Privacy & Compliance Lead - Dental Clinic

Thank you for trusting us to look after your oral health care needs. We consider it a privilege to care for you and we always work hard to maintain your trust and confidence. Part of maintaining your trust means ensuring you know about our practice and how we utilize and safeguard your personal health information.

A little bit about our practice

At Promontory Dental we are committed to ensuring a professional, safe, and trusted office environment. All clinical dentistry services are performed by dental professionals in good standing with the BC College of Oral Health Professionals (BCCOHP).

To provide you with optimized oral health care and excellent service we use, store, and analyze certain personal health information that we (a) collect from you, (b) generate through diagnostic testing and treatment planning, or (c) receive from your other health care providers.

We will not collect, disclose, or use any of your information without your knowledge or consent. Only persons with a clinical (or related administrative) need to know a piece of information will be granted access to that information. In the same vein we embrace the principle that only the necessary amount of information shall be disclosed for any task or function. Our staff are trained on the importance of keeping your information safe, secure and confidential.

Our designated privacy officer can be reached at privacy.officer@dentalcorp.ca should you have any questions or concerns. We appreciate your feedback.

Below you will find our office’s privacy policy. By signing, you acknowledge that you have read and understood the information provided in the policy and that you consent to the practices it describes. Feel free to ask us any questions you might have.

Thank you very much for the privilege of assisting you with your oral health care needs. We look forward to caring for your smile.

Privacy Policy Consent Form

First Name

Last Name

Email Address

Acknowledgement

• By checking this box and submitting this form, I confirm I have received and agree to Promontory Dental’s Privacy Policy.

There are a few categories of information we normally collect. The first is personal information such as name, address, other contact information, insurance information, and financial / billing information, which may include credit card numbers and other such information. To the extent we collect credit card information, it is done in compliance with Payment Card Industry Data Security Standards (PCI DSS).

We also collect and generate personal health information including such things as :

We believe it is important that you know how we use your information. To that end, we only collect, use and disclose information about you for the following purposes :

While the above list is rather long, we believe it better to be over-inclusive. Many of the items listed above are unlikely to apply to you.

Before personal information is used or disclosed for a purpose not previously identified, we will advise you of this new purpose or disclosure and will only proceed with your consent.

Electronic Communication

When we communicate with you, we may communicate via electronic means, such as e-mail or SMS text message. We strive to ensure that our Commercial Electronic Messages (“CEMs”) are sent with consent, identifying information and unsubscribe mechanisms. We require all CEMs from our Office to be in compliance with privacy and anti-SPAM laws. If and when we communicate with you using CEMs, you can opt out of receiving such messages by following the “Unsubscribe” link included at the bottom of such messages or by contacting our office practice manager. If our Office inadvertently sends out a CEM without consent, we commit to investigating every such instance and assisting the employee(s) or managers involved with renewing their understanding and awareness of our compliance responsibilities.

How is your information stored and who has access to it?

Your information may be kept in physical form (files, models, etc.) in which case it is either guarded by staff or stored in a locked and secure file cabinet or safe. Digital information may be stored on encrypted file servers in secure / access-controlled locations. Digital information is password protected and stored on systems which save audit trails in the event unauthorized access must be investigated. Our systems are protected by industry standard IT security hardware and software measures.

We may enter into agreements with third-party providers specializing in data storage and protection. Sometimes that data is securely stored in the cloud, which may include locations outside of Canada. In those instances, only persons contractually obligated to secure and protect your data will be able to access that data. We will only enter into contractual agreements with providers which meet Canadian legal standards and requirements for storage and protection of personal health information.

We may also share aggregate and non-identifiable data with research institutions or third-party providers to advance oral health care. This is explicitly permitted by legislation as it poses minimal to no risk to patients but has the potential to greatly enhance health care effectiveness. We will only share such data with persons or providers who enter into the necessary agreements to keep information confidential and to safeguard and protect such data.

Your health information is stored for the minimum retention periods as required by applicable law or regulation, after which, it is either destroyed or made anonymous.

We work with experts to further protect your information

To meet the complex and every-changing requirements of dental practice and practice administration, we partner with experts to improve the health care services we deliver and to administer our dental offices more effectively.

In addition to the independent duty of each health care provider to respect and safeguard your privacy rights, our dentists and health care providers partner with Dr. Larry Podolsky Dental Corporation which, among other things, is our designated corporate custodian for patient health information. Dentalcorp Health Services, Ltd. (“DHS”) acts as our designated Information Manager in addition to providing technical services to our office. As Information Manager, DHS utilizes best industry standards and technology along with a robust cybersecurity program to protect patient privacy and to ensure compliance with all local and federal laws.

For Users of Our Online Services

Google Ads

We use the online advertising program Google Ads (including enhanced conversions for web). Google Ads enables us to display ads in the Google search engine or on third-party websites, if the user enters certain search terms into Google. For conversion tracking, the information about your use of this website (e.g. IP address) and submitted through our forms (e.g. email address, name, and / or phone number) is transmitted to Google where it will be used to evaluate your use of the website.

You may opt out of the automated collection of information by third-party ad networks for the purpose of delivering advertisements tailored to your interests, by visiting the consumer opt-out page for the Self-Regulatory Principles for Online Behavioural Advertising at http : / / www.aboutads.info / choices / and you can edit or opt out of personalized and non personalized ads by visiting http : / / www.google.com / ads / preferences / .

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