Last updated: 24 June 2026
1. About this policy and who we are
Impact Mobile Dental Services Pty Ltd (ABN 69 624 192 561, ACN 624 192 561), trading as “Pearly” / “Pearly Mobile Dental” (“Pearly”, “we”, “us”, “our”), provides mobile dental care for children at childcare centres, schools and aged-care facilities across New South Wales and Queensland. We are committed to protecting your privacy and handle personal and health information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) and, in New South Wales, the Health Records and Information Privacy Act 2002 (NSW). This policy explains what we collect, how we use and protect it, and your rights.
Because we provide dental care to children, much of the information we hold is sensitive health information about children, collected with the consent of a parent or guardian.
2. The information we collect
Depending on your relationship with us, we may collect:
- Child details: name, date of birth, gender, the centre/school they attend and class.
- Parent/guardian details: name, relationship to the child, email, phone and address.
- Health information (“sensitive information”): dental and medical history, allergies, medications, treatment notes, clinical findings and images such as x-rays.
- Billing and rebate information: Medicare details and Child Dental Benefits Schedule (CDBS) eligibility; private health fund name, membership/policy number and policy-holder details; and payment details.
- Centre and contact information: details of the childcare centres, schools and aged-care facilities we work with and their staff contacts.
- Consent records: the consent you provide for your child’s care and for communications.
- Communications and interactions: emails, calls, messages and form submissions, and limited website/analytics data.
3. How we collect it
We collect information directly from you wherever possible — through our consent and enquiry forms (including pearly.au and app.pearly.au), by phone or email, and in person at a visit. We also receive information from the centre, school or facility your child attends and from our practice management system. Where the law requires consent (including for sensitive health information about a child), we collect it from a parent or guardian.
4. Why we collect and use it
We use personal and health information to:
- provide dental care to your child and keep accurate clinical records;
- arrange and confirm visits and communicate with you and the centre;
- process Medicare/CDBS and private health fund claims and payments;
- meet our professional, legal and regulatory obligations as a dental care provider;
- improve our services and respond to your enquiries; and
- with your consent (or where otherwise permitted by law), send you relevant updates.
We only use sensitive health information for the purpose it was collected (your child’s dental care and related billing), for a directly related purpose you would reasonably expect, or as otherwise permitted by law.
5. Direct marketing
We may send service updates and information about our dental programs. You can opt out at any time — every marketing email contains an unsubscribe link, you can reply “STOP”, or contact us at hello@pearly.au. We do not sell your personal information. We handle marketing in accordance with the Spam Act 2003 (Cth) and the Privacy Act.
6. Who we share it with
We disclose information only as needed to provide care and run our service, including to:
- the dental practitioners, staff and contractors involved in your child’s care;
- the centre, school or facility your child attends (limited to what is needed to coordinate the visit and consent);
- Services Australia (Medicare) for CDBS claims, and private health funds, via claiming providers (for example Tyro Health / Medipass);
- our service providers who help us operate — including our practice management system (Cliniko), our records/CRM system, payment processors, and email and communications providers — under confidentiality obligations; and
- others where you consent, or where we are required or authorised by law (for example mandatory reporting, regulators, or to lessen a serious threat).
7. Overseas disclosure
Most of your information is stored in Australia — our practice management system (Cliniko), our records/CRM system, and our email-sending infrastructure are hosted in Australia (Sydney). Some service providers may store or process limited information overseas, including in the United States — for example payment processing, telephony, AI-assisted summarisation, our email mailbox provider, and email-deliverability reporting. Where this occurs we take reasonable steps to ensure your information is handled consistently with the APPs.
8. How we protect it
We take reasonable steps to protect information from misuse, loss and unauthorised access — including access controls and multi-factor authentication, encryption in transit, restricting who can see clinical and billing data, and keeping sensitive identifiers (such as Medicare and health-fund numbers) in our clinical system rather than our general records. No system is completely secure, but we work to reduce risk and to respond to any incident, including our obligations under the Notifiable Data Breaches scheme.
9. How long we keep it
We keep health records for at least 7 years after the last entry. Because our patients are children, where the law requires we keep their records for longer — in New South Wales, generally until the patient turns 25. We securely destroy or de-identify information when it is no longer needed.
10. Accessing and correcting your information
You can ask to access or correct the personal information we hold about your child or you. Contact us at hello@pearly.au and we will respond within a reasonable time. We may need to verify your identity and your authority (for example as the child’s parent or guardian).
11. Complaints
If you have a privacy concern, contact us first at hello@pearly.au and we will work to resolve it. If you are not satisfied, you can contact the Office of the Australian Information Commissioner (oaic.gov.au) or, in NSW, the Information and Privacy Commission NSW (ipc.nsw.gov.au).
12. Cookies and our websites
Our websites may use cookies and basic analytics to function and improve. You can control cookies through your browser. We do not place sensitive personal information in links or URLs.
13. Changes to this policy
We may update this policy from time to time. The current version is available at https://pearly.au/privacy.
14. Contact us
Impact Mobile Dental Services Pty Ltd (ABN 69 624 192 561) — Pearly Mobile Dental
Level 1, Suite 8, 1205 Canterbury Road, Roselands NSW 2196
Email: hello@pearly.au · Phone: 02 8735 8677 · Web: pearly.au