Privacy Policy

At Greenwoods Dental & Surgical Centres (GWD), we are committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Canadian Personal Information and Electronic Documents Act (PIPEDA), Personal Health Information Act (PHIA) and other privacy regulations and best practices.

To provide you with optimized oral health care and excellent services, we use, store, and analyse certain personal health information that we (a) collect from you, (b) generate through diagnostic testing and treatment planning, or (c) receive from your other health care providers.

We will not collect, disclose, or use any of your information without your knowledge or consent. Only persons with a clinical (or related administrative) need to know a piece of information will be granted access to that information—and only the minimum amount of information necessary will be disclosed for any task or function. Our staff are trained on the importance of keeping your information safe, secure, and confidential.

You can contact our Privacy Officer at [email protected] should you have any questions or concerns. We appreciate your feedback.

1 · Consent

By visiting our website (greenwoodsdental.com) and sharing your personal information with us, you consent to the collection, use and disclosure of your information as outlined in this Privacy Policy. At any time, you have the right to remove your consent, subject to reasonable notice in writing.

2 · Collection of Personal Information

We collect personal information directly from you when you visit our website, contact us through online forms, or engage with us via email or other electronic communication channels.

• Demographic & contact details (name, address, date of birth, insurance & billing info).
• Clinical information (medical & dental history, medications, diagnosis results, study models, treatment plans, referrals, etc.).

3 · Use of Personal Information

We collect, use and disclose information about you only for purposes such as:

• Providing dental services and treatment plans
• Communicating appointment reminders and follow‑up care
• Processing payments and insurance claims
• Responding to enquiries
• Collaborating with other health‑care providers
• Quality assurance, teaching and research (on an anonymised basis)
• Legal and regulatory compliance
• Internal management and resource planning

Before using or revealing your information for a new purpose not listed above, we will notify you and obtain your explicit consent.

4 · Disclosure of Personal Information

We may disclose your personal information:

• With your consent
• To other healthcare providers involved in your care
• To insurers for claim processing
• To regulators or law‑enforcement where required by law

5 · Storage and Access

Your information may be stored physically (locked cabinets/safes) or digitally (encrypted servers, password‑protected systems with audit trails). We may use secure Canadian or international cloud providers that meet legal standards for personal health information.

6 · Safeguards

We employ industry best‑practice cybersecurity measures—encryption, redundancy, network security, and staff training—and require the same of all subcontractors. Despite these efforts, no Internet transmission is entirely secure; we cannot guarantee absolute security.

7 · Cookies and Tracking Technologies

Our website may use cookies to enhance your browsing experience. You may refuse cookies via your browser settings.

8 · Links to Third‑Party Websites

Our site contains links to external sites. We are not responsible for their privacy practices; please consult their policies.

9 · Access & Correction

You may request access to or correction of your personal information, subject to legal exceptions and identity verification.

10 · Updates

This policy may be updated from time to time. Continued use of the website after changes constitutes acceptance of the revised policy.

11 · Contact Us