Privacy Policy.

Last updated: June 28, 2026

Beamsville Smiles Family Dentistry ("we," "our," or "us") is committed to protecting the privacy and confidentiality of the personal and health information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in accordance with the Personal Health Information Protection Act (PHIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA).

By using our website or receiving care at our practice, you agree to the practices described in this policy.

1. Information We Collect

We collect personal and health information necessary to provide you with quality dental care and to operate our practice. This may include:

• Personal identification information: your name, date of birth, address, phone number, and email address
• Health and dental records: your medical and dental history, diagnoses, treatment plans, X-rays, clinical notes, and records of services provided
• Insurance information: your dental insurance provider, plan details, and policy numbers
• Payment information: billing details and records of transactions processed at our office
• Website form submissions: information you provide through our contact and appointment request forms, such as your name, email address, phone number, and reason for visit. We ask that you avoid submitting detailed medical information through these forms; that information is collected securely at your appointment
• Website usage data: anonymised information about how you interact with our website, such as pages visited and time spent, collected via analytics tools

2. How We Use Your Information

We use the information we collect to:

• Provide, coordinate, and manage your dental care and treatment
• Schedule and confirm appointments and send reminders
• Process billing and insurance claims on your behalf
• Communicate with other healthcare providers involved in your care, where relevant
• Comply with legal, regulatory, and professional obligations
• Improve our services and website experience

We will not use your information for marketing purposes without your explicit consent.

3. Sharing Your Information

We do not sell, rent, or trade your personal information. We may share it only in the following circumstances:

• With your consent: for example, when referring you to a specialist or sharing records with another healthcare provider you have identified
• With insurance providers: to process claims and verify coverage on your behalf
• With trusted service providers: companies that help us operate our website and respond to your inquiries, such as our website host and email delivery provider, who only access information as needed to perform these services and are not permitted to use it for any other purpose
• As required by law: in response to a court order, subpoena, or other legal obligation
• For public health purposes: where disclosure is required by a public health authority under applicable legislation

4. How We Protect Your Information

We take the security of your information seriously and maintain physical, electronic, and procedural safeguards appropriate to the sensitivity of the information, including:

• Secure, password-protected practice management systems
• Restricted access to patient records on a need-to-know basis
• Staff training on privacy obligations and confidentiality
• Secure disposal of paper and electronic records
• SSL encryption on our website for any form submissions

5. Your Rights

You have the right to:

• Access your personal health information held by our practice
• Request corrections to information you believe is inaccurate or incomplete
• Withdraw consent to certain uses of your information (where permitted by law)
• File a complaint with our Privacy Officer or with the Information and Privacy Commissioner of Ontario

To make a request or inquiry, please contact our Privacy Officer using the details in Section 8 below.

6. Retention of Records

Patient records are retained for a minimum of ten (10) years from the date of the last entry, or until a minor patient reaches the age of 28, in accordance with applicable professional regulations. After the retention period, records are securely destroyed.

7. Cookies and Website Analytics

Our website uses Google Tag Manager to load third-party analytics tools (such as Google Analytics) that collect anonymised data about site usage, such as pages visited and time spent on our website. This data does not identify you personally and is used solely to improve the performance and content of our website.

Analytics cookies are not set unless you accept them. On your first visit, a cookie consent banner lets you accept or decline analytics cookies; your choice is remembered for future visits. You may change your choice at any time by clearing your browser's local storage for our site, or disable cookies entirely through your browser settings.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most current version will always be available on this page, with the "Last updated" date revised accordingly. We encourage you to review this policy periodically.

9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact our Privacy Officer:

• Practice: Beamsville Smiles Family Dentistry
• Address: 4413 Ontario St Suite 203, Beamsville, ON L3J 0A4
• Phone: (905) 563-6313
• Email: info@beamsvillesmiles.ca