Privacy Policy

1. Our Commitment to Privacy

Your Dental Office respects your privacy and is committed to protecting the personal and personal health information of our patients. We collect, use, disclose, and safeguard personal information in accordance with applicable privacy legislation, including Ontario’s Personal Health Information Protection Act (PHIPA) and, where applicable, the Personal Information Protection and Electronic Documents Act (PIPEDA).

We take appropriate measures to ensure that your information remains confidential, secure, and accessible only to authorized individuals who require it to provide dental care or perform necessary administrative functions.

2. Information We Collect

Your Dental Office may collect personal and health information necessary to provide dental care and manage our relationship with you. This information may include:

• Your name, address, telephone number, email address, and date of birth
• Medical and dental history
• Dental charts, treatment records, X-rays, photographs, and diagnostic information
• Information regarding medications, allergies, and health conditions relevant to your dental care
• Insurance information and benefit details
• Billing and payment information
• Appointment and treatment history
• Information you provide through our website, appointment forms, contact forms, or other communications

We only collect information that is reasonably necessary for providing dental services, managing our practice, and meeting our professional and legal obligations.

3. How We Use Your Information

Your personal and health information may be used for purposes including:

• Providing safe and appropriate dental treatment
• Assessing your oral health and developing treatment plans
• Maintaining accurate dental and medical records
• Scheduling, confirming, and managing appointments
• Communicating with you regarding your dental care
• Processing insurance claims and coordinating benefits
• Processing payments and maintaining financial records
• Referring you to dental specialists or other healthcare providers when appropriate
• Meeting professional, regulatory, and legal requirements
• Improving the quality and administration of our dental services

Your information will not be used for purposes unrelated to your dental care or the administration of our practice without your consent unless permitted or required by law.

4. Disclosure of Information

Your Dental Office does not sell or rent patient information.

When necessary, your personal or health information may be shared with:

• Dentists, dental hygienists, specialists, and other healthcare professionals involved in your care
• Dental laboratories and other service providers involved in providing your treatment
• Insurance companies and benefits providers for claim processing
• Authorized service providers who assist with practice administration, technology, or payment processing
• Regulatory bodies or professional organizations when required
• Government agencies, courts, law enforcement, or other legal authorities when disclosure is required or permitted by law

Whenever information is shared, we take reasonable measures to limit disclosure to the information necessary for the intended purpose.

5. Data Storage and Security

Your Dental Office maintains reasonable administrative, technical, and physical safeguards designed to protect personal and health information from unauthorized access, disclosure, loss, theft, alteration, or misuse.

These safeguards may include secure electronic systems, password protection, restricted access to patient records, secure storage procedures, staff confidentiality requirements, and appropriate disposal methods.

Patient records are stored and maintained in accordance with applicable Ontario laws, professional standards, and regulatory requirements.

6. Your Rights

Subject to applicable laws and certain exceptions, you have the right to:

• Request access to your dental and personal health records
• Request corrections to inaccurate or incomplete information
• Ask questions about how your personal information is collected, used, or disclosed
• Withdraw consent for certain uses or disclosures of your information, subject to legal, professional, and contractual requirements
• Express concerns or make a complaint regarding the handling of your personal information

Requests regarding your information may be made by contacting Your Dental Office.

7. Retention of Records

Your Dental Office retains dental and personal health records for the period required by applicable Ontario laws, regulations, and professional standards.

Records are maintained for the required retention period and are securely destroyed, deleted, or anonymized when they are no longer required and when permitted by law.

8. Website Privacy

When you visit the Your Dental Office website, certain technical information may be collected automatically, such as your browser type, device information, IP address, pages visited, and general website usage information.

Our website may use cookies or similar technologies to support website functionality, understand how visitors use the website, and improve the online experience.

Information submitted through online forms, including appointment requests, callback requests, or dental emergency forms, may be used to respond to your inquiry and provide the requested assistance.

Please avoid submitting unnecessary sensitive medical or personal information through general website forms.

9. Third-Party Services and Links

Our website may contain links to third-party websites or use services provided by third parties. These external websites and services may have their own privacy policies and practices.

Your Dental Office is not responsible for the privacy practices, security, or content of third-party websites. We encourage visitors to review the privacy policies of external websites before providing personal information.

10. Consent

By providing personal information to Your Dental Office, you consent to its collection, use, and disclosure for purposes related to your dental care, practice administration, and other purposes described in this Privacy Policy, except where another form of consent is required by law.

You may withdraw your consent for certain uses of your information by contacting us. Withdrawal of consent may be subject to legal or professional requirements and may affect our ability to provide certain services.

11. Contact Information

If you have questions about this Privacy Policy, would like to request access to or correction of your information, or have concerns about how your personal information is handled, please contact Your Dental Office.

Your Dental Office – Etobicoke Clinic
666 Burnhamthorpe Road, Unit 201
Etobicoke, ON M9C 2Y3
Phone: 416-622-9305
Email: frontdesk@yourdentaloffice.ca

Your Dental Office – Toronto Clinic
1196 Bloor St. West
Toronto, ON M6H 1N2
Phone: 416-588-2880
Email: frontdesk2@yourdentaloffice.ca

12. Updates to This Privacy Policy

Your Dental Office may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or regulatory obligations.

Any updates will be posted on our website. We encourage patients and website visitors to review this Privacy Policy periodically to remain informed about how we protect personal information.