Privacy Policy

1. Introduction & Commitment to Privacy

At BramCare Dental Centre, we are dedicated to protecting your privacy and ensuring the confidentiality of your personal and health information. Our practices strictly comply with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario's Personal Health Information Protection Act (PHIPA). This policy explains our commitment to protecting your health information and outlines your rights as a patient.

2. Information We Collect

To provide you with safe, professional, and comprehensive dental care, we collect and store:

• Patient Contact Information: Your name, home address, phone numbers, and email address.
• Medical & Dental Histories: Your past medical conditions, surgeries, current medications, drug allergies, dental treatment records, dental X-rays, clinical notes, and treatment plans.
• Financial & Billing Details: Billing records, payment details, and dental insurance provider details (policy/group numbers) for direct billing purposes.
• Technical Web Data: Internet protocol (IP) address, browser details, and anonymous usage patterns collected during visits to our online portal.

3. How We Use Your Information

We process and use patient data solely to support your clinical care and clinic administration. This includes:

• Diagnosing dental conditions and providing customized treatments.
• Booking, rescheduling, and sending reminders for dental appointments.
• Submitting dental insurance claims directly to your provider on your behalf.
• Processing dental fees and financial transactions.
• Consulting with external medical practitioners or dental specialists (e.g., orthodontists, oral surgeons) when a referral is required.

4. Dental X-Rays & Digital Records Security

All clinical records, including high-resolution digital X-rays and medical notes, are stored in a secured electronic health records (EHR) system. Access to these systems is strictly limited to authorized clinical staff (dentists, hygienists, and administrative assistants) using password-protected user accounts and encrypted database connections, in alignment with guidelines from the RCDSO.

5. Website Cookies & Tracking

We utilize cookies and basic analytics tools to monitor website performance and improve user experience. These tools do not collect personal health information. You can choose to configure your web browser to block cookies, though some interactive elements on our website (like online booking) may require cookies to function correctly.

6. Information Sharing & Disclosure

We do not sell, lease, or disclose your personal or medical data to third parties for marketing purposes. Your health information is shared only under specific, patient-approved circumstances:

• With your dental insurance company to approve treatments and pay claims.
• With external dental specialists or medical doctors involved in your care, following your consent.
• When required by law, such as in response to court orders or regulatory audits by the Royal College of Dental Surgeons of Ontario.

7. Data Retention & Destruction

In compliance with Ontario health regulations, we retain patient records for a minimum of 10 years after the last clinical entry (or 10 years after a minor patient reaches the age of 18). Once the mandatory retention period expires, physical documents are securely shredded, and digital records are permanently and securely deleted from our databases.

8. Your Privacy Rights & Access to Records

Under Ontario's PHIPA, you have the right to request access to your personal health record, obtain a copy of your dental X-rays, and request corrections if you believe any information is inaccurate or incomplete. If you wish to review or update your patient file, please submit a written request to our Privacy Officer.

9. Contact Information

For any questions, concerns, or access requests regarding your personal health information and privacy, please contact our Privacy Officer:

• Clinic Name: BramCare Dental Centre
• Attention: Privacy Officer
• Address: 25 Peel Centre Dr. Unit 321 (Main Level), Brampton, ON L6T 3R5, Canada
• Phone: +1 (905) 793 8177
• Email: bramcare321@gmail.com
• Contact Page: Contact Us Form

10. Privacy Policy Updates

We may update this Privacy Policy from time to time to reflect changes in regulatory standards or clinic operations. The updated policy will be posted on this page with the revision date. We encourage patients to review this page periodically to stay informed about how we protect their personal health data.