Your privacy, protected.
How Avalon Dental collects, uses and protects your personal and health information, in the clinic and on this website.
1. Who we are
Avalon Dental is a dental practice at 2370 Tenth Line Road, Orléans, Ontario, led by Dr. Veenu Khubnani. As a health care provider in Ontario, we are a "health information custodian" under the Personal Health Information Protection Act, 2004 (PHIPA).
This policy explains how we handle two kinds of information: the health information we keep as part of your dental care, and the information you share with us through this website. Our Privacy Officer, [Name], is responsible for how we handle your information.
2. Information we collect
When you're a patient
- Your name, date of birth, contact details and emergency contact
- Your medical and dental history, medications and allergies
- Clinical notes, X-rays, photos, scans and treatment records
- Insurance, billing and payment information
- Details of family members or dependants you book for
Through our website
- Booking and contact forms: your name, phone number, email address, the service you're interested in, preferred times and your message
- Coverage check form: your insurance provider and plan or member numbers
Automatically, when you visit our website
- Basic technical information such as your browser, device type, pages visited and approximate location based on your IP address, collected through cookies and analytics tools [confirm tools, e.g. Google Analytics]
Please don't include detailed health information in website forms or emails. You can share it with us safely by phone or in person.
3. How we use your information
- To provide dental care and plan your treatment
- To book, confirm and remind you of appointments
- To submit insurance claims and pre-estimates, and to process payments
- To answer your questions and keep in touch about your care
- To meet our legal and professional obligations, including record-keeping rules set by the Royal College of Dental Surgeons of Ontario (RCDSO)
- To improve our website and services, using combined information that doesn't identify you
We will never use your health information for marketing without your express consent.
4. Your consent
When you share information with us for your care, we rely on your implied consent to use it, and to share it with others directly involved in your care, such as a specialist we refer you to or a dental lab. This is often called your "circle of care" and is permitted under PHIPA.
For anything else, such as sending your information to your insurer or adding you to a newsletter, we ask for your express consent. You can withdraw or limit your consent at any time, subject to legal limits. We'll explain how this may affect your care.
5. When we share information
- Other health care providers involved in your care, such as specialists, dental labs or your family doctor
- Your insurer or plan administrator, including government programs such as the Canadian Dental Care Plan, to process your claims, with your consent
- Service providers who help us run the practice, such as our practice management software, website platform, IT support and payment processors. They receive only what they need and must keep it confidential.
- When required or permitted by law, for example by a court order or our regulatory college
We never sell or rent your personal information.
6. Website forms, email and cookies
Our website forms are processed by our website platform, Webflow. Form submissions may be stored on servers outside Canada, including in the United States, where they may be subject to the laws of that country. [Confirm with your website setup.]
Email is not completely secure, so please avoid sending sensitive health details by email.
Our website uses cookies, small files saved in your browser, to work properly and to help us understand how visitors use the site. You can block or delete cookies in your browser settings, and the website will still work.
Our website links to other sites, such as Google Maps and Canada.ca. Their own privacy policies apply when you visit them.
7. How we protect your information
- Physical safeguards: restricted access to records and secure areas of the clinic
- Technical safeguards: password-protected systems, secure software and encryption where available
- Administrative safeguards: staff training, confidentiality agreements, and access on a need-to-know basis
If your information is ever lost, stolen or accessed without authorization, we'll notify you and, where required, the Information and Privacy Commissioner of Ontario.
8. How long we keep it
We keep dental records for as long as required by the RCDSO and Ontario law, generally at least 10 years after your last visit or, for children, at least 10 years after their 18th birthday. [Confirm with current RCDSO guidelines.]
Website messages that don't become part of a patient record are kept only as long as needed to respond to you. [Confirm period.] When information is no longer needed, we destroy it securely.
9. Your rights
- Access: you can ask to see or get a copy of your records. We'll respond within 30 days, as PHIPA requires, and may charge a reasonable fee for copies.
- Correction: you can ask us to correct information that is inaccurate or incomplete.
- Consent: you can withdraw or limit your consent at any time.
- Questions and complaints: you can ask how your information has been used or shared, and raise any concern with us.
To make a request, please contact our Privacy Officer in writing using the details below.
10. Children's privacy
Parents or legal guardians usually make decisions about their young children's information. In Ontario, the ability to consent isn't based on age alone, so an older child who understands their care may make their own decisions about their information.
Our website isn't directed at children, and we don't knowingly collect information from children online.
11. Changes to this policy
We may update this policy from time to time. The latest version will always be posted on this page, with the date it was last updated.
12. Contact us
If you have a question, request or concern about your privacy, please contact our Privacy Officer:
Privacy Officer[Name]Avalon Dental
Mail2370 Tenth Line RoadOrléans, ON [Postal code]
Phone & email : (613) 697-0727 - dr.khubnani@gmail.com