Privacy Policy
Effective Date: September 12, 2026
Emerald View Dental (“Emerald View Dental,” “we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of the personal information and personal health information entrusted to us.
This Privacy Policy explains how we collect, use, disclose, store, and protect information obtained through our website, appointment forms, communications, and dental services.
Our privacy practices are guided by applicable Canadian and Ontario privacy laws, including the Personal Health Information Protection Act, 2004 (PHIPA) and, where applicable, the Personal Information Protection and Electronic Documents Act (PIPEDA).
1. Information We May Collect
Depending on how you interact with our website or clinic, we may collect:
- Your name, telephone number, email address, and mailing address
- Your date of birth and other identifying information
- Appointment requests and scheduling preferences
- Dental and medical history
- Treatment records, diagnostic images, X-rays, prescriptions, and clinical notes
- Insurance and billing information
- Information you submit through our website forms, email, telephone, or in person
- Communications between you and our clinic
- Technical website information, such as your IP address, browser type, device type, pages visited, and general website usage data
- Cookie and analytics information, where enabled
Please do not submit highly sensitive medical, financial, or identification information through a general website contact form or ordinary email unless specifically requested by our clinic.
2. How We Collect Information
We may collect information:
- Directly from you
- From a parent, guardian, substitute decision-maker, or authorized representative
- From another healthcare provider involved in your care
- From dental laboratories, pharmacies, insurers, or benefit providers
- Through our website, appointment forms, telephone calls, emails, and in-person visits
- Automatically through cookies, security tools, and website analytics technologies
Where required, we obtain your consent before collecting, using, or disclosing your information.
3. How We Use Your Information
We may use your information to:
- Schedule, confirm, change, or cancel appointments
- Provide dental examinations, diagnoses, treatment, and follow-up care
- Maintain accurate patient and clinical records
- Communicate with you regarding your dental care
- Send appointment reminders and administrative notifications
- Coordinate care with other healthcare professionals
- Process insurance claims, payments, and billing
- Respond to questions, requests, or complaints
- Maintain the safety and security of our patients, staff, website, and systems
- Improve our website, services, and patient experience
- Meet professional, regulatory, insurance, accounting, and legal requirements
- Send promotional or educational communications where you have provided consent
You may withdraw your consent to receive promotional communications at any time. Withdrawal of consent will not affect essential communications related to your appointments, treatment, billing, or legal obligations.
4. Personal Health Information
Emerald View Dental acts as a health information custodian under Ontario law when it collects and maintains personal health information in connection with dental care.
We collect, use, and disclose personal health information only as permitted or required by law and only to the extent reasonably necessary for the relevant purpose.
Your information may be accessed by authorized members of our dental team and service providers who require it to perform their responsibilities. These individuals and organizations are required to maintain appropriate confidentiality and security.
5. Consent
Consent may be express or implied, depending on the circumstances and applicable law.
When you provide information to schedule an appointment, receive treatment, submit an insurance claim, or communicate with our clinic, you consent to the reasonable collection, use, and disclosure of that information for those purposes.
You may withdraw or limit your consent, subject to legal, contractual, professional, and clinical restrictions. A withdrawal of consent cannot apply retroactively and may affect our ability to provide certain services.
6. When We May Share Information
We do not sell or rent your personal information or personal health information.
We may share information, where appropriate, with:
- Dentists, dental hygienists, dental assistants, specialists, and other healthcare providers involved in your care
- Dental laboratories, imaging providers, pharmacies, and referral partners
- Insurance companies and benefit administrators
- Payment processors and billing service providers
- Website hosting, appointment management, communications, information technology, and security providers
- Professional advisers, auditors, insurers, or regulatory authorities
- Government, law enforcement, or public health authorities when permitted or required by law
We may also disclose information with your consent or when necessary to comply with a court order, prevent serious harm, investigate suspected fraud or unlawful activity, or fulfil another legal obligation.
When possible, we limit disclosure to the minimum information reasonably necessary for the intended purpose.
7. Website Forms and Communications
When you complete an appointment or contact form, we may collect the information you provide so that our team can respond to your request.
Submitting an online appointment request does not guarantee an appointment. An appointment is confirmed only after you receive confirmation from our clinic.
Email, text messaging, and general website forms may not always be fully secure. Please contact our office by telephone if you need to discuss confidential or urgent health information.
Our website and email services are not intended for dental or medical emergencies. If you are experiencing a serious or life-threatening emergency, call 911 or seek immediate medical assistance.
8. Cookies and Website Analytics
Our website may use cookies and similar technologies to:
- Support essential website functions
- Remember visitor preferences
- Understand how visitors use our website
- Measure website performance
- Improve our content and services
- Protect the website from fraud, spam, and security threats
- Measure the effectiveness of advertising, where applicable
Some cookies may be provided by third-party services, such as analytics, advertising, embedded maps, videos, or social media platforms.
You can restrict or disable cookies through your browser settings. Disabling certain cookies may affect the operation or availability of some website features.
9. Third-Party Services and International Processing
We may use third-party providers to host our website, process payments, manage appointments, deliver communications, provide analytics, or support other business operations.
Some service providers may store or process information outside Ontario or Canada. In those circumstances, information may be subject to the laws of the jurisdiction in which it is processed. We take reasonable steps to select providers that use appropriate privacy and security safeguards.
Our website may contain links to third-party websites. We are not responsible for the privacy practices, security, or content of external websites.
10. Information Security
We use reasonable administrative, physical, and technical safeguards designed to protect information against unauthorized access, use, disclosure, alteration, loss, or destruction.
These safeguards may include:
- Confidentiality obligations and staff privacy training
- Access controls and authentication measures
- Secure record-storage practices
- System monitoring, backups, and security software
- Procedures for responding to privacy and security incidents
- Secure disposal or destruction of records when appropriate
No website, email system, wireless transmission, or electronic storage method can be guaranteed to be completely secure. If we identify a privacy breach, we will investigate and respond in accordance with applicable law.
11. Retention of Information
We retain personal information and personal health information for as long as reasonably necessary to:
- Provide dental care and maintain continuity of treatment
- Meet professional recordkeeping requirements
- Process payments and insurance claims
- Resolve disputes or complaints
- Comply with legal, tax, regulatory, and insurance obligations
When information is no longer required, it will be securely deleted, destroyed, or anonymized, subject to applicable retention requirements.
12. Accessing or Correcting Your Information
You may request access to your personal information or personal health information held by Emerald View Dental. You may also request that incomplete or inaccurate information be corrected.
Requests should be submitted to our Privacy Officer using the contact information below. We may ask you to provide identification and sufficient details to locate the requested records.
Access or correction may be limited or refused where permitted or required by law. A reasonable fee may apply to certain record-access requests, and an estimate will be provided where required.
13. Children’s Privacy
Our dental services may be provided to children and minors. Personal information and personal health information relating to minors will be handled in accordance with applicable consent, capacity, guardianship, and privacy requirements.
Our website is not designed to knowingly collect information directly from children without the involvement or authorization of a parent, guardian, or legally authorized representative, where required.
14. Privacy Questions or Complaints
If you have a question, concern, access request, correction request, or complaint regarding our privacy practices, please contact:
Privacy Officer
Emerald View Dental
4750 Yonge Street, Unit 330
Toronto, Ontario M2N 0J6
Canada
Email: emeraldviewdental@gmail.com
Telephone: (416) 225-9777
New Patient Line: (647) 945-0105
We will review and respond to privacy concerns in accordance with applicable law.
If your concern is not resolved to your satisfaction, you may contact the Information and Privacy Commissioner of Ontario regarding personal health information or the Office of the Privacy Commissioner of Canada, where applicable.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technologies, privacy practices, or legal obligations.
The updated version will be posted on this website with a revised effective date. We encourage you to review this page periodically.
16. Contact Us
For general inquiries or information about our dental services, please contact:
Emerald View Dental
4750 Yonge Street, Unit 330
Toronto, Ontario M2N 0J6
Canada
Email: emeraldviewdental@gmail.com
Telephone: (416) 225-9777
New Patient Line: (647) 945-0105
Website: https://emeraldviewdental.ca