Privacy Policy

Ocean Dental Care ("we", "us", "our") is a dental practice located at 204-1131 Nottinghill Gate, Oakville, ON L6M 1K5. We are the "organization" responsible for the personal information we collect, use, and disclose in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. For privacy-related inquiries, contact our Privacy Officer at: Email: [email protected] Phone: 905-825-2344

We collect only the personal information necessary to provide dental care services. This may include: • Identifying information: full name, date of birth, gender • Contact information: address, phone number, email address • Health and medical information: medical history, current medications, allergies, dental history, and clinical notes • Insurance information: provider name, policy number, and policyholder details • Emergency contact information • Appointment preferences and scheduling information We collect this information directly from you through our patient forms, in-person at our office, or by telephone.

We collect, use, and disclose your personal information for the following purposes: • To provide dental examinations, treatments, and related services • To schedule and confirm appointments • To communicate with you about your care, including appointment reminders • To process dental insurance claims on your behalf • To maintain accurate and complete patient records as required by law • To comply with legal and regulatory obligations, including those set by the Royal College of Dental Surgeons of Ontario (RCDSO) • To respond to your inquiries We will not use your information for any purpose other than those listed above without your consent, except as required or permitted by law.

By submitting a patient form on our website, you are providing express consent for Ocean Dental Care to collect, use, and retain your personal information for the purposes described in this policy. You may withdraw your consent at any time by contacting our Privacy Officer in writing. Please note that withdrawing consent may affect our ability to provide you with dental care services. We will advise you of the implications before processing your withdrawal.

We take the security of your personal information seriously. We implement appropriate physical, administrative, and technical safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction. These measures include: • Restricted access to patient records on a need-to-know basis • Secure storage of physical records • Encrypted transmission of data submitted through our website • Staff training on privacy obligations No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

We do not sell, rent, or trade your personal information. We may disclose your information only in the following circumstances: • To other healthcare providers involved in your treatment (e.g., specialists, laboratories) with your consent • To your dental insurance provider for the purpose of processing claims • To regulatory bodies such as the RCDSO as required by law • To legal authorities when required by a court order, subpoena, or applicable law • To service providers who assist us in operating our practice (e.g., software providers), under strict confidentiality agreements Any third parties who receive your information are required to protect it in a manner consistent with this policy.

We retain patient records for a minimum of 10 years from the date of the last entry, or until a minor patient reaches the age of 28, whichever is longer — as required by the RCDSO. After the retention period, records are securely destroyed.

You have the right to: • Access the personal information we hold about you • Request corrections to inaccurate or incomplete information • Withdraw consent to the collection, use, or disclosure of your information (subject to legal and contractual restrictions) • File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated To exercise any of these rights, please contact our Privacy Officer in writing at the address or email listed in Section 1. We will respond within 30 days.

Our website collects personal information through patient intake forms. This information is transmitted securely and used solely for the purposes described in this policy. We do not use tracking cookies for advertising purposes, and we do not sell data to third parties.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated policy will be posted on this page with a revised effective date. We encourage you to review this policy periodically.

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact our Privacy Officer: Ocean Dental Care — Privacy Officer 204-1131 Nottinghill Gate, Oakville, ON L6M 1K5 Phone: 905-825-2344 Email: [email protected] If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca or 1-800-282-1376.