Privacy Policy

Information We Collect

We may collect the following personal information:

• Name, email address, phone number, and mailing address
• Information submitted through our website forms (consultation requests, referrals, inquiries)
• Dental and medical history, treatment records, and insurance information (as a patient)
• Payment and billing information
• Automatically collected data: IP address, browser type, device information, pages visited, and referring URL

How We Use Your Information

We use your personal information to:

• Respond to your inquiries and consultation requests
• Schedule and manage appointments
• Provide dental treatment and care
• Process payments and billing
• Communicate about appointments, treatment plans, and follow-ups
• Improve our website and patient experience
• Comply with legal and regulatory obligations

Consent

We obtain your consent at the time of collection. By submitting a form on our website, you consent to us collecting and using the information you provide for the purposes described above. You may withdraw your consent at any time by contacting our Privacy Officer, though this may limit our ability to provide services to you.

AI Chat Assistant

Our website features an AI-powered virtual concierge. When you use this feature:

• Your messages are processed by Anthropic, a third-party AI provider, to generate responses. Anthropic does not use your data to train models. See Anthropic's Privacy Policy for details.
• Conversations may be reviewed by our team to improve patient experience and ensure quality of care coordination.
• If you share contact information (name, email, phone) through the chat, it is sent to our team via email for follow-up.
• Chat conversations are not stored on our servers. They exist only in your browser session and are lost when you close the page.

Disclosure of Information

We do not sell or rent your personal information. We may share your information with third parties only as necessary to:

• Process payments (payment processors)
• Submit insurance claims (insurance providers, with your consent)
• Provide website services (hosting, email delivery, analytics)
• Process AI chat conversations (Anthropic)
• Measure advertising effectiveness (Meta, with your consent)
• Comply with legal requirements or court orders

Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, and as required by applicable laws and professional regulations governing dental record-keeping in British Columbia. When no longer needed, information is securely destroyed.

Security

We protect your personal information through physical, organizational, and technological safeguards including encryption, secure hosting, and access controls. While no method of transmission over the internet is completely secure, we take reasonable steps to protect your information.

Cookies, Analytics, and Tracking

With your consent, our website uses cookies and tracking technologies including:

• Meta (Facebook) Pixel — tracks page views, service page visits, and booking interactions to measure advertising effectiveness. When you submit a form, hashed contact information (name, email, phone) may be sent to Meta for conversion tracking.
• Vercel Analytics — privacy-friendly, first-party analytics for understanding site performance and usage patterns.

You can manage your cookie preferences through the cookie consent banner or your browser settings. Declining cookies will disable Meta Pixel tracking. Essential site functionality is not affected.

Your Rights

You have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate information
• Withdraw consent for the collection or use of your information
• File a complaint about our privacy practices

We will respond to access and correction requests within 30 business days. If you are unsatisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC).

Contact

For questions about this policy or to make a privacy-related request, please contact our Privacy Officer:

Changes to This Policy

We may update this policy from time to time. The updated version will be posted on this page with a revised date. We encourage you to review this policy periodically.