Privacy Policy

Collection of Personal Health Information

We collect personal health information directly from you, or with your authorization from other sources, for the following purposes:

• To assess, diagnose, and treat your dental health needs
• To communicate with other health care providers involved in your care
• To process payment and submit insurance claims on your behalf
• To fulfil legal and regulatory obligations
• To contact you for appointment reminders and follow-up care

The types of personal information we may collect include:

• Full name, date of birth, and contact details
• Health history, medications, and allergies
• Dental records, X-rays, photographs, and treatment notes
• Insurance plan information and billing details
• Government health card numbers (where applicable)

Consent

We obtain your consent before or at the time we collect personal health information, except in limited circumstances permitted or required by law. Your consent may be express (written or verbal) or implied through your ongoing use of our services. You may withdraw consent at any time, subject to legal or contractual restrictions, by notifying us in writing. Withdrawal of consent may affect our ability to provide you with certain services.

Use and Disclosure of Personal Health Information

We use and disclose your personal health information only for the purposes for which it was collected, or as permitted or required by law. We may share your information with other regulated health professionals involved in your circle of care, specialists to whom we refer you, dental laboratories fulfilling treatment orders, and our dental insurance billing agents. We do not sell, rent, or trade personal information to third parties for marketing purposes.

Protection of Personal Health Information

We maintain physical, administrative, and technical safeguards appropriate to the sensitivity of personal health information. Paper records are stored in locked filing systems accessible only to authorized personnel. Electronic records are protected by passwords, encryption, and secure access controls. All staff with access to personal health information are trained on privacy obligations and bound by confidentiality agreements.

Retention of Personal Health Information

We retain personal health information for a minimum of ten years from the date of the last entry in a patient's record, or until a patient who was a minor reaches the age of 28 — whichever is later — as required by the RCDSO. When records are no longer required, they are destroyed in a secure manner that protects your privacy.

Access to Personal Health Information

You have the right to request access to your personal health information held by our practice, and to request corrections if the information is inaccurate or incomplete. Requests must be made in writing. We will respond within 30 days, or notify you if additional time is required. In some circumstances, access may be refused as permitted by PHIPA, and we will explain the reason for any refusal in writing.

Electronic Communications

In compliance with CASL, we will only send commercial electronic messages (appointment reminders, newsletters, promotional communications) to individuals who have provided express or implied consent to receive them. Every commercial electronic message we send will include a clear and simple mechanism to unsubscribe. Transactional messages related directly to your care (e.g., appointment confirmations, treatment summaries) are not subject to CASL opt-out requirements.

Infection Prevention and Control

To protect the health and safety of patients and staff, we may collect limited health screening information (such as symptom and travel history) prior to or upon your arrival at the clinic. This information is used solely for infection prevention and control purposes and is handled with the same level of confidentiality as all other personal health information.

Informed Consent for Treatment

Before providing treatment, we obtain your informed consent. This means we will explain the proposed treatment, the risks and benefits, available alternatives, and any material risks of not proceeding. You have the right to ask questions and to decline treatment. Consent for treatment is separate from consent for the collection and use of your personal health information.

Professional Development

De-identified or anonymized information may be used for internal quality improvement, staff education, and professional development. Any use of identifiable information for educational, research, or quality-improvement purposes will be done only with your express consent or as otherwise authorized by law.

Complaints Process

If you have a concern about how we have handled your personal health information, please contact us in writing using the information below. We will investigate all complaints and respond within a reasonable timeframe. If you are not satisfied with our response, you may contact the Information and Privacy Commissioner of Ontario at ipc.on.ca or by phone at 1-800-387-0073.

Changes to Privacy Policy

We may update this policy from time to time to reflect changes in our practices or applicable law. The updated policy will be posted on our website with a revised "last updated" date. We encourage you to review this policy periodically. Continued use of our services after changes are posted constitutes your acceptance of the revised policy.

Contact Information

For questions, access requests, or concerns regarding your personal health information, please contact our Privacy Officer: