PHIPA & PIPEDA Privacy Policy

Last updated: August 27, 2026.

Walk In The Park Family Dental is committed to protecting the privacy and confidentiality of the information entrusted to us by patients and website visitors. As an Ontario dental practice, we handle personal health information in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA). Where applicable to our website, business administration, electronic communications and other non-health personal information, we also follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

This policy explains how we collect, use, disclose, retain and safeguard personal information and personal health information.

Information we collect

Depending on how you interact with the practice, we may collect information such as:

• Contact details, including your name, phone number, email address, mailing address and appointment preferences.
• Personal health information needed to provide dental care, including medical and dental history, treatment records, diagnostic images, prescriptions, insurance details and billing information.
• Information you submit through forms, email, phone calls, appointment requests or in-person visits.
• Website and technical information such as IP address, browser type, device information, pages visited and general analytics data.

How we use your information

We use personal information and personal health information only for reasonable purposes connected to operating the practice and providing care, including to:

• Schedule appointments, confirm visits and respond to inquiries.
• Assess oral health, provide dental treatment and maintain patient records.
• Coordinate care with dental laboratories, specialists, pharmacies, insurers or other health providers when appropriate.
• Process payments, insurance claims, billing and administrative records.
• Send practice communications you have requested or that are reasonably connected to your care.
• Operate, secure and improve our website and practice systems.
• Comply with legal, regulatory, professional and College obligations.

Consent and choices

We collect, use and disclose personal health information with your consent, except where PHIPA or another law permits or requires otherwise. Consent may be express or implied depending on the circumstances. You may withdraw or place limits on consent, subject to legal, clinical, regulatory and contractual restrictions. If a restriction may affect our ability to provide care or process claims, we will explain that impact where possible.

Disclosure of information

We do not sell patient information. We may disclose information only as permitted or required by law, including to dental and health professionals involved in your care, insurers and benefit providers, payment processors, dental laboratories, information technology providers, records-storage providers, regulators, courts or other parties where legally required.

Service providers that support our website, booking, communications, analytics, records, billing or technology systems are expected to protect information and use it only for the services they provide to us.

Safeguards

We use administrative, physical and technical safeguards designed to protect information against unauthorized access, use, disclosure, copying, modification, loss or theft. These safeguards may include staff confidentiality obligations, access controls, secure storage, password protection, backups and privacy-aware handling of paper and electronic records.

Data Retention

We keep personal information and personal health information only as long as needed for the purposes described in this policy, and as required or permitted by law, professional standards and legitimate business needs. Retention periods vary depending on the type of information and the reason it was collected.

• Clinical and personal health records: Dental records are retained in accordance with Ontario law and professional obligations, including Royal College of Dental Surgeons of Ontario requirements. In general, patient records are kept for at least 10 years from the date of the last entry in the record. For minors, records are generally kept for at least 10 years after the patient reaches the age of majority.
• Website form submissions and inquiries: Information submitted through contact, booking or inquiry forms is kept for as long as needed to respond, schedule appointments, manage follow-up, maintain administrative records and meet legal or professional obligations. If the information becomes part of a patient record, it may be retained with that record.
• Log and analytics data: Website logs, analytics data and similar technical information are generally kept for shorter periods needed to operate, secure, troubleshoot and improve the website, unless a longer period is required for security, legal or business reasons.

Data Deletion and Disposal

When information is no longer needed, and we are not required or permitted to keep it, we dispose of it securely, anonymize it or otherwise de-identify it where appropriate. Disposal methods may include secure deletion of electronic records and secure destruction of paper records or media. Some information cannot be deleted on request where we must retain it for patient care, legal, professional, regulatory, insurance, audit or records-management obligations.

Website, cookies and analytics

Our website may use cookies, analytics tools and third-party embeds to understand how visitors use the site, maintain security, measure performance and make it easier to contact or find the practice. These tools may collect technical information such as device details, browser information, approximate location, pages visited and referring websites.

You can adjust your browser settings to refuse or delete cookies. Some website features may not work as intended if cookies or scripts are disabled.

Cross-border processing and storage

Some technology, communications, website, analytics, backup, payment, booking or administrative service providers we use may process or store information outside Ontario or outside Canada, including in the United States. When information is handled in another jurisdiction, it may be subject to the laws of that jurisdiction. We take reasonable steps to use service providers that protect information appropriately and limit their use of information to the services they provide to us.

Accessing, correcting or deleting your information

You may request access to your personal health information, ask us to correct information you believe is inaccurate or incomplete, or request deletion of information where deletion is legally and professionally permitted. These rights are subject to legal limits, identity verification and any retention obligations that apply to dental and health records. In some cases, fees or exceptions may apply as permitted by law.

Children and substitute decision-makers

Where a child, youth or another patient is legally unable to make a privacy decision, we may work with an authorized substitute decision-maker as permitted by PHIPA and other applicable laws.

Privacy questions or concerns

If you have a question, request or concern about privacy at Walk In The Park Family Dental, please contact our privacy contact:

• Walk In The Park Family Dental
• 890 Glasgow St #6, Kitchener, ON N2N 3G6
• Phone: (519) 743-1172
• Email: [email protected]

If your concern is not resolved, you may contact the Information and Privacy Commissioner of Ontario for PHIPA-related concerns or the Office of the Privacy Commissioner of Canada for PIPEDA-related concerns.

Changes to this policy

We may update this policy from time to time. Changes are effective when posted on this page, and the “Last updated” date will be revised accordingly.