Last updated: [date of publication]
Dentist Windsor is committed to protecting the privacy of your personal and personal health information. This policy explains what we collect, why, and what your rights are.
We operate under Ontario’s Personal Health Information Protection Act (PHIPA) and, where applicable, Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
What We Collect
Personal information — name, address, email, phone number, date of birth, and emergency contact.
Personal health information — medical and dental history, medications and allergies, clinical notes, X-rays and images, treatment plans and records.
Financial information — insurance details, coverage program enrolment, and payment records.
Website information — if you use our contact or booking forms, the information you submit. Our site may use cookies and analytics to understand how visitors use it.
Why We Collect It
- To provide dental care safely and appropriately
- To maintain accurate clinical records, as we are required to do
- To submit insurance claims and coverage program billing on your behalf
- To contact you about appointments, recalls and follow-up
- To meet our legal, regulatory and professional obligations
Who We Share It With
We do not sell your information. We share it only where necessary:
- Other health care providers involved in your care, such as specialists we refer you to, with your consent
- Insurers and coverage programs — including Sun Life for CDCP claims — to process claims and predeterminations
- Dental laboratories fabricating crowns, dentures and appliances
- Service providers such as our practice management and records systems, bound by confidentiality obligations
- Where required by law, including reporting obligations under Ontario legislation
Consent
By becoming a patient you consent to the collection, use and disclosure of your information as described here. You may withdraw or limit consent at any time, though this may affect our ability to treat you or bill your insurer.
How We Protect It
Physical, administrative and technical safeguards, including restricted access on a need-to-know basis, secure storage of paper and electronic records, staff confidentiality training, and secure disposal of records at the end of their retention period.
How Long We Keep It
Dental records are retained for the period required by the Royal College of Dental Surgeons of Ontario and applicable legislation — generally at least ten years after the last entry, or ten years after a patient reaches the age of majority.
Your Rights
- Access — you may request a copy of your dental record
- Correction — you may ask us to correct inaccurate information
- Transfer — you may ask us to send your records to another provider
- Withdraw consent — subject to legal and clinical limits
- Complain — to us, or to the Information and Privacy Commissioner of Ontario
To exercise any of these, get in touch. A reasonable fee may apply to copying records.
Website and Cookies
Our website may use cookies and third-party analytics to understand traffic and improve the site. You can disable cookies in your browser, though some features may not work correctly.
Please do not send detailed health information through our web forms. Email and web forms are not fully secure — use them to request contact, and we will follow up appropriately.
Changes to This Policy
We may update this policy from time to time. The current version is always posted here with its effective date.
Questions
Contact us with any privacy question or concern. You may also contact the Information and Privacy Commissioner of Ontario directly.
See also our accessibility statement.