Privacy Policy


1. Introduction

Kanata Family Dentistry ("we," "us," "our," or "the Clinic") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in any way. This policy applies to personal information collected in connection with our dental practice, website, online booking systems, and Google Ads campaigns. Please read this policy carefully. If you do not agree with our practices, please do not use our services.

2. Applicable Privacy Laws

Our privacy practices comply with Canadian federal and provincial privacy legislation, including:

  • Personal Information Protection and Electronic Documents Act (PIPEDA) — federal privacy law for federally regulated organizations
  • Personal Health Information Protection Act (PHIPA) — Ontario legislation governing the collection, use, and disclosure of personal health information by healthcare providers
  • Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) — applicable to publicly supported health services
  • Canadian anti-spam legislation (CASL) — for all electronic commercial messages

3. Information We Collect

3.1 Patient Information

To provide dental care and manage your account, we collect:

  • Name, date of birth, address, phone number, email address
  • Dental and medical health history
  • Insurance information (private, provincial, or Canadian Dental Care Plan [CDCP])
  • Payment information (credit card, debit, or insurance billing details)
  • Emergency contact information
  • Dental records, X-rays, photographs, and treatment notes
3.2 CDCP Information

If you are covered by the Canadian Dental Care Plan, we collect:

  • Your CDCP member ID and coverage dates
  • Income bracket information (to verify co-payment level)
  • Eligibility status and family composition (if applicable)

This information is collected strictly to bill Sun Life Financial directly and ensure accurate co-payment processing. We do not use this information for any other purpose.

(Note: This data is used only for CDCP billing and co-payment calculation.)

3.3 Website & Online Booking Information

When you interact with our website or online booking system, we collect:

  • Form submission data (contact forms, appointment requests)
  • IP address, browser type, pages visited, and time spent on site
  • Cookies and similar tracking technologies
  • Device information (for mobile optimization)
3.4 Google Ads & Analytics

We use Google Ads and Google Analytics to improve our marketing and website performance. Google may collect:

  • Browsing behavior and click-through data
  • Search history related to dental services
  • Conversion data (form submissions, appointment bookings, phone calls)

Google Analytics data is anonymized and cannot identify you personally. You can opt out of Google Analytics tracking using the Google Analytics Opt-Out Browser Add-on.

3.5 Communication Data

We may collect information when you communicate with us via:

  • Email
  • Phone calls or voicemail
  • Contact form submissions
  • Online chat or messaging

4. How We Use Your Information

We use your information for the following lawful purposes:

4.1 Providing Dental Care
  • Diagnosing dental conditions
  • Planning and delivering treatment
  • Maintaining accurate dental records
  • Sending appointment reminders and follow-up care instructions
4.2 Billing & Insurance
  • Processing insurance claims (private, provincial, or CDCP)
  • Billing and payment collection
  • Co-payment verification for CDCP members
4.3 Legal & Regulatory Compliance
  • Complying with professional licensing requirements (Royal College of Dental Surgeons of Ontario)
  • Responding to legal requests or regulatory inquiries
  • Protecting patient safety and public health
4.4 Administrative & Marketing (with Consent)
  • Sending appointment confirmations and reminders
  • Dental health tips and preventive care information (if you opt in)
  • Promotional communications about new services or special offers (only with your prior consent)
  • Improving our website and patient experience via analytics

5. Disclosure of Your Information

We may share your personal information in the following circumstances:

5.1 With Insurance Providers

  • Private dental insurance companies (to process claims)
  • Sun Life Financial (for CDCP billing)
  • Provincial health insurance plans

5.2 With Other Healthcare Providers

  • Medical doctors or specialists (with your consent or when clinically necessary)
  • Dental specialists or oral surgeons (for referrals)
  • Hospitals or emergency services (in case of medical emergency)

5.3 With Service Providers

  • Cloud storage and practice management software providers (who assist in record management)
  • Appointment scheduling platforms
  • Payment processors and banking institutions

All service providers are bound by confidentiality agreements and use your information only for the purposes we specify.

5.4 Legal & Regulatory Obligations

  • Law enforcement or government agencies (if required by law)
  • Professional colleges and regulatory bodies (for licensing or complaints)
  • Courts or legal proceedings (if legally compelled)

5.5 With Your Consent

  • To anyone else you authorize us to disclose information to

We will not disclose your information to third parties without your explicit written consent, except as required by law or for the purposes listed above.


6. Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction:

  • Encrypted storage of electronic health records (EHR)
  • Secure HTTPS connections for all online transactions
  • Access controls and password protection for staff
  • Regular security audits and updates
  • Physical security measures (locked file cabinets for paper records)
  • Staff training on privacy and confidentiality
  • Firewalls and antivirus protection on clinic computers

However, no security system is 100% secure. We cannot guarantee absolute security of your information. You use our services and provide information at your own risk.

7. Retention of Records

In accordance with PHIPA and professional standards, we retain dental records as follows:

  • Active patients: Records retained for the duration of the patient relationship plus 7 years after the last visit
  • Minors: Records retained until age 19 or 7 years after last visit, whichever is longer
  • X-rays and imaging: Retained in accordance with professional standards and regulatory requirements
  • Billing and insurance records: Retained for minimum 7 years per regulatory requirements

When records are no longer required, we securely destroy them through shredding or certified data destruction. We do not sell patient data to third parties.

8. Your Privacy Rights

Under PHIPA and PIPEDA, you have the following rights:

8.1 Right to Access

You have the right to request access to your personal health information. We will provide a copy of your records within 30 days (or explain why we cannot). A reasonable fee may apply for copying and shipping.

8.2 Right to Correct or Update

You may request corrections or updates to your personal information if you believe it is inaccurate or incomplete. We will update records promptly and notify relevant third parties if necessary.

8.3 Right to Withdraw Consent

You can withdraw consent for marketing communications or non-essential uses of your information at any time by contacting us (see contact details below).

8.4 Right to Opt Out

You can opt out of:

  • Promotional emails and newsletters
  • Appointment reminders (though we recommend keeping these)
  • Google Analytics tracking (via browser add-on)

8.5 Right to Complaint

If you believe we have mishandled your personal information, you have the right to file a complaint with the Information and Privacy Commissioner of Ontario (IPCO) at www.ipc.on.ca or 1-800-387-0073.

9. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to:

  • Remember your preferences and login information
  • Analyze website traffic and usage patterns
  • Personalize your experience
  • Serve targeted advertising (Google Ads)

Most browsers allow you to refuse cookies or alert you when cookies are being sent. Consult your browser's help menu for instructions on managing cookies. Note that disabling cookies may affect your ability to use certain features of our website.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., Sun Life, Ontario Dental Association). We are not responsible for the privacy practices of external websites. Please review their privacy policies before providing your information.

11. Children's Privacy

Our services may be used by minors (under 18) for dental care. Parents or guardians are responsible for providing consent to collect and use a child's personal information. We collect only the information necessary for dental treatment and do not use children's information for marketing purposes without parental consent.

12. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date below. Your continued use of our services constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our privacy practices, or if you wish to exercise your privacy rights, please contact us