What this policy covers
These practices apply to personal information collected through our public website, by phone or in person at our Finch Avenue West location, through our online booking experience, and in the normal course of treatment. We follow applicable Canadian privacy expectations and our regulatory obligations as a dental practice.
Information we may collect
We collect only what we reasonably need to care for patients and operate the clinic. That may include identification and contact details, appointment preferences, date of birth, insurance or government program information when you are eligible or we are billing on your behalf, health history and clinical observations needed for safe dentistry, and payment-related records required for receipts and claims.
How we use personal information
We use personal information to:
- schedule, confirm, remind, and follow up on appointments;
- examine, plan, and deliver dental treatment safely;
- communicate with you—and, where you ask us to, with a family member, caregiver, or interpreter;
- maintain accurate charts, billing, and quality-of-care documentation;
- support internal training, safety reviews, and improvements using de-identified or aggregated information where possible;
- meet legal, professional, regulatory, and insurance requirements.
Website visits, cookies, and similar technologies
Our site may use cookies or similar technologies that are strictly necessary for the site to work, remember your language choice when applicable, or understand aggregated traffic (for example, which pages are viewed most often). These tools are not a substitute for your clinical chart; medical information you provide for treatment is recorded through our office systems and secure booking flows.
Online booking and third-party scheduling
When you reserve a time through our embedded online scheduler, some details are processed by our scheduling provider as well as by Easy Smiles Dentistry. That vendor applies its own security measures and terms for the booking experience. If you prefer not to use the online tool, you may always reach us by phone or email.
Retention, safeguards, and access
We keep clinical and administrative records for the length of time required by dental regulatory standards and applicable law. Access within the clinic is limited to team members who need information to do their jobs. We combine administrative, technical, and physical safeguards—such as staff training, secure disposal of obsolete records, and controlled systems—appropriate to a community practice.
Your questions and choices
You may ask what personal information we hold, how it is used, and request correction of factual inaccuracies in our non-clinical administrative records where appropriate. We respond within a reasonable period and explain any legal limits (for example, retention rules for health records). If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or your provincial privacy regulator for information about your options.
Changes to this policy
We may update this page from time to time when our services, tools, or legal requirements change. The current version will always appear on this route; substantive revisions may also be reflected in the site copyright year or noted in-office where practical. Please review this policy when you book or attend an appointment.
Contact us about privacy
For privacy-related questions, contact the clinic at info@easysmiles.ca or call 647-334 DENT (3368).
