At Magnolia Dental Guelph, your privacy isn’t just a policy — it’s a priority. We understand the importance of safeguarding your personal, health, and financial information. Whether you’re booking an appointment, exploring treatment options, or filling out online forms, you can trust that your data is protected with the highest level of confidentiality and care.

I. Information We Collect and How We Collect It

When you interact with our website, clinic, or digital services, we may collect specific types of personal information to serve you better:

• Personal Identifiable Information (PII): Includes your name, phone number, email address, home address, and date of birth.
  
• Medical & Dental Information: Details about your dental history, health conditions, medications, allergies, and treatment preferences.
  
• Appointment & Insurance Information: Health card numbers, insurance providers, billing preferences, and treatment plans.
  
• Online Interaction Data: IP address, browser type, pages visited, and time spent on our site — collected via cookies to enhance user experience.
  

We collect information through:

• Online forms
  
• Appointment booking systems
  
• In-clinic patient intake forms
  
• Direct communication via phone, email, or live chat
  

II. Why We Collect This Information

The data we collect helps us:

• Deliver personalized dental care
  
• Manage appointments and billing efficiently
  
• Communicate important updates, reminders, and offers
  
• Improve our website functionality and user experience
  
• Ensure compliance with legal and regulatory requirements under Ontario health privacy laws
  

III. How We Use Your Information

Your information is used responsibly and only for legitimate clinical and administrative purposes:

• Clinical care: Creating dental treatment plans tailored to your needs
  
• Billing & insurance processing
  
• Internal analytics to improve our services and operations
  
• Marketing communications (only if you’ve opted in)
  
• Reminders and follow-ups related to appointments and treatments
  

IV. Sharing of Information

We do not sell, rent, or trade your personal data to third parties.

Your information may be shared only under these conditions:

• With third-party service providers (e.g., labs, specialists, insurance carriers) with your consent
  
• With government authorities if legally required
  
• With IT and data storage vendors who comply with Canadian data protection laws
  

All partners are bound by confidentiality agreements and data protection standards consistent with Ontario’s Personal Health Information Protection Act (PHIPA).

V. Data Security Measures

We’re serious about security. Your information is protected through:

• Encrypted patient management systems
  
• Secure servers and firewalls
  
• Access controls limited to authorized staff
  
• Routine audits and updates to prevent unauthorized access
  
• Regular malware scans and system backups
  

We never store credit card information or ask for sensitive financial data online. All in-clinic payments are securely processed.

VI. Data Retention

Your information is stored for as long as necessary to fulfill the purpose for which it was collected, or as required by law. Data is retained securely:

• Physically in locked filing cabinets in restricted areas
  
• Digitally on encrypted servers with password-protected access
  

You may request a copy of your personal data or ask for deletion, subject to medical and legal retention requirements.

VII. Use of Cookies and Website Tracking

Our website may use cookies and analytical tools to:

• Enhance your browsing experience
  
• Understand visitor behavior
  
• Serve relevant content and ads (only if you’ve opted in)
  

You can adjust your browser settings to disable cookies at any time, although this may affect site functionality.

VIII. External Websites and Links

Occasionally, our website may contain links to trusted partners, blogs, or third-party resources. However, once you leave our site, we are not responsible for the privacy practices of those external websites.

We recommend reviewing their privacy policies separately.

IX. Your Rights and Choices

You have the right to:

• Access, correct, or delete your personal data
  
• Withdraw consent to communication
  
• Request restriction of data processing
  
• Submit a privacy concern or complaint
  

To exercise your rights, simply contact our office, and we’ll be happy to assist.

X. Contact Us

If you have questions, concerns, or would like to know more about our privacy practices, please reach out to us:

📍 Magnolia Dental Guelph
📞 Phone: 647-361-0207
📧 Email: info@magnoliadentalguelph.ca
🌐 Website: magnoliadentalguelph.ca

We are committed to maintaining transparency, trust, and patient-first care in everything we do — including how we handle your data.