Last Updated: April 29, 2026
1. Introduction
Hepworth and Damas Endodontics (“we,” “us,” or “the Practice”) is committed to protecting the privacy and confidentiality of our patients’ personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website, https://hepworthdamas.com/, or use our online patient registration and referral forms.
By using our website, you consent to the data practices described in this policy.
2. Information Collection
We collect two types of information:
- Personal Health Information (PHI): Through our online registration and referral forms, we collect sensitive data including your name, contact details, date of birth, medical history, dental records, X-rays, medications, and insurance information. This collection is necessary to provide specialized endodontic care.
- Non-Personal Data: We automatically collect certain information when you visit our site, such as your IP address, browser type, and pages visited, through cookies and analytics tools provided by our marketing partners.
3. Use of Information
We use the collected information for the following purposes:
- To provide, manage, and optimize endodontic treatment and patient care.
- To coordinate with your referring dentist or other healthcare providers.
- To process dental insurance claims and manage billing.
- To improve our website functionality and patient experience via analytics.
- To comply with legal and regulatory requirements established by the Royal College of Dental Surgeons of Ontario (RCDSO).
4. Data Sharing and Disclosure
We do not sell your personal information. Your data may be shared only under the following circumstances:
- Referral Coordination: We share clinical data with your primary dentist to ensure continuity of care.
- Insurance Providers: We disclose necessary information to your insurance carrier to facilitate payment.
- Service Providers: We may use third-party vendors (e.g., website hosting, secure form providers) who are contractually obligated to maintain the confidentiality of your data.
- Legal Compliance: We may disclose information if required by law, subpoena, or regulatory audit.
5. Data Retention and Security
- Security: We employ industry-standard encryption and administrative safeguards to protect PHI. Our digital forms are transmitted via secure protocols.
- Retention: In accordance with Ontario provincial regulations for dental records, we retain patient personal and health information for a minimum of ten (10) years from the date of the last entry in the record.
6. Your Rights
Under PIPEDA and PHIPA, you have the right to:
- Access the personal information we hold about you.
- Request the correction of inaccurate or incomplete data.
- Withdraw consent for the collection or use of your data (noting that this may limit our ability to provide treatment).
7. Contact Information
If you have questions regarding this policy or wish to exercise your privacy rights, please contact our Privacy Officer:
Attn: Privacy Officer
Email: info@hepworthdamas.com