Privacy Policy

We take your smile seriously, and your privacy, too! Learn how we protect your personal information while keeping your dental experience safe and secure.

Introduction

Richmond Hill Dental Group (“we”, “our”, or “the Clinic”) is committed to protecting the privacy of individuals who visit our website and those who contact or receive services from us.
This Privacy Policy describes how we collect, use, disclose, and safeguard personal information through our website and in the course of providing our dental services.
We collect and handle personal information in accordance with applicable privacy laws in Canada, including Ontario’s health privacy legislation where applicable.
By using our website or providing information to us, you acknowledge the terms of this Privacy Policy.
This Privacy Policy should be read together with our Terms of Use, which govern the use of our website.

Information We Collect

We may collect personal information that you voluntarily provide to us through our website, by telephone, by email, or in person.
Personal InformationThe types of personal information we may collect include:
- Name
- Telephone number
- Email address
- Mailing address
- Appointment preferences
- Information you include in inquiry or contact forms

If you become a patient of the Clinic, we may also collect information necessary to provide dental services, including medical or dental history and other health-related information.

Website Usage Information

When you visit our website, certain information may be collected automatically, such as:

- IP address
- Browser type
- Device information
- Pages visited
- Date and time of access
This information helps us maintain and improve our website.

How We Use Information

We use personal information for purposes that are reasonable and necessary in connection with our dental practice and the operation of our website.
These purposes may include:
- Responding to inquiries and appointment requests
- Scheduling and confirming appointments
- Providing dental care and related services
- Communicating with patients about their treatment, appointments, or administrative matters
- Processing payments and insurance claims
- Maintaining patient records
- Sending appointment reminders or follow-up communications
- Improving our website, services, and patient experience
Where permitted by law, we may also use contact information to provide updates about the Clinic, services, or promotions. Individuals may opt out of receiving such communications at any time.
We only collect and use personal information for purposes that are appropriate in the circumstances and limit our use to what is reasonably necessary.

Sharing and Disclosure of Information

We do not sell personal information. We may share personal information in the following circumstances, where appropriate:

Within the Clinic and Affiliated Clinics

Personal information may be shared with dentists, hygienists, associates, staff members, management, and contractors of the Clinic, and where appropriate, with affiliated clinics within the One Dental group, where such sharing is reasonably necessary to provide dental services, facilitate referrals, or carry out related administrative functions.

Service Providers

We may use third-party service providers to support our operations, such as providers of:

- Appointment booking systems
- Patient management software
- Communication or reminder systems
- IT support services
- Website hosting and maintenance
- Marketing and advertising services

These service providers may have access to personal information only as necessary to perform services on our behalf and are expected to handle such information appropriately.

Insurance and Regulatory Requirements

Where necessary, personal information may be disclosed to:

- Insurance providers for claims processing
- Dental laboratories involved in treatment
- Regulatory authorities or professional bodies
- Government authorities or law enforcement where required by law
Referral and Marketing Platforms

Individuals may learn about or contact the Clinic through third-party referral or marketing platforms. These platforms may collect basic contact information and appointment-related details and provide that information to the Clinic for the purpose of facilitating communication, scheduling, or responding to inquiries. Once such information is received by the Clinic, it is handled in accordance with this Privacy Policy. These platforms operate independently and are responsible for their own privacy practices. We encourage individuals to review the privacy policies of any third-party platforms they use.

Business Transfers

In the event of a sale, transfer, or restructuring of the Clinic, personal information may be transferred as part of the transaction, subject to applicable legal requirements.

Safeguards and Storage of Information

We take reasonable steps to protect personal information from loss, misuse, unauthorized access, disclosure, alteration, or destruction.
Personal information may be stored in electronic and/or paper form. We use a combination of administrative, technical, and physical safeguards appropriate to the nature of the information to help protect it.
Access to personal information is limited to authorized individuals who require the information to carry out their duties.
Where we use third-party service providers to store or process information on our behalf, we expect them to implement appropriate safeguards consistent with applicable privacy laws. Personal information may be processed or stored using service providers located in Canada or other jurisdictions.
While we take reasonable measures to protect personal information, no method of transmission over the internet or electronic storage is completely secure. Individuals should exercise discretion when submitting personal information online.

Retention of Information

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected and to meet our legal, professional, and regulatory obligations.
Patient records are maintained in accordance with applicable laws and professional requirements governing dental practices in Ontario.
When personal information is no longer required, it is securely destroyed or anonymized in accordance with applicable standards.

Cookies and Website Technologies

Our website may use cookies and similar technologies to enhance user experience and improve website functionality.
Cookies are small text files that are placed on a user’s device when visiting a website. They may be used to:

- Remember user preferences
- Enable certain website features
- Analyze website traffic and usage patterns
- Support online advertising and marketing efforts
We may use third-party analytics or advertising tools that collect information such as IP address, browser type, pages visited, and time spent on the website. This information is used to understand website performance and improve our services.
Most web browsers allow users to control or disable cookies through their browser settings. Please note that disabling cookies may affect certain website features or functionality.
Our website may also contain links to third-party websites or platforms. We are not responsible for the privacy practices or content of those third-party sites, and individuals are encouraged to review their privacy policies separately.

Contact Information and Complaints

If you have questions about this Privacy Policy or about how your personal information is handled, you may contact the Clinic at:

Email: info@rhdentalgroup.com

We will make reasonable efforts to respond to inquiries or concerns in a timely manner.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or website functionality.
The updated version will be posted on this page.
Continued use of our website after any changes indicates acceptance of the updated Privacy Policy.