White Orchid Dentistry — Website Privacy Policy

1. Information We Collect

We may collect the following types of personal information:

Personal Identification Information:

• Full name, date of birth, and gender
• Home address, phone number, and email address
• Health card number and insurance information

Dental & Medical Information:

• Dental and medical history
• Treatment records and clinical notes
• X-rays, photographs, and diagnostic records
• Prescription and medication information

Financial Information:

• Payment and billing information
• Insurance claim details

Website & Communication Information:

• Information submitted through our website contact and appointment request forms
• Email and phone communication records

2. How We Use Your Information

We collect and use your personal information for the following purposes:

• To provide dental care, treatment, and clinical services
• To schedule and manage appointments
• To process insurance claims and billing
• To communicate appointment reminders, follow-ups, and treatment recommendations
• To comply with legal and regulatory obligations
• To improve the quality of our dental services
• To respond to inquiries submitted through our website or by phone

We will not use your personal information for any purpose other than those listed above without your prior consent.

3. How We Share Your Information

White Orchid Dentistry does not sell, rent, or trade your personal information to third parties. We may share your information only in the following circumstances:

• With other healthcare providers — When necessary for your dental or medical treatment and with your consent
• With insurance providers — To process claims and obtain payment for services rendered
• With legal and regulatory authorities — When required by law, court order, or regulatory requirement
• With trusted service providers — Who assist us in operating our practice and website, subject to strict confidentiality agreements

4. How We Protect Your Information

White Orchid Dentistry takes the security of your personal information seriously. We implement appropriate physical, administrative, and technical safeguards to protect your information from unauthorized access, disclosure, alteration, or destruction including:

• Secure electronic record storage systems
• Password-protected computer systems
• Secure physical filing systems for paper records
• Staff training on privacy and confidentiality obligations
• Restricted access to patient records on a need-to-know basis

5. Retention of Your Information

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected and to comply with applicable legal and professional retention requirements. Dental records in Ontario are typically retained for a minimum of 10 years from the date of last treatment, or until a minor patient reaches the age of 28, whichever is later.

6. Your Rights

As a patient of White Orchid Dentistry, you have the right to:

• Access your personal information held by our clinic
• Request corrections to inaccurate or incomplete information
• Withdraw consent for the use of your information (subject to legal and contractual restrictions)
• Request information about how your personal data is being used and disclosed
• File a complaint if you believe your privacy rights have been violated

To exercise any of these rights, please contact us directly using the information provided below.

7. Cookies & Website Information

Our website may use cookies and similar technologies to improve your browsing experience and collect basic analytics information such as pages visited and time spent on the site. This information is used solely to improve our website and is not linked to any personally identifiable information.

You may disable cookies through your browser settings at any time. Please note that disabling cookies may affect the functionality of certain features on our website.

8. Third-Party Links

Our website may contain links to third-party websites. White Orchid Dentistry is not responsible for the privacy practices or content of any third-party websites. We encourage you to review the privacy policies of any external sites you visit.

9. Changes to This Privacy Policy

White Orchid Dentistry reserves the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically to stay informed about how we protect your information.

Last Updated: August 2026

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us:

White Orchid Dentistry
📍 3265 Carding Mill Trail, Unit #24, Oakville, ON L6M 5P7
📞 647-249-7318
📧 info@whiteorchiddentistry.com

Office Hours:

• Monday: 10:00 AM – 7:00 PM
• Tuesday: 10:00 AM – 7:00 PM
• Wednesday: 10:00 AM – 7:00 PM
• Thursday: 10:00 AM – 7:00 PM
• Friday: 10:00 AM – 7:00 PM
• Saturday: 10:00 AM – 5:00 PM
• Sunday: Closed

This Privacy Policy is governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, including the Personal Information Protection and Electronic Documents Act (PIPEDA).