Privacy Policy

Last Updated: July 18, 2026

1. Introduction

The Port Dental Clinic ("we," "our," or "us") is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website at https://theportdental.ca, use our online services, or visit our dental clinic located at 4250 109 Ave NE #3145, Calgary, AB T3N 1Z3.

We comply with the Personal Information Protection Act (PIPA) of Alberta, the Health Information Act (HIA) of Alberta, and applicable federal privacy legislation including the Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Information We Collect

Personal Information

When you interact with us — whether booking an appointment, filling out a form, or calling our office — we may collect:

• Full name, email address, and phone number
• Mailing address and date of birth
• Insurance provider and policy details
• Emergency contact information

When you request an appointment or contact us through our website forms, we collect the details you provide (name, contact information, preferred appointment time, and any notes you choose to include). This information is transmitted to our clinic by email, is used only to respond to you and arrange your care, and is handled in accordance with the Health Information Act. Please avoid including detailed medical information in website forms — we will collect your health history securely at the clinic.

Health Information

To provide quality dental care, we collect health-related information including:

• Medical and dental history
• Current medications and allergies
• Diagnostic records such as X-rays, photographs, and treatment notes
• Treatment plans and clinical observations

Website Usage Information

When you browse our website, we may automatically collect:

• IP address and browser type
• Pages visited and time spent on our site
• Referring website or search terms
• Device type and operating system

3. How We Use Your Information

We use the information we collect for the following purposes:

• Dental Care: Providing examinations, treatments, and follow-up care
• Appointments: Scheduling, confirming, and sending reminders for your visits
• Insurance: Processing claims and verifying coverage on your behalf
• Communication: Responding to inquiries submitted through our website or by phone
• Legal Compliance: Meeting regulatory and legal obligations as required by Alberta health authorities
• Improvement: Analyzing website usage to improve our online experience

4. Cookies and Tracking

Our website uses cookies and similar technologies to:

• Ensure the website functions properly
• Remember your preferences
• Analyze site traffic through Google Analytics

You can manage cookie preferences through your browser settings. Disabling cookies may affect some website functionality, such as form submissions.

5. Third-Party Services

We may share limited information with trusted third-party service providers who assist in our operations:

• Online Booking: Our appointment scheduling platform processes your name, contact information, and preferred appointment times
• Google Services: Google Analytics (website analytics)
• Insurance Companies: Claim submissions on your behalf, with your consent
• Dental Labs: When custom dental work (e.g., crowns, dentures) is required, relevant clinical information is shared

We do not sell, trade, or rent your personal information to third parties for marketing purposes.

6. Data Security

We take reasonable administrative, technical, and physical measures to protect your information, including:

• Secure, encrypted connections (SSL/TLS) for all website transactions
• Restricted access to patient records on a need-to-know basis
• Secure storage of physical records at our clinic
• Regular staff training on privacy and data protection

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We encourage you to contact us immediately if you suspect any unauthorized access to your information.

7. Your Rights

Under Alberta's privacy legislation, you have the right to:

• Access: Request a copy of the personal or health information we hold about you
• Correction: Request corrections to inaccurate or incomplete information
• Withdraw Consent: Withdraw consent for certain uses of your information (this may affect our ability to provide some services)
• Complaint: File a complaint with the Office of the Information and Privacy Commissioner of Alberta if you believe your privacy rights have been violated

To exercise any of these rights, please contact our office using the information below.

8. Retention of Information

We retain patient health records in accordance with the requirements of the College of Dental Surgeons of Alberta (CDSA) and the Health Information Act. Generally, adult patient records are kept for a minimum of 10 years after the last visit, and records for minors are retained until the patient turns 18, plus 10 additional years.

Website usage data and non-clinical personal information is retained only as long as necessary for the purposes outlined in this policy.

9. Children's Privacy

We provide dental care for patients of all ages, including children. Personal and health information for minor patients is collected and managed with the consent of a parent or legal guardian. We do not knowingly collect personal information from children through our website without parental consent.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last Updated" date at the top of this page indicates when the policy was last revised. We encourage you to review this page periodically.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: