Privacy Policy

Last Updated: January 1, 2025

Dental Sedation Ottawa ("we," "us," or "our") is committed to protecting your privacy and safeguarding your personal and health information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you visit our website, use our services, or interact with our practice.

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), the Personal Health Information Protection Act (PHIPA), and all applicable Ontario and Canadian privacy laws.

Information We Collect

Personal Information

When you become a patient or contact us, we may collect:

• Name, address, phone number, and email address
• Date of birth and gender
• Emergency contact information
• Insurance information and billing details
• Government-issued identification numbers (e.g., health card number)

Health Information

To provide dental care, we collect:

• Medical and dental history
• Current medications and allergies
• Diagnostic information including X-rays and photographs
• Treatment records and clinical notes
• Anesthesia and sedation records
• Information from referring healthcare providers

Website Information

When you visit our website, we may automatically collect:

• IP address and browser type
• Pages visited and time spent on our site
• Referring website addresses
• Device information
• Information submitted through contact forms

How We Use Your Information

We use your information to:

• Provide dental care and treatment
• Schedule appointments and send reminders
• Process insurance claims and billing
• Communicate with you about your care
• Coordinate care with other healthcare providers when necessary
• Comply with legal and regulatory requirements
• Improve our services and patient experience
• Respond to inquiries and requests

Consent

We obtain your consent before collecting, using, or disclosing your personal and health information, except where permitted or required by law. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us in writing.

By providing your information and using our services, you consent to the collection, use, and disclosure of your information as described in this policy.

Disclosure of Information

We may disclose your information to:

• Healthcare providers: Physicians, specialists, laboratories, and other dental professionals involved in your care
• Insurance companies: To process claims and verify coverage
• Third-party service providers: Who assist with billing, appointment reminders, or IT services, under strict confidentiality agreements
• Regulatory bodies: Such as the Royal College of Dental Surgeons of Ontario, as required
• Legal authorities: When required by law, court order, or to protect safety

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Secure, encrypted electronic health records
• Physical security measures for paper records
• Staff training on privacy and confidentiality
• Access controls limiting information to authorized personnel
• Secure disposal of records when no longer required

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Retention of Records

We retain patient records for a minimum of 10 years from the date of the last entry, or 10 years after a minor patient reaches the age of 18, in accordance with the Royal College of Dental Surgeons of Ontario requirements and applicable laws. After this period, records are securely destroyed.

Your Rights

Under Canadian privacy law, you have the right to:

• Access: Request a copy of your personal and health information
• Correction: Request correction of inaccurate or incomplete information
• Withdraw consent: Withdraw consent for certain uses or disclosures
• Complain: File a complaint if you believe your privacy rights have been violated

To exercise these rights, please contact our Privacy Officer using the information below. We may require verification of your identity before processing requests. A reasonable fee may apply for access requests.

Cookies and Website Tracking

Our website uses cookies and similar technologies to improve your browsing experience. Cookies are small files stored on your device that help us:

• Remember your preferences
• Understand how you use our website
• Improve website functionality
• Analyze website traffic

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

Children's Privacy

We collect information about minor patients only with parental or guardian consent and in connection with providing dental care. Parents and guardians may access, correct, or request deletion of their child's information by contacting us.

Changes to This Policy

We may update this Privacy Policy from time to time. The updated policy will be posted on our website with a new "Last Updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how your information is handled, please contact our Privacy Officer:

If you are not satisfied with our response to your privacy concern, you may contact the Office of the Information and Privacy Commissioner of Ontario at www.ipc.on.ca or the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.