Dear patient,
At Carrefour Dentaire de Montréal, all clinical dentistry services are performed by dental professionals in good standing with l’Ordre des dentistes du Québec and other regulatory bodies as required. We partner with Services de Santé DCC (Québec) Inc. to provide services to our patients. Please find our clinic's privacy policy here. By signing this form, you acknowledge that you have read and understood the information provided in the policy and that you consent to the practices described herein. If the privacy policy changes, you will be informed.
Consent to Use and Store Personal Health Information
To provide you with dental care and excellent service, we use, store, and analyze certain personal health information that we (i) collect from you, (ii) generate or (iii) receive from other health care providers. Under no circumstances will we collect, disclose, or use your information without your knowledge or consent. Only individuals who need to know your information will be granted access. Similarly, we adhere to the principle that only the minimum amount of information necessary for a task or function should be disclosed. Our staff have received training on the importance of ensuring the security and confidentiality of your information. We have designated Vincent Rocheleau as our Data Protection Officer. If you have any questions or concerns, please contact us at privacy.officer@dentalcorp.ca. We welcome your feedback.
What information do we collect, how is your information used, how is your information stored and who has access to your information?
We collect and keep for at least 5 years: (i) dental and medical information required to provide you healthcare services, (ii) your contact information, (iii) insurance information, and (iv) financial billing information. You have a right to access your information, correct your information, restrict who has access to your information, and withdraw your consent.
We collect, use, and disclose information about you for the following purposes: (i) to provide safe and effective patient care, (ii) to ensure high-quality service, (iii) to communicate with you and other health care providers, (iv) to monitor treatment, care, and billing, (v) to carry out teaching and demonstrations on an anonymous basis, (vi) to complete and submit dental claims and dental estimates, (vii) to comply with legal and regulatory requirements, (viii) process payments, (ix) to send you surveys, (x) for internal management purposes, and (xi) allow third parties to evaluate the dental clinic and conduct an audit. Before using or disclosing personal information for a purpose other than those identified above, we will obtain your consent.
Digital and physical information are stored securely, with systems protected by industry-standard hardware and software. In some cases, this data is stored securely in the cloud, which may include locations outside Quebec. Only authorized persons will have access to your information. We may also share aggregated, non-identifiable data with research institutions or third-party providers to advance oral health care. These exchanges will be made in compliance with applicable laws.
1. Introduction
Protecting your privacy is important to Carrefour Dentaire de Montréal and Services de Santé DCC (Québec) Inc. (hereinafter the “Organization", "we", "us", "our"). For this reason, we have implemented safeguards and practices to manage your personal information in accordance with applicable laws. This privacy policy (the "Policy"), which should be read in conjunction with the Website Terms of Use and any agreements with us, describes our practices regarding the collection, use, processing, disclosure, and retention of Personal information of our customers, visitors, and users. By using our website https://dentalcorp.ca or the website of https://www.en.carrefourdentaire.com (the "Website") or any of our services, you agree that we may collect, use, process, disclose, and retain your personal information in accordance with the terms described herein. If you do not agree to follow and be bound by this Policy, it may impact your ability to use our Website or service
1.1 Person responsible for the protection of personal information
Questions, comments, and complaints regarding this policy and practices may be directed to Vincent Rocheleau, our Data Protection Officer, at the following address:
Email: vincent.rocheleau@dentalcorp.ca with a copy to legal@dentalcorp.ca
Address: 2000-1100 René-Lévesque Blvd W Montreal, Quebec, Canada
In addition to the Data Protection Officer, professionals, contractors, and third parties may have access to personal information. All the organization's employees are trained and made aware of the need to protect sensitive personal and health information.
2. Security Measures, Reporting confidentiality incidents, and responding to complaints
We have implemented high-standard physical, technological, and organizational security measures to adequately protect the confidentiality and security of your personal information against loss, theft, unauthorized access, disclosure, reproduction, communication, use, and modification. These measures include among others encryption, access control, segregation of duties, and internal audits. Among the various measures put in place: (i) our employees have read this Policy and are committed to complying with it and to respecting the confidentiality of personal information about our potential and existing customers, (ii) each employee undertakes to follow and respect a data governance policy applicable to all personnel of the Organization, (iii) we have implemented measures to limit access to personal information to those who have a valid reason to consult, process, communicate or otherwise use your information. Logging of access is done automatically in our clinic management software, and (iv) subcontractors and third parties who do business with us and with whom we may need to communicate your personal information have previously agreed to protect the confidentiality and privacy of such information. When the purpose for which your personal information was collected has been fulfilled and we no longer need to retain it, we will destroy or anonymize such data, subject to applicable laws. Our technologies are updated when necessary and on a random basis. Despite the measures described above, we cannot guarantee the absolute security of your personal information. If you have reason to believe that your personal information is no longer secure, please contact our Data Protection Officer immediately using the contact details provided above.
We will notify the Commission d'accès à l'information, the Minister of Health and Social Services, persons concerned, and any other entity or person that must be notified by law if a risk of serious harm is apprehended, considering the sensitivity of the information concerned, the apprehended consequences of its use and the likelihood that it will be used for harmful purposes. Any individual whose personal information is affected by an actual or apprehended privacy incident may file a complaint with the Data Protection Officer, which will be handled in accordance with applicable laws.
3. Individuals under 14 years of age
Our services may occasionally require us to collect and use personal information from individuals under the age of 14. However, if you are under 14 years of age, you must not provide us with your personal information without the consent of your parent or legal guardian. If you are a parent or guardian and become aware that your child has provided us with personal information without consent, please contact us using the contact details set out above to request that we delete that child's personal information from our systems.
4. Treatment of Personal information
4.1 Collection of personal information - Consent
By giving your consent, you authorize us to proceed with the collection and processing of your personal information that is necessary to offer you our services. Please be aware that your personal information remains under your control at all times and that the consent you give us to collect or process your personal information may be withdrawn at any time. In each case, personal information is processed for the legitimate and necessary purposes listed below. In addition, we ensure that we only collect and process data and personal information that is strictly necessary for the purposes for which you provide it to us. In the event of any subsequent use of your personal information, we will notify you as required by law. In the course of our activities, we may collect, process, and use various types of personal information that you provide to us only as permitted by law, including the information listed below.
Information collected via our Website:
(i) contact information, such as your first and last name, e-mail address, telephone number and company name and number, (ii) your e-mail address when you choose to subscribe to our newsletter, (iii) professional or employment-related information, such as your resume, place of employment, government titles or positions, employers, companies owned, salary or self-employment income as well as information regarding your criminal history and other information you provide to us when you apply for a job with us, and (iv) information collected automatically when you use the Website and our services, including: (a) log information and other information about your activities on the Website, such as your IP address, the pages you viewed, the time and date of your visits, the type of browser you use, your device's operating system and other hardware and software information; and (b) geolocation data, such as your IP address, a precise or approximate location determined from your IP address or your mobile device's GPS (depending on your device's settings).
In addition to the above, we also collect information collected in the course of providing dental treatment:
(i) information relating to products or services, such as information concerning services we have rendered to you, (ii) information concerning your state of health, your medical history, the medication prescribed to you, and the dosage required, (iii) transaction and payment information, such as the payment method used, date and time, payment amount, and (iv) information you choose to provide or transmit to us, for example, when you fill out a form, respond to surveys or contact one of our employees or representatives.
4.2 Use of Personal information
The personal information we collect and store remains encrypted and is securely archived on servers located in or outside Quebec. We only use your personal information to the extent permitted by law. We may use your Personal information for the legitimate purposes described below:
- provide you with services;
- to verify your identity;
- to operate, maintain, supervise, develop, improve and offer all functionalities of our Website;
- to manage risk and operations;
- to comply with our obligations under applicable laws and regulations;
- for marketing and business development purposes, if you have consented to the processing of your personal information for these purposes;
- answer your questions and provide you with assistance as needed;
- administer a contest, promotion, survey, or other feature of the Website or our services;
- improve the services we provide;
- conduct research and analysis in connection with our business and services;
- to ascertain, exercise, or defend any legal right or proceeding;
- to transmit communications to you in accordance with applicable law; and/or
- for any other purpose permitted or required by law.
5. Disclosure of Personal information
We may disclose your personal information to our employees, contractors, consultants, agents, Service providers, and other trusted third parties who require such information for legitimate health care or business purposes on an as needed basis in accordance with our internal Privacy Policy. Personal information will be communicated in a de-personalized manner when it is reasonable to do so.
We avoid disclosing your personal information to third parties whenever possible. However, we may use service providers to perform various services on our behalf, such as IT management and security, marketing, and data analysis, hosting, and storage. Your personal information may be transferred outside Quebec. When we disclose your personal information to service providers, we enter into written contracts with them before disclosing your personal information to them and provide them with only the personal information necessary to perform their mandate. As part of these contracts, we undertake to respect the principles set out in this Policy, and these service providers are required to use personal information in accordance with our instructions and only for the purposes for which it was provided. In addition, these Service providers provide us with sufficient guarantees that they implement adequate safeguards that are proportionate to the sensitivity of the personal information processed or communicated. When our service providers no longer need your personal information, we ask them to destroy this data in an appropriate manner.
5.1 Complying with legislation, responding to legal requests, preventing harm, and protecting our rights
We may be required to disclose your personal information when such disclosure is authorized, necessary, and appropriate, including to respond to requests from public and government authorities; to comply with legal proceedings; to protect our rights, privacy, security, property, yours or those of third parties; and to enable us to pursue available remedies or limit the damages we may suffer.
5.2 Personal information and consent
Wherever possible, we obtain consent directly from the individual to collect, use, and disclose his or her personal information. However, if you provide us with personal information about other individuals, you must ensure that you have duly notified them that you are providing us with their information and that you have obtained their consent to such disclosure.
5.3 Retention of personal information
Subject to applicable laws, we retain your personal information only for as long as is necessary to fulfill the purposes for which it was collected. Be assured that when the purpose for which the information was collected has been fulfilled, we will proceed to destroy or anonymize it, in accordance with applicable legislation. For more information on the periods during which your personal information is retained, please contact our Data Protection Officer using the contact details provided above.
5.4 Sensitive personal information
In the course of our business, we collect personal information that is considered sensitive when it is strictly necessary for our operations. This sensitive information includes, but is not limited to, your medical history, previous treatments, prescribed medications, and dosage requirements.
5.5 Your Rights
You may exercise the rights set forth below by completing the form available here and sending it by e-mail or by mail to the attention of our Data Protection Officer at the contact information provided above. In particular, you have the right to: (i) have access to the personal information (specifically including access logs) we hold about you and to request a paper copy of the documents containing your personal information, subject to the exceptions provided by applicable law, (ii) to have the personal information we hold about you rectified, amended and updated if it is incomplete, equivocal, out of date or inaccurate; (iii) withdraw or change your consent to our collection, use, disclosure or retention of your personal information at any time, subject to applicable legal and contractual restrictions, (iv) request that we cease disseminating your personal information and de-index any links attached to your name that provide access to such information if such dissemination violates any law or court order, and (v) file a complaint with the Commission d'accès à l'information, subject to the conditions set out in the applicable law.
6. Cookies and other tracking technologies
We use cookies and similar technologies to help us operate, protect, and optimize the Website and the services we offer. Cookies enable us to guarantee the functioning of the Website, to improve the user's browsing experience, and to provide certain data that enables us to better understand the traffic and interactions that take place on our Website, as well as to detect certain types of fraud. Cookies do not damage your device and cannot be used to extract personal information. Please note that deactivating
Cookies on your browser may impair your browsing experience on the Website and prevent you from using some of its features.
7. Responsibility and Changes to this Privacy Policy
We reserve the right to modify this policy at any time in accordance with applicable law. In the event of a change, we will post the revised policy on our Website. If you do not agree to the new terms of the policy, please advise the Data Protection Officer. If you choose to continue using our Website or services after the new version of our policy becomes effective, your use of our Website and services will be governed by the new version of the policy.
8. For Users of our Online Services
Google Ads
We use the online advertising program Google Ads (including enhanced conversions for web). Google Ads enables us to display ads in the Google search engine or on third-party websites, if the user enters certain search terms into Google. For conversion tracking, the information about your use of this website (e.g. IP address) and submitted through our forms (e.g. email address, name, and/or phone number) is transmitted to Google where it will be used to evaluate your use of the website.
For more information, visit Google’s data protection policy at https://policies.google.com/privacy?hl=en.
You may opt out of the automated collection of information by third-party ad networks for the purpose of delivering advertisements tailored to your interests, by visiting the consumer opt-out page for the Self-Regulatory Principles for Online Behavioural Advertising at http://www.aboutads.info/choices/ and you can edit or opt out of personalized and non personalized ads by visiting http://www.google.com/ads/preferences/.
Google Analytics
Google Analytics is used to help us gather and analyze information about the areas visited on the Website and improve the user experience and the Website. These third parties may use cookies and other tracking technologies.
For more information about Google Analytics or to prevent the storage and processing of this data (including your IP address) by Google, you can download and install the browser plug-in available at the following link: https://tools.google.com/dlpage/gaoptout?hl=en.
You can also obtain additional information on Google Analytics’ data privacy and security by visiting https://policies.google.com/technologies/partner-sites and https://support.google.com/analytics/topic/2919631
Remarketing
We use Remarketing to advertise our practice across the Internet. Remarketing will display ads to you based on what parts of our website you have viewed by placing a cookie on your web browser. This cookie does not in any way identify you or give access to your computer or mobile device. The cookie is used to indicate to other websites that “this person visited a particular page, so show them ads relating to that page.” Remarketing allows us to tailor our marketing to better suit your needs and only display ads that are relevant to you. If you do not wish to see ads from us, you can opt out in several ways:
1. Opt out of Google’s use of cookies by visiting Google’s Ads Settings
2. Opt out of a third-party vendor’s use of cookies by visiting the Network Advertising Initiative opt-out page (https://optout.networkadvertising.org/)
3. Opt out information for Facebook ads visit: https://www.facebook.com/help/568137493302217