Oakville Dental Studio (“we,” “our,” “us”) is committed to protecting the privacy and confidentiality of personal information entrusted to us. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information when you use our website, book appointments, or receive dental care at our clinic.

1. Information We Collect

We may collect personal information directly from you when you interact with us online, by phone, or in person. This may include:

• Identification details: Name, date of birth, address

• Contact information: Phone number, email address

• Appointment details: Preferred appointment date, service requested

• Health information: Medical and dental history, treatment notes, insurance details (when applicable)

• Payment details: Billing information, insurance provider details, payment method

• Technical information: IP address, browser type, device type, cookies, and usage data when visiting our website

  
  

2. How We Use Your Information

We use your personal information to:

• Schedule and confirm appointments

• Provide dental treatment and maintain accurate health records

• Process payments and insurance claims

• Respond to inquiries and deliver requested services

• Send appointment reminders, follow-ups, and important updates about your care

• Share promotional offers or educational content (you may opt out anytime)

• Analyze and improve our website and services (via Google Analytics and similar tools)

• Ensure compliance with professional regulations, laws, and ethical standards

  
  

3. Legal Basis for Collection

We collect and process your information under the following lawful bases:

• Consent: When you voluntarily provide information for appointments, forms, or marketing.

• Contract: To fulfill our obligations in providing dental care and related services.

• Legal obligation: To comply with health regulations and professional requirements.

• Legitimate interest: To improve our services, ensure patient safety, and manage operations.

  
  

4. Sharing and Disclosure of Information

We do not sell, rent, or trade your personal information. We may share information only with:

• Authorized staff and practitioners involved in your care

• Third-party service providers (e.g., IT support, secure cloud hosting, payment processors, marketing platforms) bound by confidentiality agreements

• Insurance providers to process claims, if applicable

• Regulatory authorities if required by law, court order, or professional regulations

• Emergency situations where disclosure is necessary to protect your health or safety

  
  

5. Data Security

We employ administrative, technical, and physical safeguards to protect personal information against unauthorized access, use, disclosure, or destruction. These include:

• Encrypted data transmission (SSL/TLS)

• Restricted staff access to sensitive data

• Secure storage and disposal of health records in compliance with Ontario regulations

• Regular monitoring of our systems for vulnerabilities

  
  

6. Data Retention

We retain your personal and health information for as long as required to provide services, comply with legal obligations, and maintain accurate health records under Ontario dental regulations. After the retention period, data will be securely deleted or anonymized.

7. Your Rights

Under Canadian privacy laws (PIPEDA), you have the right to:

• Access the personal information we hold about you

• Request corrections to inaccurate or incomplete data

• Withdraw consent for non-essential uses (e.g., marketing communications)

• Request deletion of certain personal information, subject to legal and professional obligations

To exercise your rights, please contact us using the details below.

8. Cookies and Tracking Technologies

Our website may use cookies, analytics tools, and tracking pixels (including Google Analytics and Google Ads) to improve user experience and measure marketing effectiveness. You can disable cookies through your browser settings, but some site features may not function properly.

9. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices, content, or security of third-party sites.

10. Children’s Privacy

Our website and services are intended for individuals 18 years of age and older. We do not knowingly collect personal information from children under 18 without parental or guardian consent.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised effective date.

12. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy, please contact us:

Oakville Dental Studio
1660 North Service Road E, Unit 117
Oakville, ON, Canada
📧 Care@oakvilledentalstudio.ca
📞 (289) 813-4900