We truly appreciate the trust that our clients place in us. One of the ways in which we reciprocate that trust is by treating our clients’ personal information and records with respect and care. This means that we only release information to a third party when the client requests it, or when the client’s care and good common sense dictate.
When it comes to protecting the personal information of our clients, we are governed by the provincial Personal Information Protection Act (PIPA) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA). Regardless of how this legislation evolves, you can trust that we will always safeguard your personal information.
Here is some important for you to be aware of when it comes to how we handle your personal information and records:
- Your dentist is the person who is ethically responsible for safeguarding your personal information.
- You are welcome to view the records that we keep about you, including your chart.
- From time to time, client information will be used for teaching or research purposes, but only if the client involved is not identifiable. If the client is identifiable, they must first provide consent for their information to be used.
- There may be cases in which we have to take full-face photographs for the purposes of communicating with our registered dental technicians and ceramists. These will usually be retained in your chart afterwards, unless you request otherwise.
- When we deal with insurance companies on your behalf, protecting your privacy is always a priority. If we feel that an insurer’s requests for information are unreasonable, we will ask you for your consent before releasing further information.
- If your employer contacts us with questions about your health and care and we feel that their requests are not appropriate, we will contact you.
- If a client stops visiting our clinic—for example, if they move away—their records are held for 10 years after their last visit or until their 28th birthday, whichever comes second, as we keep records for 10 years after a client turns 18.
- When a client passes away, we shred and securely dispose of their chart.
- If you make financial arrangements through a third party, such as a bank or finance company, we do not maintain any of your financial information unless you want us to submit it for you as a courtesy, in which case we shred it after submission.
- Our computer networks are firewalled.
- If you have a personal matter that you wish to discuss in private with the dentist or staff, we will gladly discuss it in a private office.
- We ask that you please respect the privacy of other clients while you are in the clinic.
If you have any questions about your privacy and the protection of your personal information, do not hesitate to ask your dentist. We are proud of our professional practice and will make every effort to ensure that you are comfortable with our handling of your records.
Digital Privacy Policy
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