Who we are and what this policy covers

Kirk Orthodontics respects your privacy. This policy explains what personal information we collect through our website, kirkorthodontics.com, how we use it, and the choices you have.

Kirk Orthodontics has offices in Carleton Place and Arnprior, Ontario. In this policy, "we", "us" and "our" mean both offices.

This policy covers our website only. As orthodontists, we are health information custodians under Ontario's Personal Health Information Protection Act (PHIPA). Once you become a patient, your personal health information is handled under PHIPA and our patient privacy practices, which are available at either office or on request.

Information we collect

We collect only what we need to respond to you and run our website.

Information you give us. When you fill out a form on our site, such as a consultation request, new patient form or dentist referral form, we collect what you enter. This usually includes names, phone number, email address, and details about the patient and the reason for the visit.

Information collected automatically. When you visit our site, our website platform collects basic technical information. This includes your IP address, browser and device type, the pages you view, and the site that referred you. Some of this is collected through cookies (see below).

Please keep health details for your appointment. Our general contact forms and email are not the best place for detailed medical or dental history. We will collect that securely once you are in our care.

How we use your information

We use the information we collect to:

• respond to your questions and requests

• book consultations and prepare for your first visit

• receive and follow up on referrals from dentists and other health professionals

• understand how visitors use our site so we can improve it, if you allow analytics cookies

• keep our website secure and working properly

• meet our legal and professional obligations

We do not sell or rent your personal information. We do not use it for any purpose you have not agreed to, unless the law requires or permits it.

Cookies and analytics

Cookies are small files your browser stores when you visit a website. We use two kinds:

• Essential cookies keep the site working and secure. They are always on.

• Analytics and marketing cookies help us understand how visitors find and use our site. They stay off unless you choose to allow them.

When you first visit, a banner lets you accept all cookies, decline all non-essential cookies, or choose by category. You can change your choice anytime by selecting Cookie preferences at the bottom of any page. You can also block or delete cookies in your browser settings, though some parts of the site may not work as well.

Service providers and where data is stored

We use trusted service providers to run our website and handle what you send us. Our website is hosted by Squarespace. If you allow analytics cookies, we may also use tools such as Google Analytics.

Some of these providers store or process information outside Canada, including in the United States. While there, it may be accessible to courts, law enforcement and national security authorities of that country under its laws. We choose providers with strong security practices and give them only what they need to provide their service.

Our site may link to other websites, such as our social media pages. Those sites have their own privacy policies, and we are not responsible for how they handle your information.

Your choices and rights

You can:

• ask to see the personal information we hold about you

• ask us to correct information that is wrong or incomplete

• withdraw your consent to our use of your information, subject to legal or contractual limits

• change your cookie choices at any time

To make a request, contact our office. We will respond within the time the law requires. We may need to confirm your identity first.

Security, retention and children

Security. We protect personal information with reasonable physical, technical and administrative safeguards. No website or email is completely secure, so please do not send sensitive health details through our general forms or email.

Retention. We keep website enquiries only as long as we need them to respond to you, or longer if the law requires it. Information that becomes part of a patient record is kept as required by PHIPA and the Royal College of Dental Surgeons of Ontario.

Children. Many of our patients are children and teens. We expect a parent or guardian to submit forms and enquiries on behalf of anyone under 16.

Contact us

If you have a question, request or concern about your privacy, please contact our office.

We will do our best to resolve any concern. If you are not satisfied with our response, you can contact:

• the Information and Privacy Commissioner of Ontario, for questions about personal health information

• the Office of the Privacy Commissioner of Canada, for other personal information

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last updated.