment, they will advise you of this and the country in which they are located.

Communicating with you§

After your first appointment with us, we may need to contact you (including by telephone call, SMS, email, mail or other methods) about our future provision of services to you. For example, we may need to contact you to confirm an appointment you have made with us.

We understand that we have your consent to contact you for these types of purposes, and that the duration of that consent is not limited. Please tell us in writing using the contact details set out below if you only wish to be contacted for these purposes by one or more of the above means.

This consent is separate from, and in addition to, your optional consent to receive marketing communications from your Beam Dental Group Company. Even if you do not consent to receiving marketing communications, or you later withdraw that consent, your Beam Dental Group Company will still contact you about your appointments, treatment and ongoing care as described in this section.

Our Privacy Policy and your rights§

Your Beam Dental Group Company will allow you to access and correct Information it holds about you as required by law.

Our Privacy Policy which can be accessed at privacy.pacificsmilesgroup.com.au/privacy-policy/ contains further information about how your Beam Dental Group Company generally handles your Information, including how you can:

• seek to access and/or correct Information we hold about you; and
• submit a privacy complaint to your Beam Dental Group Company and how your Beam Dental Group Company will deal with your complaint.

How to contact your Beam Dental Group Company§

If you have any queries about how your Beam Dental Group Company handles your Information or would like to request access to or the correction of your Information, please contact our Privacy Officer at:

• Mail: Beam Dental Holdings Pty Limited, PO Box 2246, Greenhills NSW 2323
• Telephone: (02) 4930 2000
• Email privacy.officer@pacificsmiles.com.au