Proud members of D.I.A.C. since
Industry Association of Canada
Canadienne de l'Industrie Dentaire
dent-line of canada inc.,
3420 Pharmacy Ave Unit 3, Scarborough Ontario Canada M1W 2P7
or 1-800-250-5111 Fax. 416-694-1071
- Privacy of personal information
important principle to Dent-Line of Canada
Inc. We are
committed to collecting, using and disclosing personal information
and only to the extent necessary for the goods and services we provide.
try to be open and transparent as to how we handle personal
document describes our privacy policies.
IS PERSONAL INFORMATION?
information is information about an identifiable individual. Personal
information includes information that relates to their personal
characteristics (e.g. gender, age, income, home address, phone number,
ethnic background, family status), their health (e.g. health history,
oral health condition, health services and devices received by them) or
their activities and views (e.g. a person’s self-image, religion,
politics, opinions expressed by an individual, an opinion or evaluation
of an individual). Personal information is to be contrasted with
business information (e.g. an individual’s business address and
telephone number), which is not protected by privacy legislation.
WHO WE ARE
organization, Dent-Line of Canada Inc., includes at the time of writing
one dental technologist and four support staff.
use a number of consultants and agencies
that may, in the course of their duties some have limited access to
we hold. These
include computer consultants, bookkeepers and
card companies, premises cleaners and lawyers. We restrict
their access to
any personal information we hold as much as is reasonably possible.
We also have their assurance
that they follow appropriate privacy principles.
WE COLLECT PERSONAL INFORMATION:
all dental supply organizations, we collect, use and disclose personal
information in order to serve our clients. For our
clients, the primary purpose for collecting personal
information is to provide dental supply services. For
about the name,
the office address and phone numbers. We may also take notes on our
in order to provide better services. Our
dental supply organization may collect,
use and disclose personal information about clients in order to contact
them for providing services to make them
aware of changes or developments in
our organization (e.g. new products or services) or normal
promotional activities (e.g. discounts).
We try to use business contact information whenever
possible. Generally the client will provide this information to us and
it will be apparent from the circumstances
how the information will be used. If a client
objects to the use of personal information it shall be immediately
deleted from our files or, where agreed to be kept
on file, will not be used for that purpose again.
ABOUT MEMBERS OF THE GENERAL PUBLIC
members of the general public, our primary purposes for collecting
personal information are to provide notice of
special events (e.g. a seminar or conference) or
to make them aware of dental health services in general or our products
in particular. For example, while we try
work contact information where possible,
we might collect home address, fax numbers and e-mail addresses. We try
to obtain consent before using any
such personal information, but where this is not,
for any reason, possible (e.g. we did not know that it was a home
address), we will upon request immediately remove
any personal information from our distribution
6. On our website we only collect, with the
exception of cookies, the personal information
you provide and only use that information for the purpose you gave it to us (e.g. to respond to your e-mail
message, to register for a course or catalogue, to
subscribe to our newsletter). Cookies are only used to
help you navigate our website and are not
used to monitor you.
CONTRACT STAFF, VOLUNTEERS AND STUDENTS
people who are contracted to do work for us (e.g. temporary workers),
our primary purpose for collecting
personal information is to ensure we can contact them
in the future (e.g. for new assignments) and for necessary
sending out paycheques, year-end tax receipts). Examples of the type of
personal information we
collect for those purposes include home addresses
and telephone numbers. It is rare for us that we collect such
information without prior consent, but it
happen in the case of health emergency (e.g. SARS
outbreak) or to investigate a possible breach of law (e.g. if a theft
were to occur in the organization). If
contract staff, volunteers or students wish a letter of reference or an
evaluation, we will collect information
about their work related performance
and provide a report as authorized by them.
COLLECT PERSONAL INFORMATION: Related and secondary purposes
Like most organizations, we also
disclose information for purposes related to or secondary to our
purposes. The most common examples of our related and secondary
purposes are as
To invoice clients or patients for goods or
that were not paid for at the time, to process credit card payments or
collect unpaid accounts.
advise clients that their product or service should
be reviewed (e.g. to ensure a product is still functioning properly and
appropriate for their then current needs and to consider modifications
To advise clients and others of special events or
opportunities (e.g. a seminar, development of a new service, arrival of
product) that we have available.
Our organization reviews clients' files for the
of ensuring that we provide high quality services, including assessing
performance of our staff. In addition, external consultants (e.g.
lawyers, practice consultants, voluntary accreditation programs) may on
behalf do audits and continuing quality improvement reviews of our organization,
including reviewing client files and interviewing our staff.
Dent-Line is regulated by Health Canada
who may inspect our records and interview our staff as a part of their
regulatory activities in the public interest. In addition, as
will report serious misconduct, incompetence or incapacity of other
practitioners, whether they belong to other organizations or our own.
organization believes that it should report information suggesting
illegal behaviour to the authorities. External regulators have their
privacy obligations. Sometimes these reports include personal
our clients, or other individuals, to support the concern (e.g.
services). Also, like all organizations, various government agencies
Canada Customs and Revenue Agency, Information and Privacy
Rights Commission, etc.) have the authority to review our files and
our staff as a part of their mandates. In these circumstances, we may
with professionals (e.g. Lawyers, accountants) who will investigate the
and report back to us.
Clients or other individuals we deal
questions about our goods or services after they have been received. We
provide ongoing services for many of our clients over a period of
years for which our previous records are helpful. We retain our clients
information for a minimum of ten years after the last contact to enable
respond to those questions and provide these services ( Health
also requires us to retain lot numbers and distribution lists).
If Dent-Line of Canada Inc. or its
were to be
sold, the purchaser would want to conduct a “due diligence” review of
company’s records to ensure that it is a viable business that has been
portrayed to the purchaser. This due diligence may involve some review
accounting and service files. The purchaser would not be able to remove
record personal information. Before being provided access to the files,
must provide a written promise to keep all personal information
Only reputable purchasers who have already agreed to buy the
business or its assets would be provided access to personal
only for the purpose of completing their due diligence search prior to
can choose not to be part of some of these related or secondary purposes (e.g. by declining to receive
notice of special events or opportunities,
by paying for your services in advance). We do not, however, have much
choice about some of these related or
secondary purposes (e.g. external
understand the importance of protecting personal information. For that reason, we have taken
the following steps:
Paper information and documents are
supervision or secured in a locked or restricted area.
Electronic hardware is either under
secured in a locked or restricted area at all times. In addition,
used on computers. All of our cell phones are digital, which signals
difficult to intercept.
Paper information and documents are
sealed, addressed envelopes or boxes by reputable
Electronic information is transmitted
either through a
direct line or is anonymized or
Staff are trained to collect, use and
information only as necessary to fulfill their
External consultants and agencies
personal information must enter into privacy
us or otherwise provide suitable privacy assurance to us.
AND DESTRUCTION OF PERSONAL INFORMATION
We need to retain personal
time to ensure that we can answer
any questions you might have about the services provided
our own accountability to external
regulatory bodies. However, we do not want to keep
personal information too long in order to
protect your privacy.
We keep our clients files for about
clients contact directories are much more difficult to
systematically destroy, so we remove such information
when we can if it does not
appear that we will be contacting you again.
However, if you ask, we will
remove such contact information right away. We
keep any personal information
relating to our general correspondence (i.e.
with people who are
not clients) newsletters, seminars and marketing activities for about
months after the newsletter ceases publication or a seminar or
activity is over.
destroy paper files containing personal information by shredding. We
destroy electronic information by
deleting it and, when the hardware is discarded, we ensure that the
is physically destroyed or formatted. Alternatively,
we may send some or the
entire client file to the client.
YOU CAN LOOK AT YOUR INFORMATION
only a few exceptions, you have the right to see what personal information we hold about you.
Often all you have to do is ask. We can help you
identify what records we might have about you. We will also try to
help you understand any information you do
not understand (e.g. short forms, technical language, etc.). We will
to confirm your identity, if we do not know you, before providing you
access. We reserve the right to charge a nominal fee for such requests.
there is a problem we may ask you to put your request in writing. If we
cannot give you access, we will tell you
within 30 days if at all possible and tell you the reason, as best we
to why we cannot give you access.
you believe there is a mistake in the information we have about you,
you have the right to ask for it to be
corrected. This applies to factual information and
not to any professional opinions we
may have formed. We may ask you to provide
documentation to substantiate
that our files are wrong. Where we agree that we made a mistake, we
make the correction and notify anyone to whom we
sent this information. If we
do not agree that we have made a mistake, we
will still agree to include
in our file a brief statement from you on the point and we will forward
statement to anyone else who received the
YOU HAVE A QUESTION?
information officer, Peter T. Pontsa, R.D.T, can be reached at:
3420 Pharmacy Ave Unit 3, Scarborough Ontario Canada M1W 2P7
Phone: (519)942-9315 or e-mail him at firstname.lastname@example.org
will attempt to answer any questions or concerns you might have.
you wish to make a formal complaint about our privacy practices, you
may make it in writing to our information
officer. He will acknowledge receipt of your
complaint, ensure that
it is investigated promptly and that you are provided with a
decision and reasons in writing.
you have a concern about the professionalism or competence of our
staff we would ask you to discuss those concerns with
However, if we cannot
satisfy your concerns, you are entitled to complain to the privacy
21. This policy is made
under the Personal Information
and Electronic Documents Act.
That is a complex Act and provides some additional exceptions
to the privacy principles that are
too detailed to set out here. There are some rare exceptions to
the commitments set out above.
more general inquiries, the Information
and Privacy Commissioner of Canada
oversees the administration of the privacy legislation in the
private sector. The Commissioner also acts as a
kind of ombudsman for privacy disputes.
Commissioner can be reached at:
STREET, OTTAWA, ONTARIO,
TOLL-FREE: 1-800-282-1376 FAX:(613)947-6850