Privacy Policy
Willow Dental Associates is committed to protecting your personal information and your right to privacy. This policy explains what information we collect, how we use and protect it, and the choices you have. If you have any questions, contact us at info@willowdental.com or (905) 279-5050.
This policy covers two kinds of information, governed by different laws:
- Your personal health information, which we collect and manage as a health information custodian under Ontario's Personal Health Information Protection Act, 2004 (PHIPA)
- Information collected through this website, such as contact form submissions and booking requests, which is handled in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA)
Your Personal Health Information (PHIPA)
What we collect
To provide dental care, we collect personal health information such as your name, date of birth, contact details, health card or insurance information, medical and dental history, x-rays and imaging, photographs and digital scans, treatment records, and billing records.
How we use it
We use and share your personal health information to:
- Provide, plan, and coordinate your dental care, including referrals to other health care providers in your circle of care
- Process payment, including billing your dental insurance plan directly on your behalf
- Send appointment reminders and communicate with you about your treatment
- Maintain records as required by the Royal College of Dental Surgeons of Ontario (RCDSO)
- Meet legal and regulatory obligations, such as responding to lawful requests or mandatory reporting
Your consent
Within your circle of care, we rely on your implied consent to share information needed for your treatment, as PHIPA permits. For uses outside your care, such as most marketing, we will ask for your express consent first. You may withdraw or restrict your consent at any time, including asking us not to share specific information with specific providers (sometimes called a "lockbox" request). Restricting information may affect the care other providers are able to give you, and we will explain any implications before proceeding.
Your rights
You have the right to:
- Access and obtain a copy of your dental records (a reasonable fee may apply)
- Request correction of information you believe is inaccurate or incomplete
- Withdraw or restrict consent as described above
- Raise a concern or complaint, first with our Privacy Officer, and at any time with the Information and Privacy Commissioner of Ontario (see "Questions and Complaints" below)
Retention
We retain dental records in accordance with RCDSO record-keeping requirements, and securely destroy records when retention periods end.
Information Collected Through This Website (PIPEDA)
Information you give us
When you fill out a contact form, request an appointment, or book online, you may provide your name, email address, phone number, and a description of your inquiry. We use this information only to respond to you, schedule your visit, and provide the service you requested. Please do not include detailed health information in website forms; that conversation is better had in person or by phone.
Information collected automatically
Like most websites, we automatically collect technical information such as IP address, browser and device characteristics, pages visited, and referring URLs. We use cookies and analytics tools for website security, performance, and to understand how visitors use our site. You can decline or delete cookies through your browser settings; doing so may affect parts of your experience on the site.
Third-party service providers
We use trusted service providers to operate this website, manage appointment booking and patient communications, and support our practice. These providers are required to protect your information and use it only to deliver their services to us. We do not sell, rent, or trade your personal information to anyone.
Third-party links
Our website may link to other websites. Those sites have their own privacy policies, and we are not responsible for their content or practices.
Email and Text Messages (CASL)
We comply with Canada's Anti-Spam Legislation (CASL). We will only send you commercial electronic messages, such as practice news or promotional emails, with your consent, and every message will include a working unsubscribe option.
If you opt in to text messages, we may text you about your appointments, your inquiry, or our services. Message and data rates may apply and message frequency may vary. Reply STOP at any time to opt out, or HELP for assistance. You can also contact us at info@willowdental.com or (905) 279-5050. Opting out may limit our ability to send appointment reminders by text. We do not sell, rent, or share your phone number or SMS consent with any third party for marketing purposes.
Appointment reminders and messages directly related to your care are sent as part of providing your treatment and are managed under PHIPA, as described above.
How We Protect Your Information
We use administrative, technical, and physical safeguards to protect your information, including secured networks, encryption of sensitive data in transit (SSL), access limited to staff who need the information to do their jobs, and staff privacy training. No method of transmission or storage is completely secure, but we review our safeguards regularly. If a privacy breach affecting your information occurs, we will notify you as required by PHIPA and applicable law, and report to the Information and Privacy Commissioner of Ontario where required.
Minors
We provide dental care to patients of all ages. For patients who are not capable of consenting on their own behalf, a parent, guardian, or substitute decision-maker provides consent and exercises privacy rights. Our website and marketing are not directed at children.
Updates to This Policy
We may update this policy from time to time. Changes will be posted on this page with a revised date below. We encourage you to review it periodically.
Questions and Complaints
Privacy Officer
Dr. Albert Quan
Willow Dental Associates
1185 Queensway East, Building A, Suite 9
Mississauga, ON L4Y 0G4
info@willowdental.com
(905) 279-5050
Information and Privacy Commissioner of Ontario
For concerns about your personal health information:
2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8
1-800-387-0073
www.ipc.on.ca
Office of the Privacy Commissioner of Canada
For concerns about other personal information:
1-800-282-1376
www.priv.gc.ca
Last edited on 2026-06-12