Privacy Policy

1. Introduction

Selkirk Dental Clinic is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy legislation.

Your Trust Matters: We understand that visiting a dental clinic requires sharing sensitive personal and health information. We take this responsibility seriously and are committed to maintaining the highest standards of privacy protection.

2. Information We Collect

Personal Information

We collect personal information that is necessary to provide you with quality dental care and clinic services. This may include:

  • Contact Information: Name, address, phone number, email address

  • Identity Information: Date of birth, gender, health card number

  • Emergency Contact: Name and contact information of emergency contacts

  • Insurance Information: Dental insurance provider details, policy numbers

  • Payment Information: Credit card details, billing information (securely processed)

Health Information

To provide appropriate dental care, we collect and maintain health information including:

  • Medical and dental history

  • Current medications and allergies

  • Dental examination findings and diagnoses

  • Treatment plans and procedures performed

  • X-rays, photographs, and other diagnostic images

  • Progress notes and treatment outcomes

Website and Digital Information

When you visit our website or use our digital services, we may collect:

  • Browser type and version

  • IP address and location data

  • Pages visited and time spent on our website

  • Appointment booking information

  • Communication preferences

3. How We Use Your Information

We use your personal and health information for the following purposes:

Primary Healthcare Purposes

  • Providing dental examinations, treatments, and ongoing care

  • Developing and implementing treatment plans

  • Maintaining accurate medical and dental records

  • Coordinating care with other healthcare providers when necessary

  • Managing medical emergencies

Administrative Purposes

  • Scheduling and confirming appointments

  • Processing payments and insurance claims

  • Sending appointment reminders and follow-up communications

  • Managing our patient database and clinic operations

  • Conducting quality assurance and improvement activities

Communication and Marketing

  • Sending health-related educational information

  • Providing updates about our services and clinic news

  • Conducting patient satisfaction surveys

  • Sending promotional materials (with your consent)

4. Information Sharing and Disclosure

We respect your privacy and will not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:

With Your Consent

  • Referrals to specialists or other healthcare providers

  • Insurance claim processing

  • Sharing information with family members as authorized by you

Legal and Regulatory Requirements

  • Compliance with court orders or legal proceedings

  • Reporting to public health authorities as required by law

  • Professional regulatory body investigations

  • Child protection services when legally required

Healthcare Operations

  • Dental laboratories for prosthetic work

  • Medical imaging centers for specialized diagnostics

  • Emergency medical services in urgent situations

Service Providers

We may share information with trusted service providers who assist us in operating our clinic, such as:

  • Practice management software providers

  • Appointment scheduling services

  • Payment processing companies

  • IT support and cloud storage providers

All service providers are required to maintain the confidentiality and security of your information.

5. Data Security and Protection

We implement comprehensive security measures to protect your personal and health information:

Physical Security

  • Secured clinic premises with controlled access

  • Locked filing cabinets for paper records

  • Restricted access to patient information areas

  • Secure disposal of confidential documents

Digital Security

  • Encrypted data transmission and storage

  • Secure, password-protected computer systems

  • Regular software updates and security patches

  • Firewall protection and antivirus software

  • Regular data backups with encryption

Staff Training and Policies

  • Regular privacy and security training for all staff

  • Confidentiality agreements with all employees

  • Access controls based on job responsibilities

  • Regular audits of information access and handling

6. Your Privacy Rights

As our patient, you have important rights regarding your personal and health information:

RightDescriptionAccessRequest access to your personal and health information in our recordsCorrectionRequest corrections to inaccurate or incomplete informationRestrictionRequest limits on how we use or disclose your informationWithdrawalWithdraw consent for certain uses (where consent is the legal basis)ComplaintFile a complaint about our privacy practices

To exercise these rights, please contact our Privacy Officer using the information provided at the end of this policy.

7. Data Retention

We retain your personal and health information in accordance with professional standards and legal requirements:

  • Active Patient Records: Maintained while you remain an active patient

  • Adult Patient Records: Retained for a minimum of 10 years after last treatment

  • Minor Patient Records: Retained until age of majority plus 10 years

  • Digital Records: Subject to the same retention periods as paper records

  • Marketing Information: Retained until you withdraw consent

After the retention period expires, information is securely destroyed using methods that prevent reconstruction or recovery.

8. Cookies and Website Analytics

Our website uses cookies and similar technologies to enhance your browsing experience:

Types of Cookies We Use

  • Essential Cookies: Required for basic website functionality

  • Analytics Cookies: Help us understand how visitors use our website

  • Preference Cookies: Remember your settings and preferences

  • Marketing Cookies: Used to deliver relevant advertisements (with consent)

You can control cookie settings through your browser preferences. Disabling certain cookies may limit website functionality.

9. Third-Party Services

Our website and clinic operations may integrate with third-party services:

  • Google Analytics: Website traffic and usage analysis

  • Appointment Booking Systems: Online scheduling platforms

  • Payment Processors: Secure credit card processing

  • Cloud Storage Providers: Encrypted data backup and storage

  • Email Marketing Platforms: Communication and newsletter services

These services have their own privacy policies and are selected based on their privacy and security standards.

10. International Data Transfers

Some of our service providers may store or process data outside of Canada. When this occurs:

  • We ensure appropriate safeguards are in place

  • Data is subject to the laws of the country where it is processed

  • We maintain contractual protections for your information

  • You will be informed when personal information is transferred internationally

11. Privacy Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we make significant changes:

  • We will post the updated policy on our website

  • We will notify active patients of material changes

  • The "Last Updated" date will be revised

  • We will obtain new consent where required by law

We encourage you to review this policy periodically to stay informed about how we protect your information.

12. Contact Information

Privacy Officer

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact our Privacy Officer:

Selkirk Dental Clinic

314 Connaught Ave, Revelstoke, BC V0E 2S0

250-837-5149

[email protected]

Privacy Complaints

If you believe your privacy rights have been violated, you may file a complaint with:

  • Our Privacy Officer (contact information above)

  • Office of the Privacy Commissioner of Canada
    Website:     www.priv.gc.ca
    Phone: 1-800-282-1376

  • College of Dental Surgeons of British Columbia
    Website:     www.cdsbc.org
    Phone: 604-736-3621

Your Privacy Matters: We are committed to maintaining your trust through transparent privacy practices and the secure handling of your personal information. If you have any concerns or questions, please don't hesitate to contact us.