Australian Dental Anxiety Management Society Privacy Policy

1. About this policy

This Privacy Policy explains how Australian Dental Anxiety Management Society Ltd (ADAMS) collects, holds, uses and discloses personal information.

ADAMS is a not-for-profit organisation working to reduce barriers to dental care by providing education, evidence-based resources and support relating to dental anxiety. ADAMS provides information for members of the public and dental professionals but does not provide dental treatment, diagnosis, emergency care or personalised medical advice.

ADAMS is committed to handling personal information responsibly and, where applicable, in accordance with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth).

This policy may be updated from time to time. The current version will be published on the ADAMS website.

2. What is personal information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. This applies whether the information or opinion is true or not and whether it is recorded in a material form or not.

Personal information may include sensitive information. Sensitive information includes information about matters such as a person’s:

• physical or mental health;

• racial or ethnic origin;

• political opinions or associations;

• religious or philosophical beliefs;

• professional or trade association membership;

• sexual orientation or practices;

• criminal record;

• genetic information; and

• certain biometric information.

People who contact ADAMS may choose to share information about dental anxiety, previous dental experiences, health conditions, disability, trauma, neurodivergence or other personal circumstances. This information may constitute health information or other sensitive information.

ADAMS does not require people to provide detailed health information unless it is reasonably necessary for a particular activity.

3. What personal information may ADAMS collect?

Depending on how a person interacts with ADAMS, the information collected may include:

• name;

• postal address, email address, telephone number and other contact details;

• professional qualifications, occupation, employer or place of practice;

• membership, training, accreditation or directory application information;

• payment and transaction details, where applicable;

• newsletter and communication preferences;

• correspondence, feedback, survey responses and enquiries;

• information voluntarily provided about dental anxiety, health, disability, previous dental experiences or support needs;

• information provided when registering for an event, study club, training program or professional education activity;

• photographs, recordings or testimonials where consent has been provided;

• website usage information, including IP address, device information, browser type and interactions with the ADAMS website; and

• any other information reasonably necessary for ADAMS’ activities.

ADAMS does not use government-related identifiers, such as Medicare numbers, as its own identifier. Any government-related identifier received by ADAMS will only be used or disclosed where permitted by law.

4. How does ADAMS collect personal information?

ADAMS may collect personal information:

• directly from an individual through the ADAMS website, email, telephone or other correspondence;

• through contact, feedback, survey, newsletter or resource-download forms;

• through membership, professional education, accreditation or directory applications;

• when a person registers for or attends an ADAMS event, meeting, study club, webinar or training activity;

• through donations, payments or other transactions;

• from dental professionals, organisations, contractors and service providers;

• from publicly available professional sources, where appropriate;

• through website cookies, analytics and similar technologies; and

• when a person otherwise communicates or interacts with ADAMS.

Where practicable, individuals may interact with ADAMS anonymously or using a pseudonym. However, ADAMS may need identifying information to process membership, payments, event registrations, professional accreditation, directory applications or requests requiring an individual response.

If a person provides ADAMS with personal information about another individual, they should ensure that they are authorised to do so and that the other individual understands how ADAMS may handle that information.

5. Sensitive information

ADAMS will only collect sensitive information where:

• the individual has consented and the information is reasonably necessary for ADAMS’ activities;

• collection is required or authorised by law; or

• another exception permitted under the Privacy Act applies.

People contacting ADAMS should provide only the health or sensitive information necessary for their enquiry. ADAMS is unable to provide personalised medical or dental advice by email or through its website.

If immediate medical or dental assistance is required, individuals should contact an appropriate healthcare professional. In an emergency, call 000.

6. How does ADAMS use personal information?

ADAMS may collect, hold, use and disclose personal information to:

• respond to enquiries, feedback and requests;

• provide educational information, resources and newsletters;

• administer memberships, subscriptions and professional networks;

• assess and administer training, accreditation or directory applications;

• organise events, meetings, webinars, study clubs and professional education;

• process donations, fees and other payments;

• communicate with members, subscribers, dental professionals, supporters and other stakeholders;

• undertake research, surveys, advocacy and program evaluation;

• develop and improve ADAMS’ resources, programs, services and website;

• maintain accurate administrative and financial records;

• manage ADAMS’ relationships with contractors, service providers and partner organisations;

• protect ADAMS’ rights, property, systems and personnel;

• prevent or investigate suspected fraud, misuse or unlawful activity;

• protect a person’s life, health, safety or welfare; and

• comply with applicable laws, regulatory requirements, court orders and other legal processes.

Where ADAMS uses information for research, reporting, education or advocacy, it will take reasonable steps to use aggregated or de-identified information unless the individual has consented to being identified or disclosure is otherwise permitted by law.

ADAMS will not use identifiable health information or other sensitive information for direct marketing.

7. Newsletters and direct marketing

With an individual’s consent or where otherwise permitted by law, ADAMS may send newsletters, educational resources, information about events, membership updates and other communications relevant to ADAMS’ purposes.

A person may unsubscribe at any time by:

• selecting the unsubscribe option included in an electronic communication; or

• contacting ADAMS using the details at the end of this policy.

ADAMS will not sell personal information to third parties for marketing purposes.

8. Disclosure to other parties

ADAMS may disclose personal information to:

• contractors and service providers supporting ADAMS’ activities, including website hosting, information technology, email distribution, data storage, payment processing, accounting, event management and professional services;

• professional advisers, including lawyers, accountants, auditors and insurers;

• organisations assisting with ADAMS events, training, accreditation, research or educational activities;

• dental professionals or healthcare services where an individual has requested or consented to the disclosure;

• regulatory bodies, law enforcement agencies, courts and government authorities where required or authorised by law; and

• another party where disclosure is reasonably necessary to prevent or lessen a serious threat to a person’s life, health or safety and is permitted by law.

ADAMS will not sell or exchange personal information. If ADAMS undergoes a restructuring, merger or transfer of its activities, personal information may be transferred as part of that process, subject to applicable privacy requirements.

9. Overseas storage and disclosure

Some technology and service providers used by ADAMS may store or process information outside Australia.

Where personal information is likely to be disclosed to an overseas recipient, ADAMS will take reasonable steps required by applicable privacy law to ensure the information is handled appropriately.

The locations used by cloud, email, analytics, payment and website service providers may change. Further information about relevant overseas locations may be obtained by contacting the ADAMS Privacy Officer.

10. Website, cookies and third-party links

The ADAMS website may use cookies, analytics and similar technologies to understand website use, maintain security and improve content and functionality.

Information collected automatically may include an individual’s IP address, browser type, device type, approximate location, pages visited and the date and time of access.

Users may be able to restrict cookies through their browser settings, although doing so may affect some website functions.

The ADAMS website may contain links to third-party websites. ADAMS is not responsible for the privacy practices or content of those websites, and individuals should review the privacy policies of the relevant third parties.

11. Data quality and security

ADAMS takes reasonable steps to ensure that the personal information it collects, uses and discloses is accurate, current, complete and relevant.

Individuals are encouraged to contact ADAMS if they believe their information is inaccurate, incomplete or out of date.

ADAMS also takes reasonable administrative, technical and physical steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

No electronic transmission or storage system can be guaranteed to be completely secure. If ADAMS becomes aware of a data breach, it will assess and respond to the breach in accordance with applicable legal requirements.

12. Retention and destruction

ADAMS retains personal information only for as long as it is reasonably required for the purpose for which it was collected, or as required by law.

When personal information is no longer required, ADAMS will take reasonable steps to securely destroy it or permanently de-identify it, unless it must be retained by law or under a court or tribunal order.

13. Access and correction

Individuals may request access to personal information held about them or ask ADAMS to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.

Requests should be made to the ADAMS Privacy Officer using the contact details below.

ADAMS will not charge a fee for making an access or correction request. In some circumstances, ADAMS may charge reasonable administrative costs associated with providing access. Any proposed charge will be explained before access is provided.

ADAMS may need to verify the person’s identity before responding.

Access or correction may be refused in circumstances permitted by law. If a request is refused, ADAMS will generally provide written reasons and information about how the decision may be challenged.

14. Privacy complaints

A person who believes ADAMS has breached their privacy should contact the ADAMS Privacy Officer and provide:

• their name and contact details;

• an explanation of the privacy concern;

• relevant dates and supporting information; and

• the outcome they are seeking.

ADAMS will acknowledge the complaint as soon as reasonably practicable and aims to provide a response within 30 days. If additional time is required, ADAMS will notify the complainant.

There is no charge for making or resolving a privacy complaint.

If the person is dissatisfied with ADAMS’ response, they may contact the Office of the Australian Information Commissioner:

Office of the Australian Information Commissioner
GPO Box 5288
Sydney NSW 2001
Telephone: 1300 363 992
Website: www.oaic.gov.au

The OAIC generally expects individuals to raise their complaint with the relevant organisation before lodging a complaint with the OAIC.

15. Contacting the ADAMS Privacy Officer

Privacy enquiries, access or correction requests, and complaints may be directed to:

The Privacy Officer
Australian Dental Anxiety Management Society Ltd
1/341 Nudgee Road
Hendra QLD 4011

Telephone: 0733915980
Email: welcome@dentalanxiety.org.au

Australian Company Number: 697902579

16. Policy date

This policy is current as at 29 July 2026.

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