Privacy Policy
Last updated: July 9, 2026
This policy explains what information Smile Club Dental collects through this website and our patient portal, how we protect it, and the rights you have over your own records under Ontario law.
What personal information does this website collect?
This website collects only the information you choose to give us: your name and contact details when you book a visit or sign in to the patient portal. Through the portal, you can also add your insurance details so we can prepare an insurance estimate before your treatment.
Like most websites, our hosting infrastructure records standard technical information (such as IP address and browser type) in server logs to keep the site secure and reliable. We do not sell personal information.
How is my personal health information protected?
As a dental practice, Smile Club Dental is a health information custodian under Ontario’s Personal Health Information Protection Act, 2004 (PHIPA). As required by section 12 of PHIPA, we take reasonable steps to protect your personal health information against theft, loss and unauthorized use or disclosure.
Except where PHIPA permits or requires otherwise, we collect, use and disclose your personal health information only with your consent, and we will notify you if your information is stolen, lost or accessed by unauthorized persons.
Can I access or correct my dental records?
Yes. Under PHIPA, you have the right to access your dental records by making a written request, and we will respond within 30 days, subject to the limited exceptions set out in the Act. You may also ask us in writing to correct a record you believe is inaccurate or incomplete.
You are entitled to copies of your complete dental record, including diagnostic-quality duplicates of radiographs. In line with the Royal College of Dental Surgeons of Ontario’s recordkeeping guidelines, we retain dental records for at least 10 years from the last entry (or, for minors, at least 10 years after the patient turns 18). PHIPA permits a reasonable cost-recovery fee for record access, and we will always provide a fee estimate before charging one.
How do we use text messages and email?
In accordance with Canada’s Anti-Spam Legislation (CASL), we send appointment-related texts and emails only with your consent, identify ourselves in every message, and include a way to unsubscribe. Opt-out requests are honoured within 10 business days.
You can withdraw your consent at any time — reply STOP to any text message, use the unsubscribe link in any email, or contact the clinic.
Who oversees privacy for Ontario dental clinics?
The Information and Privacy Commissioner of Ontario (IPC) oversees compliance with PHIPA. If you have concerns about how your health information is handled, you may file a complaint with the IPC. Because PHIPA applies to us as a health information custodian, it — rather than the federal PIPEDA — governs our handling of personal health information within Ontario.
How do I ask a question about my privacy?
Contact the clinic directly and ask to speak with the person responsible for privacy. We will explain what information we hold about you, help you make an access or correction request in writing, and answer questions about anything in this policy — including consent, records and messaging.
See also our Terms of Use, or learn more about insurance and estimates and what to expect as a new patient.