Port Colborne Family Dentistry ("we", "our", "us") is committed to protecting the privacy of our patients and website visitors. This Privacy Policy explains how we collect, use, disclose and safeguard your personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario's Personal Health Information Protection Act (PHIPA).
1. Information We Collect
We collect personal information that you provide directly to us, including:
- Name, address, phone number, email and date of birth
- Medical and dental history, allergies and medications
- Insurance information (provider, policy number, group number)
- Treatment records, X-rays, photographs and clinical notes
- Payment information for invoicing
- Information you submit through our website contact form
When you visit our website, we may also collect technical information automatically, including IP address, browser type, pages visited and referring URL, through cookies and analytics tools.
2. How We Use Your Information
We use your personal information only for the purposes for which it was collected, including:
- Providing dental care and treatment
- Communicating with you about appointments, treatment plans and follow-up care
- Submitting insurance claims on your behalf and direct-billing the Canadian Dental Care Plan (CDCP)
- Processing payments and maintaining accurate billing records
- Complying with legal, regulatory and professional obligations (Royal College of Dental Surgeons of Ontario)
- Improving our website and services
3. Sharing Your Information
We do not sell your personal information. We share it only when necessary, including with:
- Other healthcare providers involved in your care (with your consent)
- Your dental insurance provider, including Sun Life for CDCP claims
- Dental laboratories that fabricate crowns, bridges, dentures or aligners
- Service providers who assist us (e.g. practice management software, secure record storage), under confidentiality agreements
- Government or regulatory authorities when required by law
4. Safeguarding Your Information
We protect your personal information using physical, technical and administrative safeguards, including locked storage, encrypted electronic records, access controls limiting staff to a need-to-know basis, and regular staff training on privacy obligations under PHIPA.
5. Retention
We retain dental records for a minimum of 10 years following your last visit (or 10 years past the age of majority for minors), as required by the Royal College of Dental Surgeons of Ontario. After this period, records are securely destroyed.
6. Your Rights
You have the right to:
- Access your personal health information
- Request a correction if you believe information is inaccurate
- Withdraw consent for certain uses of your information (subject to legal and clinical limitations)
- File a complaint with us or with the Information and Privacy Commissioner of Ontario
7. Cookies & Website Analytics
Our website uses cookies and similar technologies to understand how visitors use the site and improve their experience. You can disable cookies in your browser settings, though some features may not function correctly.
8. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Material changes will be communicated to active patients.
9. SMS & Mobile Information
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties.
10. Contact Us
For privacy questions, requests to access your records, or to file a complaint, contact our Privacy Officer:
Port Colborne Family Dentistry
99 Clarence St, Port Colborne, ON L3K 3G2
Phone: 905-207-2222
Email: info@portcolbornefamilydentistry.ca
You may also contact the Information and Privacy Commissioner of Ontario at www.ipc.on.ca.