Privacy policy

Who we are

QEW and Thirdline Dental, 1540 North Service Rd W, Units 5 & 6, Oakville, ON L6M 4A1. Phone 905.844.0872. Email info@qewandthirdlinedental.ca.

We are a health information custodian under Ontario's Personal Health Information Protection Act (PHIPA). Our privacy officer looks after the questions on this page.

What we collect on this website

Only what you type into the appointment form:

• Your name
• Your phone number
• Your email address
• Anything you write in the message box

We also record which page you came from, the date and time, your IP address, your browser, and the Google click ID if you arrived from an ad. That tells us which ads bring in patients.

What we ask you not to send

Please don't put medical history, medications, symptoms, allergies, insurance policy numbers, your health card number or your date of birth into the form. It isn't a secure channel and we don't need any of it to call you back. We take all of that in person, at your visit.

If you send it anyway, we treat it as a health record and handle it under PHIPA.

What we do with it

We call or email you back about the appointment you asked for, and we keep a record of the enquiry.

That's it. We don't sell your details, we don't rent them, and we don't hand them to anyone for their own marketing.

Session recording

We use Microsoft Clarity to see how people move around this site, so we can find pages that confuse people and fix them. It records mouse movement, scrolling, clicks and taps, and builds an anonymised replay of the visit.

What you type into the form is masked. Clarity does not capture your name, phone number, email or anything you write in the message box. We can see that a field was filled in, not what was in it.

Clarity does not record your screen outside this site, and it sets cookies. You can opt out of Clarity across every site that uses it at privacy.microsoft.com, and browser Do Not Track and Global Privacy Control signals are honoured.

Advertising and analytics

This site uses Google Analytics and Google Ads conversion tracking through Google Tag Manager, so we can see which ads lead to appointments.

We deliberately keep health information out of that. The confirmation page you land on after sending the form has a plain address with no treatment name in it, and the event we send to Google carries no name, phone number, email or treatment type. We don't run remarketing, customer match or lookalike audiences.

Google sets cookies for this. You can turn them off in your browser, and the site still works.

Who else sees your information

Only people who need it to do their job:

• Our own team, to call you back and book you in
• Our website and email providers, who store the data on our behalf
• Your insurer, but only for a claim you have asked us to submit

We may also disclose information where the law requires it. Some providers store data outside Canada, which means foreign courts and authorities could in principle require access to it.

How long we keep it

Website enquiries that don't become appointments are kept for two years, then deleted.

If you become a patient, your dental record is kept for at least ten years after your last visit, or ten years after your eighteenth birthday if you were a child. That is what the RCDSO requires of us.

Keeping it safe

Enquiries go over an encrypted connection into a database only our team can reach. Access is limited to staff who need it. If a breach ever put you at real risk of harm, PHIPA requires us to tell you and to notify the Information and Privacy Commissioner of Ontario.

Your rights

You can:

• Ask what we hold about you and get a copy
• Ask us to correct anything that's wrong
• Withdraw your consent to being contacted
• Ask us to delete a website enquiry

Email info@qewandthirdlinedental.ca or call 905.844.0872. We'll respond within 30 days.

Clinical records are different: we can't simply delete those, because we're required to keep them. We'll explain what we can and can't do when you ask.

If you're not happy with our answer, you can complain to the Information and Privacy Commissioner of Ontario at ipc.on.ca, or to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Email and texts

Sending the form lets us contact you about that request. It doesn't sign you up to anything else.

If we ever start a newsletter, we'll ask you separately first, and every email will have an unsubscribe link.

Changes

If we change this page we'll update the date at the top.