Privacy Policy

Effective Date: October 14, 2025
Last Updated: October 14, 2025

Our Commitment to Your Privacy

At Houston Dental Office, protecting your personal health information and privacy is fundamental to our practice. With over 30 years of experience serving the Burlington community, we are committed to maintaining the highest standards of confidentiality and security in accordance with Ontario and Canadian privacy legislation.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information and personal health information (PHI) in compliance with:

The Personal Health Information Protection Act (PHIPA), 2004 (Ontario)
The Personal Information Protection and Electronic Documents Act (PIPEDA) (Federal)
The Royal College of Dental Surgeons of Ontario (RCDSO) regulations
Other applicable privacy and healthcare legislation

About Houston Dental Office

Health Information Custodian:
Houston Dental Office
3505 Upper Middle Rd
Burlington, ON L7M 4C6
Canada

Contact Information:
Phone: (905) 332-5000
Email: [email protected]
Website: www.houstondental.ca

Privacy Officer:
Dr. Tom Houston
Contact: Same as above

Practice Details:
Established: 2003
Team Size: 11 professional staff members
RCDSO Registration: 11337

1. Information We Collect

1.1 Personal Health Information (PHI)

As a regulated dental practice under PHIPA, we collect and maintain personal health information necessary to provide quality dental care. This includes:

Identifying Information:

Full legal name, date of birth, and gender
Home address, phone number, and email address
Ontario health card number (OHIP) when applicable
Emergency contact information

Health Information:

Dental history and medical history
Current medications, allergies, and health conditions
Clinical examination findings and diagnoses
Treatment plans and procedures performed
Diagnostic imaging (X-rays, intraoral camera images, scans)
Progress notes and treatment outcomes
Referral information to/from specialists

Financial Information:

Insurance coverage details and carrier information
Payment information for services rendered
Billing records and payment history
Credit/debit card information (processed securely and not stored)

1.2 Website Information Collection

When you visit our website (www.houstondental.ca), we may collect:

Technical Data: IP address, browser type, device information, operating system
Usage Data: Pages visited, time spent on pages, referral sources
Contact Form Data: Information you voluntarily provide when requesting appointments or information
Cookies: Small data files that enhance your browsing experience (see Section 5)

2. How We Use Your Information

2.1 Primary Healthcare Purposes

We collect, use, and disclose your personal health information for the following essential healthcare purposes:

Direct Patient Care:

Providing comprehensive dental treatment and oral healthcare services
Developing and implementing individualized treatment plans
Conducting clinical assessments, examinations, and diagnostic procedures
Monitoring treatment progress and outcomes
Coordinating care with other healthcare providers when necessary

Continuity of Care:

Maintaining accurate and complete dental records
Facilitating communication between our dental team members
Ensuring seamless care across multiple visits and treatments
Providing emergency dental care when needed

Administrative Functions:

Appointment scheduling, reminders, and confirmation
Processing insurance claims and verifying coverage
Billing and payment processing
Managing patient records and practice operations

2.2 Secondary Uses With Consent

With your express consent, we may use your information for:

Appointment Reminders: SMS, email, or phone call reminders for upcoming appointments
Recall Notifications: Reminders for routine checkups and preventive care
Educational Communications: Information about oral health, new services, or practice updates
Referral Communications: Sharing relevant information with specialists when you require specialized care

3. Information Sharing and Disclosure

3.1 When We Share Your Information

We only disclose your personal health information when:

You Have Provided Consent:

To dental specialists for referrals
To your family physician or other healthcare providers
To your insurance company for claims processing
To family members you've authorized to receive information

Required or Permitted By Law:

To comply with court orders or legal proceedings
When required by the Royal College of Dental Surgeons of Ontario (RCDSO)
For public health purposes as mandated by Ontario health authorities
To prevent serious harm to you or another person
To report suspected child abuse as required by Ontario law

Healthcare Operations:

To dental laboratories for fabrication of crowns, dentures, and other prosthetics
To practice management consultants bound by confidentiality agreements
To our professional liability insurer when necessary

3.2 Third-Party Service Providers

We work with carefully selected service providers who may access your information to perform services on our behalf. These include:

Dental Laboratories: For fabrication of dental prosthetics and appliances
IT Service Providers: For practice management software, data backup, and technical support
Payment Processors: For secure credit card and debit transaction processing
Insurance Processing Services: For electronic claims submission and verification

All third-party providers are contractually obligated to protect your information and use it only for the specific purposes we authorize. They must comply with PHIPA and maintain comparable privacy and security standards.

3.3 What We Don't Do With Your Information

We will never:

Sell or rent your personal health information to third parties
Use your information for marketing purposes without your explicit consent
Share your information on social media without your written permission
Disclose more information than necessary for the stated purpose

4. Your Privacy Rights Under PHIPA

4.1 Right to Access Your Records

You have the right to:

Request Access: View and obtain copies of your dental records and personal health information
Receive Records: Obtain your records within 30 days of your written request (or 60 days if records are archived)
Request Format: Specify whether you want paper copies, electronic copies, or to examine records in person

Access Request Process:

Submit a written request to our Privacy Officer using the contact information provided
Provide sufficient detail to help us locate your records
Present valid identification when picking up records
Pay reasonable copying and administrative fees if applicable

Timeframe: We will respond to your request within 30 days. If we require more time, we will notify you of the extension and the reason.

4.2 Right to Request Corrections

If you believe your dental records contain an error or are incomplete, you have the right to:

Request a correction to your personal health information
Request that we add a statement of disagreement to your record if we deny your correction request

Correction Request Process:

Submit a written request identifying the specific information you believe is incorrect
Provide supporting documentation if available
We will review your request and respond within 30 days
If approved, we will make the correction and notify any third parties who received the incorrect information
If denied, we will provide our reasons and inform you of your right to add a statement of disagreement

4.3 Right to Request Restrictions

You may request that we:

Limit how we use or disclose your personal health information
Restrict communication methods (e.g., contact by phone only, not email)
Withhold certain information from specified individuals or organizations

Note: We may not be able to accommodate all restriction requests, particularly if they would interfere with providing you with appropriate care or if we are required by law to use or disclose the information.

4.4 Right to Withdraw Consent

You may withdraw your consent for:

Appointment reminder communications
Sharing information with family members
Educational communications and practice updates
Other non-essential uses of your information

Important: You cannot withdraw consent for information uses that are necessary for your treatment or required by law. Withdrawing consent may affect our ability to provide certain services to you.

4.5 Right to Be Informed of Privacy Breaches

Under PHIPA, you have the right to be notified if:

Your personal health information has been stolen, lost, or accessed by an unauthorized person
A privacy breach poses a risk of significant harm to you

We will notify you of any such breach as soon as reasonably possible and provide information about steps we are taking to address the situation and prevent future occurrences.

4.6 Right to File a Complaint

If you believe we have violated your privacy rights, you have the right to:

Internal Complaint Process:

Contact our Privacy Officer at (905) 332-5000
Provide details about your privacy concern
We will investigate and respond within 30 days

External Complaint Options:

Information and Privacy Commissioner of Ontario (IPC):
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Phone: 416-326-3333 or 1-800-387-0073
Website: www.ipc.on.ca/en

Royal College of Dental Surgeons of Ontario (RCDSO):
6 Crescent Road
Toronto, ON M4W 1T1
Phone: 416-961-6555 or 1-800-565-4591
Website: www.rcdso.org

You will not face any penalty or refusal of service for filing a complaint about our privacy practices.

5. How We Protect Your Information

5.1 Physical Security Measures

Facility Access: Controlled entry to our dental office with restricted access to patient records areas
Record Storage: Physical records secured in locked filing cabinets and storage rooms
Staff Training: Regular privacy and confidentiality training for all team members
Clean Desk Policy: Patient information not left unattended in public or treatment areas
Visitor Protocols: Controlled access for vendors, contractors, and visitors

5.2 Administrative Safeguards

Privacy Policies: Comprehensive written policies and procedures for handling personal health information
Staff Agreements: Confidentiality agreements signed by all employees and contractors
Access Controls: Role-based access to patient information on a need-to-know basis
Regular Audits: Periodic reviews of privacy practices and information access logs
Incident Response: Documented procedures for responding to privacy breaches
Vendor Management: Due diligence and contracts requiring privacy compliance from third parties

5.3 Technical Security Measures

Encryption: Patient data encrypted both in transit and at rest
Secure Servers: Canadian-based servers with enterprise-grade security
Firewalls & Antivirus: Multiple layers of protection against cyber threats
Access Authentication: Strong passwords and multi-factor authentication for electronic systems
Regular Backups: Encrypted backups stored securely offsite
Software Updates: Current security patches and updates applied promptly
Network Security: Secure, password-protected WiFi networks separate from patient systems
Secure Disposal: Proper destruction of electronic media and paper records containing PHI

5.4 Transmission Security

Website Security: SSL/TLS encryption for all data transmitted through our website
Email Encryption: Encrypted email for transmitting sensitive patient information when necessary
Fax Security: Secure fax protocols and confirmation of recipient before transmission
Cloud Services: PHIPA-compliant cloud storage with Canadian data residency

6. Record Retention

In accordance with RCDSO requirements and professional standards, we retain your dental records for:

Adults: Minimum 10 years from the date of your last visit
Minors: Minimum 10 years after reaching age of majority (18 in Ontario) or until age 28, whichever is longer
Diagnostic Images: X-rays and scans retained as part of permanent record

Secure Disposal: When retention periods expire, we securely destroy records using:

Cross-cut shredding for paper records
Secure data wiping or physical destruction for electronic media
Certificates of destruction maintained for audit purposes

7. Website Privacy Practices

7.1 Cookies and Tracking Technologies

Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device that help us:

Essential Cookies: Enable basic website functionality (required)
Analytics Cookies: Understand how visitors use our site to improve user experience
Preference Cookies: Remember your settings and preferences

Cookie Management:

You can control cookies through your browser settings
Blocking cookies may affect website functionality
We do not use cookies to collect personal health information

7.2 Website Forms and Communications

When you submit information through our website contact forms or appointment request forms:

Information is transmitted securely using SSL encryption
We use it only to respond to your inquiry or appointment request
We do not share this information with third parties for marketing purposes
Information becomes part of your patient record once you become an active patient

7.3 Third-Party Links

Our website may contain links to external websites (e.g., dental associations, educational resources). We are not responsible for the privacy practices of these third-party sites. We encourage you to review their privacy policies before providing any personal information.

7.4 Google Analytics

We use Google Analytics to understand website traffic patterns and improve user experience. Google Analytics collects anonymous information about your visit, including:

Pages viewed and time spent on site
Geographic location (city/region level only)
Device and browser information
Referral sources

Google Analytics data is anonymized and aggregated. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

8. Children's Privacy

We are committed to protecting the privacy of children and minors. Special considerations include:

Parents/guardians must provide consent for treatment of minors under 16
Parents/guardians have the right to access their child's dental records
Mature minors (typically 16+) may consent to their own dental treatment and have privacy rights regarding their information
Our website is not directed at children, and we do not knowingly collect information from children online

9. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy to reflect changes in:

Our privacy practices
Legal and regulatory requirements
Technology and security measures
Practice operations

When Changes Occur:

Updated policy will be posted on our website with a new "Last Updated" date
Material changes will be highlighted in our reception area
Significant changes may be communicated to active patients via email or mail
Continued use of our services after changes indicates acceptance of the updated policy

10. Consent and Acknowledgment

By registering as a patient at Houston Dental Office, you:

Acknowledge that you have received, read, and understood this Privacy Policy
Consent to the collection, use, and disclosure of your personal health information as described
Understand your rights under PHIPA and how to exercise them
Agree to inform us of any changes to your contact information or preferences

If you have questions about this Privacy Policy or wish to discuss any aspect of how we handle your information, please do not hesitate to speak with any member of our team or contact our Privacy Officer.

11. Contact Information for Privacy Matters

Privacy Officer:
Dr. Tom Houston
Houston Dental Office
3505 Upper Middle Rd
Burlington, ON L7M 4C6
Phone: (905) 332-5000
Email: [email protected]

Office Hours:
Monday to Friday: 8:00 AM - 5:00 PM
Saturday: By appointment
Sunday: Closed

For Privacy Complaints or Concerns:

Information and Privacy Commissioner of Ontario:
Phone: 416-326-3333 or 1-800-387-0073
Email: [email protected]
Website: www.ipc.on.ca/en

Royal College of Dental Surgeons of Ontario:
Phone: 416-961-6555 or 1-800-565-4591
Email: [email protected]
Website: www.rcdso.org

Practice Information:

Established: 2003
Principal Dentist: Dr. Tom Houston (30+ years experience)
Team Size: 11 professional staff members
Services: Comprehensive family and cosmetic dentistry
Accepted Payment: Visa, MasterCard, Debit

This Privacy Policy demonstrates Houston Dental Office's commitment to maintaining the highest standards of privacy protection, professional ethics, and patient care in accordance with Ontario and Canadian healthcare regulations.

Last Reviewed By: Dr. Tom Houston, Privacy Officer
Next Scheduled Review: October 2026