Privacy Policy

DAE helps dental clinics advertise their services, generate enquiries, qualify prospective patients, follow up leads and arrange consultations.

DAE provides marketing and appointment-generation services. We do not provide dental treatment, diagnose conditions, recommend treatment or make clinical decisions. These responsibilities remain with the relevant dental clinic and its registered practitioners.

When we handle information for a dental clinic, that clinic’s privacy policy may also apply.

The information we collect depends on how you interact with us.

Clinic owners and business contacts

We may collect:

• Your name, role, email address, telephone number and location
• Your clinic or business name
• Whether you are a dental practice owner
• Your clinic’s location, services, revenue range and advertising activity
• Your business objectives and information provided during an enquiry or strategy call
• Meeting bookings, emails, SMS messages, call notes and communication history
• Proposals, contracts, invoices, billing contacts and service records
• Marketing preferences, consent records and unsubscribe requests

Prospective dental patients

When we operate or support a campaign for a dental clinic, we may collect:

• Your name, email address and telephone number
• Your suburb, postcode or preferred clinic location
• The dental treatment you are interested in
• Information about your dental concerns, symptoms or previous treatment
• Your preferred appointment time and treatment timeframe
• Your readiness to attend a consultation
• Information about your preferred budget or payment pathway
• Your employment category or interest in discussing finance options
• Appointment bookings, confirmations, rescheduling and attendance information
• Communications between you, DAE and the relevant clinic
• Your consent and communication preferences

Some patient information may constitute sensitive health information under Australian privacy law. We will only collect health information where it is reasonably necessary and with your consent, unless another legal exception applies.

We do not normally require complete clinical records, Medicare information, government identifiers, bank statements, credit reports or full payment-card details. Detailed clinical information should be provided directly to the treating dental clinic through its approved channels.

Website and technical information

When you use our website or landing pages, we may collect:

• Your IP address and approximate location
• Device, browser and operating-system information
• Pages viewed, buttons clicked and form interactions
• Referral URLs and session timestamps
• Advertising attribution information
• UTM parameters and advertising click identifiers such as gclid and fbclid
• Cookie, analytics and consent identifiers
• Campaign source, medium and performance information

We may collect personal information:

• Directly from you through forms, quizzes, booking pages, telephone calls, SMS, email, meetings or social media
• Through Meta instant forms and other advertising-platform lead forms
• From a dental clinic that has asked us to contact or follow up an enquiry
• From a person or organisation you have authorised
• From referral partners
• From advertising, analytics, CRM, scheduling and communications providers
• From public business websites, professional directories, social media profiles and company registers
• Automatically through cookies, pixels, tags and similar technologies

Where practicable, you may browse our general website without identifying yourself. However, we need accurate contact information when you ask us to respond, assess a clinic application, arrange a strategy call or book a dental consultation.

We may use personal information to:

• Respond to enquiries
• Provide information about DAE and our services
• Assess whether a dental clinic is suitable for our services
• Prepare proposals and manage client onboarding
• Operate advertising campaigns and landing pages
• Contact and qualify prospective patients
• Send an enquiry to the relevant dental clinic
• Arrange, confirm or reschedule consultations
• Provide follow-up related to an enquiry or appointment
• Manage lead stages and appointment outcomes
• Measure advertising and campaign performance
• Improve our websites, forms, services and communications
• Send marketing where you have consented or where otherwise permitted by law
• Maintain unsubscribe and suppression records
• Manage contracts, billing, suppliers and business operations
• Protect our systems and investigate suspected misuse
• Comply with legal and regulatory obligations

We may aggregate or de-identify information for reporting, analytics, forecasting and service improvement.

We do not sell personal information.

If you submit an enquiry through a campaign for a particular dental clinic, we will provide your information to that clinic so it can respond, assess your needs and arrange appropriate care.

The clinic will handle your information in accordance with its own privacy policy and professional obligations.

DAE may contact you on the clinic’s behalf to:

• Understand the nature of your enquiry
• Ask limited qualification questions
• Arrange or reschedule a consultation
• Send booking confirmations and reminders
• Follow up after an enquiry
• Record whether a consultation was booked or attended

DAE does not determine whether you are clinically suitable for dental treatment or approved for finance. Those decisions are made by the relevant dental practitioner, clinic or finance provider.

We will not sell patient enquiries or disclose them to unrelated clinics for independent marketing without consent.

We may disclose personal information to:

• The dental clinic connected with your enquiry
• Practitioners, reception staff and authorised service providers of that clinic
• DAE’s founders, employees, contractors and appointment setters
• CRM and marketing-automation providers
• Website hosting and cloud-storage providers
• Email, SMS and telephone providers
• Scheduling and appointment-booking providers
• Advertising and analytics platforms
• Payment, accounting and professional-service providers
• Legal advisers, insurers and auditors
• Regulators, courts or law-enforcement bodies where required by law
• Other parties where you have consented to the disclosure

Our providers may include HighLevel/LeadConnector, Google, Meta and Calendly. We only provide service providers with the information reasonably required to perform their role.

Our websites may use cookies, pixels, tags and similar technologies to:

• Keep our websites functioning
• Remember your preferences
• Understand how visitors use our websites
• Measure advertising performance
• Attribute enquiries to campaigns
• Improve website content and user experience
• Show or measure relevant advertising

These technologies may be operated by DAE or third parties such as Google and Meta. We seek consent where required by law, including where tracking technologies may collect sensitive information.

We do not intentionally configure advertising pixels or analytics events to send patient form answers, detailed clinical information or financial-qualification answers to advertising platforms. We do not use sensitive health information to create advertising audiences without valid consent.

You can control cookies through any consent tool available on our website or through your browser and device settings. Disabling cookies may affect some website functionality.

We may send clinic owners and business contacts information about DAE where they have consented or where the communication is otherwise permitted by law.

DAE or the relevant dental clinic may also send prospective patients communications directly connected with an enquiry, requested consultation or existing appointment.

You may opt out of marketing by:

• Using the unsubscribe link in an email
• Replying STOP to an SMS where available
• Contacting us using the details below

Opting out of marketing does not prevent necessary service communications about an active enquiry, appointment, contract or transaction.

We may retain limited information on a suppression list to ensure we continue respecting your opt-out request.

DAE may use automated rules and workflows to:

• Route enquiries to the appropriate clinic or team member
• Assign an enquiry stage
• Send confirmations and follow-up communications
• Identify incomplete enquiries
• Prioritise human follow-up
• Record appointment or campaign outcomes

These workflows may use information such as location, treatment interest, timing, contact activity, clinic ownership, revenue range and appointment status.

DAE’s automated workflows do not make clinical diagnoses, decide treatment suitability or approve finance. You may contact us if you believe an automated workflow has handled your enquiry incorrectly.

Some of our technology and service providers are located overseas or store and support information from outside Australia.

Personal information may therefore be disclosed to or accessible from countries including the United States, Ireland and Singapore.

Where Australian privacy law applies, we take reasonable steps to ensure overseas recipients handle personal information consistently with the Australian Privacy Principles, unless an exception applies.

We take reasonable technical and organisational steps to protect personal information from:

• Misuse
• Interference
• Loss
• Unauthorised access
• Unauthorised modification
• Unauthorised disclosure

These measures may include access controls, multi-factor authentication, confidentiality obligations, secure service providers, staff training, system logging, backups and encryption where appropriate.

No internet transmission or storage system is completely secure. If you believe information connected with DAE has been compromised, please contact us immediately.

Where applicable, we will assess suspected data breaches and make notifications required under the Notifiable Data Breaches scheme or other relevant laws.

We retain personal information only for as long as reasonably necessary to:

• Provide our services
• Manage our relationship with you or a dental clinic
• Meet contractual obligations
• Resolve disputes
• Maintain appropriate business records
• Comply with legal, accounting and regulatory requirements

Patient information handled for a dental clinic is retained in accordance with our agreement with that clinic, applicable law and the clinic’s lawful instructions.

When information is no longer required, we take reasonable steps to delete or de-identify it, subject to legal retention obligations, backups and suppression records.

You may ask to access personal information we hold about you or request that we correct information that is inaccurate, incomplete, out of date, irrelevant or misleading.

Please contact our Privacy Contact and provide enough information for us to identify the relevant records. We may need to verify your identity before responding.

If information is controlled by a dental clinic, we may refer or forward your request to that clinic and explain what we have done.

If you believe we have mishandled your personal information, contact our Privacy Contact and explain:

• The nature of your concern
• The information or interaction involved
• Any relevant dates
• How you would like the matter resolved

Where practicable, we will acknowledge your complaint within seven business days and aim to provide a written response within 30 calendar days.

If the complaint concerns a dental clinic, we may need to coordinate with that clinic to investigate and respond.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

We may update this Privacy Policy when our practices, technology or legal obligations change.

The latest version will be published on our website with its effective date. We recommend reviewing this policy periodically.