Who we are

Carling Harmony Dental is a dental office at 1852 Carling Avenue, Ottawa, Ontario K2A 1E3. Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) sets the rules for how we handle your personal health information, and we follow it.

What we collect

  • Contact details, such as your name, address, phone number, email and date of birth.
  • Your health history, including medical and dental history, medications and allergies.
  • Records of your care, such as exam notes, X-rays, digital scans, photos and treatment plans.
  • Insurance and billing details, such as your insurer, plan and member numbers, CDCP information and payment records.

We collect only what we need to care for you and run our office, and we collect it from you whenever we can.

How we use it

  • To assess, plan and provide your dental care.
  • To book appointments and send reminders.
  • To bill you and, with your consent, submit claims to your insurer or to Sun Life for the Canadian Dental Care Plan.
  • To meet our legal and professional obligations, including the record-keeping rules for Ontario dentists.

When we share it

We share your information only with your consent or where the law allows or requires it. For example, we may share it with:

  • Others involved in your care, such as specialists we refer you to and dental laboratories that make crowns, dentures, night guards or aligners.
  • Your insurer or Sun Life (CDCP), to process your claims.
  • Service providers who help us run the office, such as our online booking provider, who must protect it.
  • Authorities, when the law requires it, such as a court order or a request from the Royal College of Dental Surgeons of Ontario.

We never sell your personal information.

Our website

  • Optional website analytics. If we ask and you agree, we use PostHog to measure device types, clicks, scrolling and the time website sections stay visible. We use this information to improve the site. Analytics does not collect text you enter, insurance selections or information entered into the booking tool. We do not use session recordings or advertising trackers. You can decline or change your choice using “Privacy choices” in the footer when analytics is enabled. We remember your choice in your browser for up to 180 days. PostHog processes analytics in our project’s selected US or EU region and receives connection information when your browser contacts it. Declining stops future analytics collection; it does not delete data already collected. See PostHog’s privacy policy.
  • Online booking. Booking runs on EngageB, our booking provider. What you enter goes to EngageB and to our office to schedule your visit. On phones and tablets, the booking tool may start loading in the background so it opens faster, and EngageB then receives basic technical details such as your IP address. EngageB’s own privacy policy applies to its service.
  • Maps. Our contact section shows a Google map. When it loads, Google may collect information under its own privacy policy. Directions links open Google Maps or Apple Maps.
  • Email. Email isn’t always secure. If you’d rather not send health details by email, please call us instead.

How we protect it

We take reasonable steps to protect your information from loss, theft and unauthorized access, use or disclosure. That includes keeping paper and electronic records secure and limiting access to the people who need it to care for you or run the office.

How long we keep records

Ontario’s rules for dentists require us to keep dental records for at least 10 years after your last visit, or until 10 years after your 18th birthday, whichever is later. After that, we destroy them securely.

Your rights

  • See your records. You can ask to see or get a copy of your records. We’ll respond within the time PHIPA allows, usually 30 days. There may be a reasonable fee for copies, as the law permits.
  • Correct your records. If you think something in your record is wrong, you can ask us to correct it.
  • Change your consent. You can withdraw or limit your consent to some uses and sharing of your information. We’ll explain what that means for your care.

Questions or concerns

To ask about your information or this policy, or to make a request, contact our office at (613) 829-6545 or reception@carlingharmonydental.ca, or write to us at 1852 Carling Avenue, Ottawa, ON K2A 1E3, and ask for our privacy contact.

If you’re not satisfied with our response, you can complain to the Information and Privacy Commissioner of Ontario at ipc.on.ca.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.