FR Dentistry - Privacy Policy
Effective Date: Sep 30, 2026
FR Dentistry is committed to protecting the privacy, confidentiality, and security of the personal information and personal health information entrusted to us. We handle personal information in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and other applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable.
1. Information We May Collect
Depending on how you interact with our clinic or website, we may collect:
- Your name, date of birth, address, telephone number, and email address
- Appointment requests and preferred contact information
- Dental and medical history relevant to your care
- Information about dental symptoms, concerns, treatment, and referrals
- Dental records, radiographs, photographs, and supporting documents
- Insurance, CDCP, billing, and payment-related information
- Information submitted by referring dental or healthcare providers
- Website information such as IP address, browser type, pages visited, and cookie or analytics data
We limit the collection of personal information to what is reasonably necessary for the purpose identified.
2. How We Collect Information
We may collect information:
- Directly from you in person, by telephone, email, secure online form, or written form
- From a parent, legal guardian, or authorized substitute decision-maker
- From another dental or healthcare provider involved in your care
- From insurance providers, CDCP administrators, or other authorized organizations
- Automatically through cookies or website analytics technologies
3. How We Use Your Information
We may use your information to:
- Respond to questions and appointment requests
- Schedule, confirm, or change appointments
- Assess, provide, and coordinate dental care
- Develop and discuss treatment plans
- Process referrals and communicate with authorized healthcare providers
- Submit insurance or CDCP claims and predeterminations
- Maintain accurate clinical and financial records
- Send appointment reminders and care-related communications
- Meet professional, regulatory, legal, and quality-assurance requirements
- Maintain and improve the security and functionality of our website and services
| Our commitment FR Dentistry does not sell patient or website-user information. |
4. Consent
We obtain consent for the collection, use, and disclosure of personal information as required by law.
In certain circumstances, consent may be implied when information is collected, used, or shared for the purpose of providing or assisting with healthcare. Express consent may be required when information is used or disclosed for another purpose.
You may withdraw your consent by contacting us, subject to legal, professional, or contractual restrictions. Withdrawing consent may affect our ability to provide certain services.
Consent for optional marketing communications will be requested separately and will not be a condition of receiving dental care.
5. When Information May Be Disclosed
Personal information may be shared only as reasonably necessary with:
- Members of the FR Dentistry team involved in your care
- Dental laboratories, specialists, referring providers, and other authorized healthcare professionals
- Insurance companies, CDCP administrators, and benefit providers
- Technology, scheduling, website, record-management, or payment service providers acting on our behalf
- Government, regulatory, or legal authorities when permitted or required by law
We take reasonable steps to limit disclosures to the information necessary for the identified purpose.
6. Service Providers and Information Processing
FR Dentistry may use third-party service providers to support website hosting, secure forms, appointment management, communications, analytics, data storage, or other clinic operations.
Some service providers may process or store information outside Ontario or Canada. In those circumstances, the information may be subject to the laws of the jurisdiction where it is processed. We take reasonable steps to select service providers that use appropriate privacy and security safeguards.
7. Safeguarding Your Information
FR Dentistry uses reasonable administrative, technical, and physical safeguards to protect personal information against loss, theft, unauthorized access, use, disclosure, copying, modification, or disposal.
Access to patient information is limited to authorized individuals who require it to perform their duties. However, no electronic transmission or storage system can be guaranteed to be completely secure.
| Secure submission Please use the secure upload feature when submitting dental records, radiographs, or other sensitive documents. Regular email may not provide the same level of security. |
8. Retention and Secure Disposal
Personal information and dental records are retained only for as long as required for patient care and to meet applicable legal, regulatory, and professional recordkeeping requirements.
When information is no longer required, it is securely destroyed or anonymized in accordance with applicable requirements.
9. Accessing or Correcting Your Information
You may request access to your personal health information or ask us to correct information that you believe is inaccurate or incomplete.
Requests may be subject to identity verification and any limitations permitted by law. To submit a request, please contact the FR Dentistry Privacy Officer using the information below.
10. Website Forms and Appointment Requests
Information submitted through our website forms will be used to respond to your inquiry, process your referral, or coordinate an appointment or dental care.
Submitting an online form does not confirm an appointment. A member of our team will contact you to confirm availability.
| Urgent concerns Website forms should not be used for urgent or life-threatening concerns. For urgent dental concerns, please call (905) 470-5042. For a medical emergency, call 911 or seek immediate medical assistance. |
11. Cookies and Website Analytics
Our website may use cookies and analytics technologies to support website functionality, understand how visitors use the website, and improve the user experience.
You may be able to block or delete cookies through your browser settings. Disabling certain cookies may affect some website functions.
12. Changes to This Policy
This Privacy Policy may be updated periodically to reflect changes in our practices, technology, legal requirements, or services. The effective date displayed at the top of the page will identify the most recent version.
13. Questions, Access Requests, or Complaints
Questions, requests, or concerns about privacy or the handling of your information may be directed to:
| Privacy Officer – FR Dentistry 1396 Don Mills Road, Unit B112 North York, Ontario M3B 0A7 Phone: (905) 470-5042 Email: [email protected] |
If your concern is not resolved to your satisfaction, you may contact the Information and Privacy Commissioner of Ontario through www.ipc.on.ca.