Privacy Policy

Last updated: April 2026 — Effective upon our Summer 2026 opening.

1. Information We Collect

We collect personal and health information only for purposes related to your dental care and our relationship with you as a patient or prospective patient:

• Contact information: name, address, phone number, email address
• Health information: medical and dental history, treatment records, X-rays and diagnostic images, medications and allergies
• Insurance information: dental plan details for billing purposes
• Website data: anonymised analytics data (pages visited, browser type) collected via cookies when you browse our website
• Community program information: school enrollment details (sports mouthguard program) — collected only with your consent and used solely to administer the program

A note on our website registration form

The new patient registration form on this website is handled by a third-party form service so that it can reach us by email. It is intended only for your contact details, the service you are interested in, and general enquiries about the practice.

Please do not submit medical or dental history, symptoms, medications or other health information through the website form or by ordinary email. Neither is a secure channel. We collect your health history directly at your first appointment and hold it in our clinical records system, in accordance with PHIPA and RCDSO record-keeping requirements.

2. How We Use Your Information

We use your personal information to:

• Provide dental care and treatment
• Process insurance claims and manage billing
• Contact you about appointments, recalls and health updates
• Comply with our legal and professional obligations (RCDSO, CDHO)
• Administer our community programs (sports mouthguard)
• Improve our services and website (using anonymised analytics only)

We will never sell, rent or trade your personal information to any third party for marketing purposes.

3. Cookies and Website Analytics

Our website uses cookies — small text files stored on your device — to remember your preferences and understand how visitors use our site. We use analytics tools that anonymise all data before we see it. No personally identifiable information is collected through cookies.

You can decline cookies using the consent banner on our website. You can also manage cookies through your browser settings at any time. Declining cookies does not affect your ability to use our website or access any information.

4. Disclosure of Information

We may share your personal health information with:

• Other dental or healthcare professionals involved in your care (with your consent)
• Your dental insurance provider, for the purpose of processing claims
• Public health authorities as required by Ontario law
• Our regulated college bodies (RCDSO, CDHO) if required for professional oversight

Community program information (sports mouthguard enrollment) is never disclosed to any third party, including insurers, unless you explicitly request it.

5. Your Rights Under PIPEDA and PHIPA

You have the right to:

• Access your personal health information held by us
• Request corrections to inaccurate information
• Withdraw consent for non-essential uses of your information
• Lodge a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca) or Ontario's Information and Privacy Commissioner (ipc.on.ca)

6. Data Security

We implement appropriate physical, administrative and technical safeguards to protect your personal information against unauthorised access, use or disclosure. Patient records are stored securely and accessed only by authorised team members involved in your care.

7. Retention

We retain dental records in accordance with RCDSO requirements — a minimum of 10 years after the last entry for adult patients, and until age 28 for patients who were minors when treated. After retention periods expire, records are destroyed securely.

8. Contact Our Privacy Officer

Questions or concerns about this policy or our privacy practices? Contact us:

• Email: hello@stouffvilledentalstudio.com
• Phone: (289) 909-8080
• Address: 211 Sam Miller Way, Unit 104, Stouffville, ON L4A 5H3

We will respond to all privacy inquiries within 30 days.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The date at the top of this page reflects the most recent revision. We will notify registered patients of any material changes before they take effect.