Sandwich West Dental Centre — Privacy Policy
Effective Date: August 6, 2026
1. Introduction
Sandwich West Dental Centre ("we," "us," "our," or "the Practice") is committed to protecting the privacy and security of the personal and health information of our patients and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard information in accordance with the Personal Health Information Protection Act, 2004 (PHIPA) of Ontario and the Personal Information Protection and Electronic Documents Act (PIPEDA) at the federal level. By using our website or receiving services from our Practice, you consent to the practices described in this policy.
2. Information We Collect
We may collect the following categories of information:
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Personal identification information: name, date of birth, address, phone number, and email address.
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Health information: dental and medical history, treatment records, diagnostic images (X-rays), clinical notes, and insurance or Canadian Dental Care Plan (CDCP) details.
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Payment and billing information necessary to process services rendered.
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Website usage data: IP address, browser type, pages visited, and cookies, collected automatically through our website and appointment booking system.
3. How We Use Your Information
Information collected is used to:
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Provide, coordinate, and manage dental care and treatment.
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Schedule and confirm appointments made through our online booking system.
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Process insurance claims and claims submitted under the Canadian Dental Care Plan (CDCP), where the patient has consented and is determined eligible by the federal government.
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Communicate appointment reminders, treatment follow-ups, and administrative updates.
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Comply with legal, regulatory, and professional obligations under Ontario dental regulatory standards.
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Improve our website and services through aggregated, non-identifying usage analysis.
4. Consent
We obtain express or implied consent before collecting, using, or disclosing personal health information, consistent with PHIPA requirements. For patients under the age of majority, consent is obtained from a parent or legal guardian. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting our Privacy Officer using the details provided at the end of this policy.
5. Disclosure of Information
We do not sell, rent, or trade personal or health information. Information may be disclosed only:
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To regulated health professionals directly involved in your care (e.g., specialists, hygienists).
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To insurance providers or the Canadian Dental Care Plan administrator for claims processing, with your consent.
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When required by law, court order, or regulatory body such as the Royal College of Dental Surgeons of Ontario.
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To third-party service providers (e.g., IT or booking-software vendors) bound by confidentiality obligations, solely to support Practice operations.
6. Data Security
We maintain administrative, physical, and technical safeguards to protect personal and health information against unauthorized access, loss, or disclosure, including secure electronic health record systems and restricted staff access on a need-to-know basis.
7. Retention of Records
Patient health records are retained in accordance with the retention requirements set by the Royal College of Dental Surgeons of Ontario and applicable Ontario law, after which records are securely destroyed.
8. Your Rights
Under PHIPA and PIPEDA, you have the right to:
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Access your personal health record and request a copy.
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Request correction of inaccurate or incomplete information.
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Withdraw consent for certain uses or disclosures, subject to legal limitations.
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File a complaint with our Privacy Officer or the Information and Privacy Commissioner of Ontario if you believe your information has been mishandled.
9. Cookies and Website Analytics
Our website may use cookies and similar tracking technologies to enhance user experience and analyze traffic. You may disable cookies through your browser settings; doing so may limit certain website functions such as the online booking form.
10. Children's Information
As a family dental practice, we may collect health information about minor patients. Such information is collected and used only with the consent of a parent or legal guardian.
11. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The updated policy will be posted on this page with a revised effective date.
12. Contact Us
For questions, access requests, or complaints regarding this Privacy Policy or the handling of your personal health information, please contact our Privacy Officer:
Sandwich West Dental Centre
Address: 5725 Malden Rd, LaSalle, ON N9H 1R9, Canada
Phone: 519-966-1616
Email: swdreception@outlook.com
Website: www.sandwichwestdental.ca