Effective Date: 24 April 2025
Riverside Orthodontics (“we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information you share with us online, in-office, and through any other interaction. This Policy explains what data we collect, why we collect it, how we use it, and the choices you have.
Regulatory Framework: We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario’s Personal Health Information Protection Act (PHIPA), and—where relevant—HIPAA safeguards for cross-border U.S. data transfers.
This Policy applies to:
- riverside-orthodontics.ca and any microsites or online forms we host.
- Email, phone, text, or in-person interactions where personal or health information is exchanged.
- Third-party platforms we use to schedule appointments, submit insurance claims, or communicate with you (e.g., secure patient portals, payment processors).
1 - Treatment Delivery – To diagnose, plan, and provide orthodontic care.
2 - Administration & Billing – To verify insurance, process payments, and track appointments.
3 - Communication – To send reminders, progress updates, or urgent notices.
4 - Regulatory Compliance – To meet legal and professional obligations for record-keeping and public-health reporting.
5 - Quality Improvement – To analyze service trends (de-identified) and enhance patient experience.
By providing personal information—via forms, email, phone, or in person—you consent to its collection, use, and disclosure as outlined here. You may withdraw consent at any time (subject to legal or contractual restrictions) by contacting us (see § 12).
We never sell your data. We disclose it only:
- With your explicit authorization—e.g., sharing records with another dental specialist.
- To insurers or payment processors—to obtain benefits or process fees.
- To service providers who host our practice-management software, email reminders, or secure file transfer tools—bound by confidentiality agreements.
- When required by law—e.g., court order, public-health mandate, or regulatory audit.
- Physical charts are stored in locked cabinets within restricted staff areas.
- Digital records are encrypted in transit (TLS 1.2+) and at rest on Canadian servers with nightly backups.
- Access is role-based: only personnel directly involved in your care or billing can view your file.
- Staff receive annual privacy and cybersecurity training.
Ontario’s health-records regulations require us to keep patient charts 10 years after the last date of service (or 10 years after a minor patient turns 18). After that period, records are securely destroyed (shredded or digitally wiped).
You may:
- Request a copy of your personal health record (reasonable admin fee may apply).
- Ask for corrections if data is incomplete or inaccurate.
- Withdraw marketing consent (e.g., newsletters) at any time.
- Express privacy concerns to our Privacy Officer (see § 12).
We will respond within 30 days as required by PIPEDA/PHIPA.
Our website uses:
- Essential cookies – Ensure forms and appointment engines work.
- Analytics cookies (e.g., Google Analytics) – Measure site traffic in aggregate; IPs are anonymized.
You can disable non-essential cookies in your browser; the site will still function, but some features (auto-filled forms, saved preferences) may not.
We do not knowingly collect personal information from children under 13 online without parental consent. Parents/guardians may review or delete a child’s online data by contacting us.
External links (insurers, educational articles, etc.) are provided for convenience. We are not responsible for the privacy practices of those websites. Review their policies before submitting personal data.
We may revise this Policy periodically. Material changes will be highlighted on this page with a new “Effective Date.” Continued use of our services after modifications constitutes acceptance of the updated Policy.
Thank you for trusting Riverside Orthodontics.
Your privacy is essential to our commitment to delivering exceptional, patient-centred care.