Legal

Privacy Policy

Last updated: August 27, 2026

Smile Studio Dental (“we”, “us”, or “our”) operates the website at smilestudiodental.ca (the “Website”) and provides dental services at 8500 Leslie St, Suite 220, Markham, ON L3T 7M8.

We are committed to protecting your privacy. We handle personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), and we handle personal health information as a health information custodian under Ontario’s Personal Health Information Protection Act, 2004 (PHIPA).

Information We Collect

Through the Website, we may collect personal information that you choose to provide, including:

  • Name
  • Email address
  • Telephone number
  • Address
  • Information you include in appointment requests, referral forms, or messages to us (which may include health-related details you choose to share)

Personal health information collected in the course of providing dental care is held in your patient record and handled under PHIPA. This policy focuses on information collected through the Website.

How We Use Your Information

We use the information you provide through the Website to respond to your inquiries, schedule and confirm appointments, process referrals, and communicate with you about your care. We do not sell your personal information.

Website Forms and Service Providers

Appointment request, contact, referral, and review forms on this Website are provided and processed by third-party service providers on our behalf. These providers have access to the information you submit only to perform these services for us and are required to protect it and not use it for other purposes. Please avoid including sensitive health details in website forms beyond what is needed to book your visit — we can discuss your health history privately at the clinic.

Cross-Border Processing and Storage

Some of our website, form, analytics, communication, hosting, and data storage service providers may process or store personal information outside Canada, including in the United States. When information is processed or stored outside Canada, it may be subject to the laws of that jurisdiction, including lawful access requests by courts, law enforcement, or government authorities. We use service providers under contractual and technical safeguards intended to protect personal information in a manner consistent with this Privacy Policy and applicable Canadian privacy laws.

Log Data, Cookies, and Analytics

When you visit the Website, we collect information that your browser sends (“Log Data”), which may include your IP address, browser type and version, the pages you visit, the date and time of your visit, and time spent on pages.

The Website uses cookies and similar technologies, including Google Tag Manager and analytics tools, to understand how visitors use the site and to improve it. You can set your browser to refuse cookies or to alert you when cookies are being sent; some portions of the Website may not function as intended without them.

Disclosure of Information

We do not disclose your personal information except with your consent, to service providers acting on our behalf as described above, or where required or permitted by law (for example, in response to a court order or subpoena).

Safeguards

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information to protect it against loss, theft, and unauthorized access, use, or disclosure. These include limiting access to personal information on a need-to-know basis, storing records securely, and requiring the service providers who process information on our behalf to protect it under contractual and technical safeguards. No method of transmission over the Internet or method of electronic storage is completely secure, so we cannot guarantee absolute security.

Data Retention

We keep personal information only for as long as it is needed for the purposes for which it was collected, or as required by law and professional record-keeping obligations, after which it is securely destroyed or de-identified. Retention periods vary by the type of information:

  • Dental records and personal health information. Patient records are retained in accordance with the record-keeping requirements of the Royal College of Dental Surgeons of Ontario (RCDSO). Current RCDSO requirements call for a patient’s records to be kept for at least ten (10) years from the date of the last entry. For patients who were minors at their last visit, records are kept until at least ten (10) years after the patient reaches the age of majority.
  • Website form submissions and inquiries. Information you submit through appointment, contact, referral, and review forms is retained only for as long as needed to respond to and act on your request and to keep a reasonable business record, after which it is deleted from the systems used to receive it. Any files you upload through a referral form may be transferred to our patient management system and removed from the intake system used to transmit them when no longer needed there.
  • Log and analytics data. Website log and analytics data is retained on a limited basis in accordance with the retention settings of the analytics tools we use.

Data Deletion and Disposal

When personal information reaches the end of its retention period, or when you make a valid deletion request that we are able to honour, we securely delete, destroy, or de-identify it using methods appropriate to the media and the sensitivity of the information. Where information forms part of your dental record, we are required to retain it for the minimum period set by law and professional obligations even if you ask us to delete it sooner; in those cases we will keep it secure and limit its use to what the law requires until it can be destroyed.

Children’s Privacy

We provide dental care to patients of all ages, including children. Information about a child should be provided to us by the child’s parent or legal guardian, and we collect and use it only to provide care and communicate with the family. If you believe a child has submitted personal information to us through the Website without the involvement of a parent or guardian, please contact us and we will delete it.

Your Rights

Subject to applicable law and our professional record-keeping obligations, you have the right to access the personal information we hold about you, to request corrections, to request deletion of personal information we are not required to retain, and to withdraw consent to certain uses. To make any of these requests, contact our Privacy Officer using the details below. You also have the right to make a complaint to the Office of the Privacy Commissioner of Canada or, for personal health information, to the Information and Privacy Commissioner of Ontario.

Links to Other Sites

The Website may contain links to sites that are not operated by us. We have no control over, and assume no responsibility for, the content or privacy practices of third-party sites. We encourage you to review the privacy policy of every site you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes are effective when posted on this page, and the “Last updated” date above will be revised accordingly. We encourage you to review this page periodically.

Contact Us

If you have questions about this Privacy Policy or wish to access or correct your information, contact our Privacy Officer:

Smile Studio Dental
8500 Leslie St, Suite 220, Markham, ON L3T 7M8
Phone: 905-771-1611
Email: frontdesk@smilestudiodental.ca