MI Dental – Privacy Policy

At MI Dental, we are committed to protecting the privacy and confidentiality of our patients’ personal and health information. We recognize that trust is the foundation of the doctor–patient relationship, and we take our responsibility to safeguard your information seriously.

Our privacy practices comply with the requirements of the Personal Health Information Protection Act and other applicable privacy laws in Ontario.

1. Information We Collect

We collect personal and health information necessary to provide safe, effective, and efficient dental care.

This may include:

• Personal Information: Name, date of birth, address, phone number, email
• Health Information: Medical history, dental history, radiographs, clinical notes, treatment plans
• Administrative Information: Appointment records, communications, consent forms
• Insurance Information: Policy details required for claim processing

We do not retain sensitive financial information, such as banking details or stored credit card data.

2. How We Collect Information

We collect information through:

• Direct interactions with patients (in person, phone, or forms)
• Medical and dental history forms
• Referrals from other healthcare providers
• Insurance providers (where applicable)
• Digital platforms, including our website and online forms

3. Purpose of Collecting Information

Your information is collected and used for the following purposes:

• To provide dental diagnosis, treatment, and care
• To communicate with you regarding appointments and treatment
• To process insurance claims and predeterminations
• To maintain accurate clinical and administrative records
• To comply with legal and regulatory requirements

We limit the collection and use of information to what is necessary for these purposes.

4. Consent

We obtain your consent for the collection, use, and disclosure of your information.

• Implied Consent: For routine care and sharing within the healthcare “circle of care”
• Express Consent: For disclosures outside routine care (e.g., third-party providers)

You have the right to withdraw consent at any time, subject to legal and clinical limitations.

5. Disclosure of Information

We may disclose your information when necessary to:

• Insurance providers for claims and coverage verification
• Dental laboratories and specialists involved in your care
• Regulatory authorities as required by law
• Legal authorities when mandated

We ensure that only the minimum necessary information is shared.

6. Safeguarding Your Information

We employ a combination of administrative, technical, and physical safeguards to protect your information, including:

• Secure network infrastructure with firewalls and segmentation
• Endpoint protection systems across devices
• Encrypted data storage and secure cloud backups
• Role-based access controls for staff
• Strong password policies and authentication measures
• Regular monitoring and updates of our systems

While no system can guarantee absolute security, we take reasonable and appropriate steps to protect your information from unauthorized access, loss, or misuse.

7. Retention and Storage

We retain patient records in accordance with regulatory requirements:

• Typically, records are maintained for at least 10 years after the last patient visit
• For minors, records are retained for 10 years after reaching the age of majority

When records are no longer required, they are securely destroyed or permanently deleted.

8. Your Rights

You have the right to:

• Access your personal and health information
• Request corrections to your records
• Ask how your information has been used or disclosed
• Withdraw consent (subject to legal and clinical considerations)

Requests can be made through our Privacy Officer (see below).

9. Website and Digital Privacy

When you visit our website:

• We may collect limited technical data (e.g., cookies, analytics) to improve user experience
• Online forms are used to securely transmit information to our office
• Email communication may not always be fully secure; we recommend limiting sensitive information in email correspondence

We may use third-party services for hosting, analytics, and communication, which are required to maintain appropriate privacy and security standards.

10. Privacy Breach Protocol

In the event of a privacy breach involving your personal or health information:

• We will take immediate steps to contain and assess the situation
• Affected individuals will be notified where required
• We will comply with all reporting obligations under applicable law
• Corrective measures will be implemented to prevent recurrence

11. Privacy Officer Contact Information

If you have questions, concerns, or requests regarding your privacy, please contact:

Maria
Privacy Officer
MI Dental
📧 maria@midental.ca
📞 519-894-9444
📍 1606 Battler Road, Kitchener, ON, N2R 0C9

12. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most current version will always be available upon request and on our website.