Privacy Policy

At Smiles in Motion Orthodontics, we are committed to protecting the privacy and confidentiality of your personal health information. This privacy policy outlines how we collect, use, store, disclose, and safeguard your information in compliance with the Personal Health Information Protection Act (PHIPA) of Ontario and the expectations of the Royal College of Dental Surgeons of Ontario (RCDSO).

  • Information We Collect
    • Personal Information:
    • Name, address, date of birth
    • Phone number, email address
    • Emergency contact information
    • Insurance information
      • Bank details and credit card information
  • Personal Health Information (PHI):
    • Medical and dental history
    • Clinical notes and treatment records
    • Intraoral and facial photos
    • X-rays, scans, digital impressions (e.g., iTero)
    • Treatment plans and progress notes
    • Referral letters from other healthcare providers
  • How We Use Your Information
    • Primary Purposes (Clinical Care):
      • Diagnosis, assessment, and orthodontic treatment
      • Creating and updating your clinical record
      • Appointment and treatment communication
      • Coordinating care with dentists or specialists
    • Secondary Purposes (Administrative & Legal):
      • Processing payments and insurance forms
      • Meeting regulatory requirements
      • Quality assurance and audits
      • Staff training and supervision
  • We do not use your information for purposes not permitted by PHIPA.
      • Use of Digital Tools & AI : We use digital technologies such as encrypted electronic records, iTero scans, optional AI tools for drafting notes and enhancing documentation accuracy, AI tools to help improve the accuracy and efficiency of our phone-based communication.
        • AI does not make treatment decisions.
        • All AI-generated content is reviewed by the orthodontist.
        • Only minimal, necessary information is used.
        • All systems are selected for PHIPA compliance.
      • Consent for Collection & Use : By becoming a patient, you provide implied consent for collecting, using, and disclosing your information for treatment-related purposes.
        • We obtain express written consent for:
          • Sharing info with insurance companies (as required)
          • Using photos for marketing or education
          • Transferring records to another provider
        • You may withdraw consent at any time, subject to legal limitations.
      • Protecting Your Information
        • Physical Safeguards:
          • Secured office environment
          • Locked storage and restricted access areas
        • Electronic Safeguards:
          • Encrypted computers and servers
          • Secure dental software and firewalls
          • Role-based access permissions
        • Administrative Safeguards:
          • Staff confidentiality agreements
          • Regular privacy training
          • PHIPA-compliant policies and audits
        • Record retention follows RCDSO guidelines (10 years after last visit, or age 18 + 10 years for minors).
      • Disclosure of Information
        • Permitted Disclosure:
          • Your general dentist or referring doctor
          • Healthcare specialists involved in your care
          • Dental labs and aligner companies (e.g., Align Technology)
          • Emergency medical teams
          • Regulatory bodies (if required)
        • Required Disclosure:
          • Court orders, subpoenas, legal investigations
          • Mandatory reporting (e.g., safety concerns)
        • We never sell or trade your information.
      • Photos, Videos & Digital Scans
        • Clinical photos and digital scans are used for:
          • Diagnosis and treatment planning
          • Progress tracking
          • Laboratory communication
          • Patient record keeping
        • Separate consent is required for using images in:
          • Website or social media
          • Educational or marketing materials
        • Consent may be withdrawn at any time.
      • Access & Correction of Your Records
        • You have the right to:
          • Access your health record
          • Request a copy (fees may apply)
          • Request corrections to inaccurate information
          • Ask how your data is collected and used
        • Requests must be made in writing.
      • Communication Methods
        • We may contact you via:
          • Phone
          • Email
          • Text message (SMS)
          • Secure patient portals
        • You may opt out of electronic communication at any time.