Privacy Policy

Privacy

Privacy Policy

Last updated: August 27, 2026. Fairmont Dental Centre is committed to protecting the privacy and confidentiality of our patients' personal information and personal health information. This policy explains how we collect, use, disclose, retain, and safeguard information when you contact us, request an appointment, receive care from our clinic, or use this website.

This policy is intended to reflect our responsibilities under Ontario's Personal Health Information Protection Act, 2004 (PHIPA), Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), and other applicable privacy requirements. If there is any difference between this summary and applicable law, the law will apply.

Who We Are

Fairmont Dental Centre provides dental services at 613 Hamilton Road, London, ON N5Z 1S8. For privacy questions or requests, contact our Privacy Officer by email at info@fairmontdental.ca, by phone at (519) 451-4490, or by mail at the clinic address above.

Information We Collect

We may collect personal information and personal health information that you provide directly, that is created during your care, or that is reasonably needed to provide dental services. This may include your name, contact details, date of birth, health history, dental charting, treatment notes, diagnostic images, appointment history, insurance or CDCP details, billing records, consent records, correspondence, and information submitted through website forms.

When you use our website, we may also collect limited technical information such as your IP address, browser type, device information, pages visited, time spent on pages, referring pages, and analytics events. We may use cookies or similar technologies to operate the website, understand usage, support security, and improve user experience.

How We Use Information

We use information to provide dental care, assess oral health, plan and document treatment, schedule appointments, respond to questions, process payments and insurance claims, communicate with patients, meet legal and professional obligations, maintain accurate records, protect clinic and website security, improve our services, and manage clinic operations.

We do not sell patient personal information or personal health information. We only use information for purposes that are permitted by law, required to provide care, or authorized by consent.

Consent

By seeking care from Fairmont Dental Centre, providing information to us, or using our website forms, you consent to the collection, use, and disclosure of information for the purposes described in this policy and as permitted by law. In many care-related situations, PHIPA allows us to rely on implied consent within the patient's circle of care unless you tell us otherwise.

You may withdraw or limit consent where permitted by law. Some limits may affect our ability to provide care, process insurance claims, or communicate with you. We will explain any practical consequences when applicable.

Disclosure of Information

We may disclose information to dentists, hygienists, specialists, laboratories, pharmacies, physicians, hospitals, insurers, CDCP/Sun Life administrators, payment processors, technology vendors, records-management providers, professional advisors, regulators, and other parties where disclosure is needed for care, payment, clinic administration, or legal and professional obligations.

We may also disclose information when required or permitted by law, including in response to a court order, subpoena, mandatory report, health-system requirement, regulatory investigation, or to reduce a significant risk of serious bodily harm.

Service Providers and Website Tools

We may use trusted service providers to host the website, process forms, manage analytics, maintain software, support appointment requests, and assist with clinic operations. These providers are expected to use information only for the services they provide to us and to protect it with appropriate safeguards.

Some service providers, technology platforms, analytics tools, form processors, cloud hosting providers, communications systems, or support vendors may process or store personal information or personal health information outside Canada, including in the United States. When information is processed or stored in another country, it may be subject to that country's laws and lawful access requests by courts, law enforcement, or government authorities. We use contractual, administrative, and technical safeguards that are appropriate in the circumstances to help protect information handled by these providers.

Our website may contain links, maps, review widgets, analytics tools, or other third-party services. Those services may have their own privacy practices. We encourage you to review their policies before using third-party websites or tools.

Safeguards

We use administrative, technical, and physical safeguards intended to protect information against unauthorized access, use, disclosure, loss, or theft. These safeguards may include role-based access, staff privacy expectations, secure systems, password controls, locked or access-controlled areas, secure disposal practices, and vendor safeguards.

No method of transmission or storage is perfectly secure. If you have an urgent or highly sensitive matter, please call the clinic rather than submitting detailed health information through a general website form.

Data Retention

We retain information only for as long as needed for the purposes described in this policy, to provide ongoing care, to meet legal and professional obligations, and to support legitimate clinic operations.

Clinical and personal health records: Dental and personal health records are retained according to Ontario health privacy law and applicable dental professional requirements. In general, Ontario dental records are retained for at least 10 years from the date of the last entry in the record. For minors, records are generally retained for at least 10 years after the patient reaches the age of majority.

Website form submissions and inquiries: Information submitted through contact or appointment forms is retained for as long as needed to respond to the inquiry, coordinate care, document communications, complete any related administrative follow-up, and meet legal or professional obligations. If a website inquiry becomes part of a patient record, it may be retained with that record.

Log and analytics data: Website logs, analytics data, security records, and similar technical information are retained for limited periods needed to operate, secure, troubleshoot, and improve the website, unless a longer period is required for security, legal, or business reasons.

Data Deletion and Disposal

When information is no longer needed, we take reasonable steps to securely delete, destroy, de-identify, or anonymize it, depending on the type of record and our legal, professional, and technical obligations. Paper records may be shredded or otherwise securely destroyed, and electronic records may be deleted, overwritten, archived, or de-identified using safeguards appropriate to the system involved.

Because dental and health records must often be kept for legally required retention periods, we may not be able to delete information immediately on request. Where deletion is not legally or professionally permitted, we will explain the applicable limits and continue to protect the information according to this policy.

Your Rights

Subject to legal and professional limits, you may request access to your records, ask us to correct incomplete or inaccurate information, request deletion of information where permitted, withdraw or limit consent, ask questions about our privacy practices, or make a privacy complaint. We may need to verify your identity before processing a request.

If you are not satisfied with our response, you may contact the Information and Privacy Commissioner of Ontario for PHIPA matters or the Office of the Privacy Commissioner of Canada for PIPEDA matters.

Children and Family Members

We collect information about children and dependants when needed to provide care and communicate with parents, guardians, or substitute decision-makers. Access to a child's or dependant's information is handled according to applicable consent, capacity, custody, and privacy rules.

Website Forms and Email

Information submitted through appointment or contact forms is used to respond to your inquiry and coordinate care. Please avoid sending detailed clinical information through website forms or regular email unless requested by our team. If you submit a form, we may contact you by phone, email, or text using the details provided.

Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised date. We encourage you to review this page periodically.