Privacy Policy
Last updated: August 2026
Introduction
Orion Dental is a health information custodian under Ontario’s Personal Health Information Protection Act, 2004 (PHIPA). This policy explains how we collect, use, disclose, and safeguard your personal health information. Where we handle information that is not personal health information — general business correspondence, for example — the federal Personal Information Protection and Electronic Documents Act (PIPEDA) may also apply.
Contact for Privacy Questions
If you have any questions about this policy, wish to access or correct your records, or want to raise a concern about how your information has been handled, please contact Dr. Fahimay Naqvi at response@oriondental.ca.
Information We Collect
We may collect your name, contact details, date of birth, dental and medical history, insurance information, and payment details. This information is collected directly from you at appointments, through the forms on this website, or when you contact the office.
We deliberately collect as little as possible online. Health history is taken on paper at your first visit rather than gathered through this website, which keeps medications, conditions, and other clinical details out of email entirely.
Forms and Appointments
Our websites do not collect health information through forms. Appointments are booked by phone. Our new patient registration form is a printable document: you complete it on paper and hand it in at the office, where it is handled the same way as any other patient record. Please do not send health information to us by email.
The one online form we use is a short call-back request on our dental implants page (oriondental.net). It asks only for your name, phone number, and preferred office, and we use them only to call you about booking an appointment. The request is sent to our office by encrypted email through Paubox, a service provider based in the United States, and is not stored in a database on the website.
Our Website Chat Assistant
This website offers an automated chat assistant to answer general questions about the practice. Messages you type are transmitted to Anthropic, a third-party artificial intelligence provider located in the United States, in order to generate a reply. We do not store your conversations.
Please do not enter personal health information into the chat. The assistant cannot book appointments, cannot access your records, and does not provide medical or dental advice. For anything specific to your care, please call the office.
Website Analytics
We use Google Analytics to understand how visitors use this website — which pages are viewed, and how people arrive. It places a cookie so a returning browser is recognised, and records approximate location, device type, and the pages visited.
It does not tell us who you are. Analytics identifies a browser, not a person, and there is no shared identifier between it and our patient records — so we have no way to connect what you read here to your dental file, even if we wanted to. Google processes this information on our behalf, outside Canada. We have turned off Google’s cross-device and demographic features, and we do not use analytics for advertising or to build profiles of individuals.
You can opt out of Google Analytics on every website you visit by installing Google’s opt-out browser add-on, or by blocking cookies in your browser settings. Neither affects your care in any way.
Email Newsletters
If we send you a practice newsletter, holiday hours, or general oral-health information, those emails are delivered through Brevo, a third-party email provider that processes data outside Canada. We use it only for general communications that are the same for every recipient — never for messages based on your treatment or clinical history.
Every newsletter includes an unsubscribe link. You can opt out at any time, and we will action your request within 10 business days.
How We Use Your Information
Your personal health information is used to provide dental care, manage appointments, process insurance claims, communicate with you about your treatment, and meet our legal and regulatory obligations.
Sharing Your Information
We do not sell your personal information. We share it only as needed to provide your care — such as a referral to another dental or medical professional — to process insurance claims, or where required or permitted by law. Service providers who handle information on our behalf, including those named above, are required to protect it and may use it only for the purposes we specify.
How We Protect Your Information
This website is served over HTTPS. Patient records are stored securely and access is limited to authorized staff. We use encrypted email for patient information sent from this website. We maintain administrative, physical, and technical safeguards appropriate to the sensitivity of the information.
How Long We Keep Your Records
Dental records are retained in accordance with the requirements of the Royal College of Dental Surgeons of Ontario — generally at least ten years after the last entry, or, for a patient who was a minor, ten years after they would have reached the age of eighteen.
If There Is a Privacy Breach
If your personal health information is lost, stolen, or accessed by someone not authorized to see it, we will notify you at the first reasonable opportunity, as PHIPA requires. Depending on the circumstances, we may also be required to notify the Information and Privacy Commissioner of Ontario.
Your Rights
You have the right to:
- access your records and request a copy;
- ask us to correct information you believe is inaccurate or incomplete;
- withdraw or withhold your consent to certain uses or disclosures, subject to legal limits;
- ask questions about how your information has been handled.
To exercise any of these rights, contact Dr. Fahimay Naqvi at response@oriondental.ca.
Complaints
If you are not satisfied with how we have handled your concern, you may contact the Information and Privacy Commissioner of Ontario:
2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8
Toll-free: 1-800-387-0073
www.ipc.on.ca
Contact Us
Orion Dental
520 Ellesmere Road, Unit 105, Scarborough, ON M1R 0B1
416-291-0306
1225 Maple Avenue, Unit 100, Milton, ON L9T 0A5
905-636-9770
response@oriondental.ca