LAST UPDATED: October 5th, 2025

Introduction

This Privacy Policy (“Policy”) explains how MirrorDentistry (“we”, “our”, or “the Clinic”) collects, uses, discloses, and safeguards your personal and health information. It applies to all services provided by MirrorDentistry, including our website, appointment systems, and in-person dental care (collectively, the “Services”).

By using our Services, you agree to the terms of this Privacy Policy and consent to the collection, use, and disclosure of your information as described below.

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Health Information Act (HIA) of Alberta.

Information We Collect

1. Personal Information

We collect personal information directly from you when you contact us, book an appointment, or receive treatment. This may include:

• Name, address, email address, and phone number

• Date of birth and gender

• Insurance provider and policy information

• Billing and payment details

• Emergency contact information

This information is required to identify you, manage appointments, process billing, and communicate about your care.

2. Health Information

As part of your dental care, we collect medical and dental history, diagnostic records, x-rays, and treatment notes. This information helps us:

• Deliver safe, accurate, and personalized treatment

• Coordinate care with other healthcare providers or insurance companies (with consent)

• Maintain accurate medical records as required by law

3. Analytics and Website Information

When you visit our website, we may collect limited non-identifiable information, such as:

• IP address, browser type, and device information

• Pages visited and time spent on our site

• Appointment form submissions

We use cookies and analytics tools (such as Google Analytics) to understand website traffic and improve the user experience. This data is aggregated and does not personally identify you.

4. Communications

If you contact us by email, text, or through our online forms, we may store your communications to assist you with your inquiries, appointment reminders, and treatment updates.

How We Use Your Information

MirrorDentistry uses collected information for the following purposes:

• Providing dental care and managing patient records

• Scheduling and confirming appointments

• Processing payments and insurance claims

• Communicating with you about your care, treatment plans, or promotions (if you opt in)

• Complying with regulatory and legal obligations

• Improving our website and clinic operations

We do not sell, rent, or trade your personal or health information to third parties.

Sharing and Disclosure

We only share your information in limited circumstances:

1. With Your Consent

We may share information with other healthcare providers, insurance companies, or specialists, but only when you have given explicit consent.

2. With Service Providers

We use trusted third-party companies for:

• Data storage and secure backups

• Payment processing

• Appointment scheduling and reminders

• Marketing and website analytics

These providers are bound by strict confidentiality agreements and may only use your information for the purpose of providing their contracted service.

3. When Required by Law

We may disclose information if required by law, regulation, court order, or in the event of a legal investigation (e.g., reporting communicable diseases or responding to a court subpoena).

4. Business Transfers

If MirrorDentistry merges with or is acquired by another dental practice, your information may be transferred as part of that process, but it will remain protected under this Privacy Policy.

Data Retention and Security

We retain patient records in accordance with Alberta Dental Association and College regulations and applicable laws.

All personal and health information is securely stored in password-protected systems with encryption and limited access. Only authorized staff and healthcare professionals have access to patient information, and all are bound by confidentiality agreements.

Electronic data is stored on secure servers located in Canada or in compliant cloud environments that meet privacy standards equivalent to PIPEDA.

Your Rights

You have the right to:

• Access and request a copy of your personal or health records

• Request correction of inaccurate or incomplete information

• Withdraw consent for certain uses of your data (subject to legal or contractual limitations)

• File a complaint with the Alberta Information and Privacy Commissioner if you believe your privacy rights have been violated

Requests for access or corrections should be submitted in writing to our Privacy Officer.

Children’s Privacy

We collect personal and health information about minors only with the consent of a parent or legal guardian and use it solely for the purpose of providing dental care.

Changes to This Policy

MirrorDentistry may update this Privacy Policy periodically to reflect operational or legal changes. Updates will be posted on our website with a new “Last Updated” date.

If we make significant changes, we will notify patients by email or a notice in our clinic.

Contact Us

For any questions, concerns, or requests related to this Privacy Policy, please contact:

MirrorDentistry
Callingwood, West Edmonton, Alberta
📧 Email: [email protected]