Introduction
Ivory Dental (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy legislation.
This policy applies to all personal information we collect through our dental practices located at:
- Pickering: 1300 Kingston Road Unit #3, Pickering, Ontario L1V 3M9
- Danforth: 2137 Danforth Ave., Toronto, Ontario M4C 1K2
and through our website at ivorydentalpickering.ca.
Personal Information We Collect
We may collect the following types of personal information:
Patient Health Information
- Dental and medical history
- Dental examination records, X-rays, and diagnostic images
- Treatment plans and clinical notes
- Prescription and medication information
- Allergies and relevant health conditions
Contact and Identification Information
- Full name, date of birth, and gender
- Home address, email address, and telephone numbers
- Emergency contact information
- Government-issued identification numbers (e.g., health card number, where permitted)
Financial and Insurance Information
- Dental insurance policy details and group numbers
- Credit card or payment information
- Billing records and account history
Website Information
- IP address and browser type
- Pages visited and time spent on our website
- Referring website addresses
- Information submitted through online forms (e.g., appointment requests, contact inquiries)
How We Use Your Personal Information
We use your personal information for the following purposes:
- Dental Treatment: To diagnose, treat, and manage your oral health care needs
- Appointment Management: To schedule, confirm, and send reminders for dental appointments
- Billing and Payment: To process payments, submit insurance claims, and manage your account
- Communication: To respond to your inquiries, provide treatment follow-up, and send relevant health information
- Legal and Regulatory Compliance: To comply with legal obligations, including reporting requirements under Ontario health regulations
- Quality Improvement: To evaluate and improve the quality of our dental services
- Website Analytics: To understand how visitors use our website and improve user experience
Consent
We obtain your consent before collecting, using, or disclosing your personal information, except where permitted or required by law. Consent may be expressed (written or verbal) or implied (e.g., when you provide information for treatment purposes).
You have the right to withdraw your consent at any time, subject to legal or contractual restrictions. Please note that withdrawing consent for certain uses of your health information may affect our ability to provide dental care. To withdraw consent, please contact our Privacy Officer using the information provided below.
Disclosure of Personal Information
We may share your personal information with the following third parties, only as necessary and with appropriate safeguards:
- Insurance Companies: To process and verify dental insurance claims on your behalf
- Dental Laboratories: To fabricate dental appliances, crowns, bridges, and other restorations
- Referral Specialists: To coordinate your care with orthodontists, oral surgeons, periodontists, or other dental specialists
- Regulatory Bodies: To comply with requirements of the Royal College of Dental Surgeons of Ontario (RCDSO) and other regulatory authorities
- Legal Authorities: When required by law, court order, or to protect the rights and safety of our patients and staff
We do not sell, rent, or trade your personal information to any third party for marketing purposes.
Data Retention
We retain patient dental records in accordance with the requirements of the Royal College of Dental Surgeons of Ontario (RCDSO) and Ontario regulations:
- Adult patient records: A minimum of 10 years after the date of the last entry in the record
- Minor patient records: A minimum of 10 years after the patient reaches the age of 18
- Financial records: 7 years as required by Canadian tax law
- Website data: Website analytics data is retained for up to 26 months
When personal information is no longer needed for the purposes for which it was collected, we securely destroy, erase, or de-identify it.
Safeguarding Your Information
We protect your personal information using appropriate physical, technical, and administrative safeguards, including:
- Secure storage of physical records in locked areas with restricted access
- Password-protected electronic systems and encrypted data transmission
- Staff training on privacy and confidentiality obligations
- Limiting access to personal information to authorized personnel on a need-to-know basis
Your Rights Under PIPEDA
Under PIPEDA, you have the right to:
- Access: Request access to your personal information held by us. We will respond to your request within 30 days.
- Correction: Request the correction of any inaccurate or incomplete personal information in your record
- Complaint: File a complaint with our Privacy Officer if you believe your privacy rights have been violated. If the matter is not resolved to your satisfaction, you may file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or by calling 1-800-282-1376.
To exercise any of these rights, please contact our Privacy Officer using the contact information below.
Cookies and Website Analytics
Our website uses cookies and Google Analytics to collect anonymous usage data. This helps us understand how visitors interact with our site and improve our online services.
Cookies are small text files stored on your device when you visit our website. They help with site functionality and user experience. You can control cookies through your browser settings, though disabling cookies may affect certain website features.
Google Analytics collects information such as pages visited, time on site, and general geographic location. This data is aggregated and anonymized. Google’s privacy policy is available at policies.google.com/privacy.
We do not use cookies or analytics data to identify individual patients or link website activity to dental records.
Children’s Privacy
We collect personal information about children (patients under 18) only with the consent of a parent or legal guardian. Parents and guardians may access, review, or request correction of their child’s personal information by contacting our Privacy Officer.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on this page with the revised effective date. We encourage you to review this policy periodically.
Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact our Privacy Officer:
Ivory Dental — Privacy Officer
Dr. Claudia Wood
1300 Kingston Road Unit #3
Pickering, Ontario L1V 3M9
Phone: (905) 839-9663
Email: Ivory_dental@bellnet.ca
Effective Date: March 8, 2026