Last updated: 6 August 2026
FillIn, trading as Fill-In (“Fill-In”, “we”, “us” or “our”) is committed to protecting the privacy of everyone who uses the Fill-In website, mobile application and related services (the “Platform”).
This Privacy Policy explains what personal information we collect, how we collect, use, disclose, store and protect it, and how you can access, correct or complain about the handling of your personal information.
This Policy is prepared to be consistent with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and other applicable privacy laws. By using the Platform, you agree to the collection and handling of your personal information as described in this Policy.
This Policy applies to Dental Practices, Dental Professionals, and any other person who accesses or uses the Platform (each a “User”), as those terms are defined in our Terms and Conditions.
The personal information we collect depends on how you use the Platform, and may include:
Identity and contact information – name, date of birth, email address, phone number, residential or business address.
Account information – username, password, account preferences and settings.
Professional information – qualifications, professional registration details, areas of practice, experience, availability and references (for Dental Professionals).
Practice information – practice name, ABN, location, services offered and staffing requirements (for Dental Practices).
Verification documents – identification, right-to-work documents, registration certificates, insurance certificates and related supporting documents.
Booking and engagement information – Shift Requests, Confirmed Bookings, cancellation history, attendance records and feedback.
Communications – messages sent through the Platform, support enquiries and complaint records.
Technical and usage information – device information, IP address, browser type, log data, location data and app usage analytics.
We only collect sensitive information (such as professional registration or health-practitioner status) where reasonably necessary for the Platform's functions, and with your consent where required by law.
We generally collect personal information directly from you when you:
Create or update an account.
Upload documents for verification.
Send, accept or manage Shift Requests and bookings.
Communicate with us or other Users through the Platform.
Provide feedback following a shift.
We may also collect personal information from third parties, such as professional registration bodies (e.g. Ahpra), identity-verification providers, referees, other Users, or publicly available sources, where reasonably necessary to verify your information or provide the Platform.
Where practical, we will collect personal information directly from you. If we collect information about you from a third party, we will take reasonable steps to ensure you are aware of that collection.
We collect, hold, use and disclose personal information to:
Create and administer Platform accounts.
Verify identity, work rights, registration, qualifications and insurance.
Facilitate Shift Requests, bookings and communication between Users.
Provide customer support and respond to enquiries.
Manage safety, complaints, disputes and prohibited conduct.
Detect, investigate and prevent fraud or misuse of the Platform.
Improve, personalise and develop the Platform.
Send booking-related notifications and, where permitted, marketing communications.
Comply with our legal, regulatory and reporting obligations.
We may disclose personal information to:
Other Users, to the extent reasonably necessary to facilitate a Shift Request or Confirmed Booking (for example, sharing a Dental Professional's profile and verification status with a Dental Practice).
Our service providers, including hosting, cloud storage, identity-verification, payment-adjacent, communications and analytics providers, who assist us in operating the Platform.
Professional and regulatory bodies, such as Ahpra or a National Board, where reasonably necessary for verification or where we reasonably suspect misconduct or a risk to patient safety.
Government and law enforcement bodies, including the Department of Home Affairs, the Fair Work Ombudsman, police or other regulators, where reasonably necessary or required by law.
Insurers, professional associations, or legal and other advisers where reasonably necessary.
A purchaser or prospective purchaser in connection with a sale, merger or restructuring of our business.
We do not sell personal information to third parties.
Some of our service providers (for example, cloud hosting or communications providers) may store or process personal information outside Australia.
Where we disclose personal information overseas, we take reasonable steps to ensure that the overseas recipient handles that information consistently with the Australian Privacy Principles, to the extent required by law.
We may send you information about Platform features, updates or promotions. You may opt out of marketing communications at any time using the unsubscribe function or by contacting us.
We will continue to send you essential service and booking-related communications even if you opt out of marketing.
We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure, including access controls, encryption in transit, and restricting access to personal information to personnel and service providers who need it.
No method of storage or transmission is completely secure, and we cannot guarantee absolute security of information transmitted to or stored on the Platform.
We retain personal information for as long as reasonably necessary to provide the Platform and for the purposes described in this Policy, including to meet legal, accounting, safety, fraud-prevention, dispute and regulatory reporting requirements.
When personal information is no longer required, we take reasonable steps to destroy or de-identify it, unless we are required by law to retain it.
You may request access to, or correction of, the personal information we hold about you by contacting us using the details in section 14.
We will respond to access and correction requests within a reasonable time. We may need to verify your identity before providing access, and there may be circumstances in which we are permitted by law to refuse a request.
If you believe we have breached your privacy or wish to make a complaint about how we have handled your personal information, please contact us. We will investigate and respond within a reasonable time.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
Our website and app may use cookies, SDKs and similar technologies to operate the Platform, remember your preferences, and understand how the Platform is used.
You can adjust your browser or device settings to limit or block cookies, though this may affect the functionality of the Platform.
The Platform is intended for use by adults aged 18 years or over. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can address it.
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:
Fill-In
Email: support@fill-in.com
Website: https://fill-in.com.au/
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. Material changes will be communicated through the Platform or by another reasonable method. Continued use of the Platform after an update constitutes acceptance of the updated Policy.