Privacy Policy

Privacy Policy

Northbridge Dental (hereinafter referred to as “we,” “us,” or “our”) operates the website located at https://northbridgedental.ca (the “Website”) and provides dental services at our clinic located in Waterloo, Ontario, Canada. We are committed to protecting the privacy and security of your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), and other applicable Canadian privacy laws, including, where relevant, the Personal Health Information Protection Act, 2004 (PHIPA) in Ontario, as dental services involve the handling of sensitive personal health information.

This Privacy Policy applies separately to (a) visitors to our Website and (b) individuals who become patients of Northbridge Dental. Accessing or browsing our Website alone does not establish a dentist–patient relationship

This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information. By accessing our Website, using our services, or providing us with your personal information, you consent to the practices described herein. If you do not agree with this Privacy Policy, please do not provide us with your personal information or use our Website or services.

1. Accountability

We are accountable for the personal information under our control. We have designated a Privacy Officer who is responsible for ensuring compliance with PIPEDA and this Privacy Policy. You may contact our Privacy Officer at:

Privacy Officer,

Northbridge Dental,

283 Northfield Dr. E. Unit 9B,

 Waterloo, Ontario

Email: lets_smile@northbridgedental.ca

Phone:289 678 1088

Our Privacy Officer oversees the management of personal information, handles complaints, and responds to access requests.

2. Identifying Purposes

We collect personal information for the following purposes:

  • To provide dental care services, including general dentistry, family dentistry, Invisalign and orthodontic treatment, cosmetic dental procedures, preventive care and related health services, including diagnosis, treatment, and follow-up care.
  • To schedule appointments, send reminders, and communicate about your treatment.
  • To process payments and submit or coordinate private insurance, CDCP, and third‑party benefit claims.
  • To comply with legal and regulatory requirements, such as those imposed by the Royal College of Dental Surgeons of Ontario (RCDSO).
  • To improve our services through internal quality assurance and research (in anonymized form where possible).
  • To market our services, including through email newsletters or targeted advertising on platforms like Meta (Facebook/Instagram), subject to your consent.
  • To communicate clinic updates, recalls, promotions, or educational material (with consent)
  • To analyze Website usage for operational improvements, using tools such as cookies or pixels (see our Cookie Policy for details).

We will identify the purposes for which personal information is collected at or before the time of collection, unless the purpose is obvious and you voluntarily provide the information for that purpose.

3. Consent

We obtain your consent for the collection, use, or disclosure of your personal information, except where inappropriate or exempted by law (e.g., in emergencies or for legal compliance). Consent may be express (e.g., written or verbal) or implied (e.g., when you provide information voluntarily for an obvious purpose like booking an appointment).

Express consent is obtained for the collection, use, and disclosure of personal health information, including dental records, radiographs, medical histories, and orthodontic records.

For minors, consent is obtained from a parent or legal guardian.

For sensitive information, such as health data, we seek express consent. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting our Privacy Officer. Withdrawal may limit our ability to provide services.

If you engage with our advertisements on Meta platforms, we may use tracking technologies (e.g., Meta Pixel) to collect data for personalized ads. By interacting with our ads or Website, you consent to such data sharing with Meta, in compliance with Meta’s Advertising Standards, which require us to adhere to applicable data protection laws like PIPEDA. Meta’s policies prohibit deceptive claims and mandate age-appropriate targeting (e.g., 18+ for health-related promotions).

4. Limiting Collection

We limit the collection of personal information to that which is necessary for the identified purposes. For example:

  • Contact information
  • Health information (medical history, dental records, allergies).
  • Payment information (credit card details, insurance details )
  • Website usage data (IP address, browser type) collected automatically.

5. Limiting Use, Disclosure, and Retention

Personal information is used and disclosed only for the purposes for which it was collected, or for compatible purposes, with your consent or as required by law. For instance:

  • We may disclose health information to other healthcare providers for continuity of care (with consent).
  • We share anonymized data with analytics providers or advertisers like Meta for marketing insights.
  • Payment information is disclosed to financial institutions or insurers as needed.
  • Dental records are retained in accordance with RCDSO record‑keeping requirements.
  • Information may be shared with laboratories, specialists, insurers, or healthcare providers involved in your care.
  • We do not sell personal or health information.

We retain personal information only as long as necessary to fulfill the identified purposes or meet legal requirements (e.g., RCDSO guidelines require retention of dental records for at least 10 years). Upon expiration, information is securely destroyed or anonymized.

6. Accuracy

We take reasonable steps to ensure your personal information is accurate, complete, and up-to-date. You may request corrections by contacting our Privacy Officer. We will update information promptly if inaccuracies are verified.

7. Safeguards

We implement appropriate physical, organizational, and technological safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. These include:

  • Secure servers and encryption for electronic data.
  • Locked filing cabinets for physical records.
  • Access controls limited to authorized personnel.
  • Regular security audits and employee training on privacy obligations.

In the event of a privacy breach, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by PIPEDA.

8. Openness

We make information about our privacy practices readily available. This Privacy Policy is posted on our Website and available in our clinic upon request.

9. Individual Access

Upon written request to our Privacy Officer, you have the right to access your personal information under our control, subject to limited exceptions (e.g., solicitor-client privilege or risks to others). We will respond within 30 days, providing access or explaining any denial. There may be a nominal fee for extensive requests.

10. Challenging Compliance

If you have concerns about our compliance with PIPEDA or this Privacy Policy, please contact our Privacy Officer. If unresolved, you may complain to the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

11. Website & Advertising Technologies

We may use tools such as Google Analytics and Meta Pixel to understand Website performance.

No personal health information is shared with advertising platforms. Marketing data is limited to non‑clinical identifiers and aggregated insights.

12. Additional Disclosures for Meta Advertising

To comply with Meta’s Advertising Standards and Business Tools Terms, we may use Meta’s advertising tools (e.g., Custom Audiences, Lookalike Audiences) for promoting our dental services. This involves sharing hashed data (e.g., email addresses) with Meta for targeted ads, ensuring no direct sharing of health information. Meta processes this data under its own privacy policy (available at https://www.facebook.com/privacy/policy/), and we ensure our practices align with PIPEDA’s consent and safeguarding requirements. Ads for health services are targeted to individuals 18+ and avoid prohibited claims (e.g., guarantees of results).

13. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. The updated version will be posted on our Website with the effective date. Continued use of our services constitutes acceptance of changes.

This Privacy Policy is governed by the laws of Ontario and Canada.