Privacy Policy — Shawnee Dental Ltd. (Alberta)

Effective date: January 10, 2026 Clinic: Shawnee Dental Ltd. (“Shawnee Dental”, “we”, “us”, “our”) Address: #1140–1150, 88 Shawnee St SW, Calgary, AB T2Y 0Z7 Phone: 587-952-1700 Email: info@shawneedental.ca

Privacy Officer: Atit Patel (Owner)

Shawnee Dental Ltd. is committed to protecting your privacy and safeguarding the personal information and health information you provide when you use our website, online booking, and patient medical history/intake forms.

This Privacy Policy is designed to align with Alberta privacy requirements, including Alberta’s Health Information Act (HIA) (for patient health information handled by custodians and their affiliates) and Alberta’s Personal Information Protection Act (PIPA) (for personal information handled by private-sector organizations). (OIPC Alberta)

1) Scope

This Privacy Policy applies to:

• Our website (hosted on Wix)

• Online booking and reminders (via Recall Max by Max Assist)

• Online patient forms and medical history submissions (submitted into Recall Max)

• Marketing communications (via Wix Email, Max Assist, and Klaviyo)

• Website analytics/advertising (including Google Analytics, Google Tag Manager, and Meta Pixel)

• Call tracking, chat tools, and call recordings (where enabled)

2) What we collect

A. Information you provide

Depending on how you interact with us, we may collect:

Personal information

• Name, contact details (email, phone), address

• Date of birth

• Appointment preferences and communication preferences

Health information (including medical history)

• Reason for visit, symptoms/concerns, notes provided during booking

• Medical and dental history (e.g., conditions, medications, allergies)

• Other information you submit through patient intake forms

Communications

• Messages you send to us through the website, email, chat, or booking tool

• Appointment-related communications (confirmations, reminders)

B. Information collected automatically (website + ads)

When you visit our website, we (and our service providers) may collect:

• Device and browser information (e.g., IP address, browser type)

• Pages viewed and actions taken on the website

• Approximate location (inferred from IP address)

• Cookie and similar identifier data (see Section 8)

3) Why we collect and how we use information

We collect and use information for purposes a reasonable person would consider appropriate, including:

Providing dental care and related services

• Reviewing submitted medical history to provide safe and appropriate care

• Maintaining patient records

Booking, reminders, and clinic operations

• Scheduling appointments and managing changes/cancellations

• Sending confirmations and reminders by email/SMS through Recall Max

• Communicating with you about your care, inquiries, and clinic services

Administration

• Managing our relationship with you as a patient

• Quality assurance and internal record keeping

• Responding to legal/regulatory obligations

Website operations and improvement

• Website functionality, troubleshooting, and security

• Analytics to understand website use and improve the site

Marketing (where permitted)

• Sending newsletters or promotions through Wix Email / Max Assist / Klaviyo (you can unsubscribe at any time)

In Alberta, health information handling by dental practices is governed by the HIA, including rules on collection, use, disclosure, and safeguards. The College of Dental Surgeons of Alberta has standards addressing privacy and patient health information management. (College of Dental Surgeons of Alberta)

4) Consent

We seek consent where required by law and industry standards. Consent may be express (e.g., checking a box, signing a form) or implied depending on the context and the sensitivity of the information.

• By submitting booking details and intake forms online, you consent to our collection, use, and disclosure as described in this policy.

• You may withdraw consent in some cases, but this may limit our ability to provide dental services safely.

5) Online booking, reminders, and forms (Recall Max)

We use Recall Max by Max Assist for:

• Online booking (which may include health-related information such as reason for visit and symptoms)

• Email/SMS appointment reminders

• Intake and medical history submissions, which are stored in our practice management environment

Please use care when entering information into free-text fields and only provide what is relevant to booking or your dental care.

6) When we share information

We do not sell your personal information.

We may share information only when necessary and appropriate, including:

A. Within the “circle of care” / for providing health services

Where permitted, we may share relevant information with:

• Dental specialists or other health providers involved in your care

• Dental laboratories and diagnostic/imaging providers (as applicable)

• Insurance providers/benefit administrators when you request or authorize this, or where permitted

B. Service providers (acting on our behalf)

We use service providers to operate our website and systems, including:

• Wix (website hosting and website services)

• Recall Max / Max Assist (booking, reminders, practice management functions)

• Klaviyo (email marketing)

• Google (Analytics/Tag Manager)

• Meta (Pixel)

• Call tracking and chat providers [insert vendor name(s) if you want them explicitly listed]

We expect service providers to use appropriate safeguards and to only handle information for the services they provide to us.

C. Legal and regulatory reasons

We may disclose information if required or authorized by law (e.g., court order, lawful investigation) or to meet professional/regulatory obligations.

7) Where information is stored (Canada and cross-border)

Our clinical systems (including Recall Max) are hosted in Canada, based on the information available to us.

However, some website and marketing/analytics technologies may involve processing or storage outside Canada (for example, some vendors may operate infrastructure in multiple jurisdictions). If information is processed outside Canada, it may be subject to the laws of that jurisdiction and may be accessible to authorities there.

8) Cookies, analytics, and advertising

We use basic site cookies and also use analytics and advertising tools, including:

• Google Analytics

• Google Tag Manager

• Meta Pixel

• Remarketing / advertising features associated with the above

These tools may use cookies or similar technologies to measure website performance, understand visitor activity, and support advertising/remarketing.

Your choices

• You can manage cookies via your browser settings.

• Where available, you can also manage preferences via our cookie banner/settings on the website.

• You can adjust ad preferences within Google and Meta account settings (if you have accounts).

9) Call tracking, chat, and call recordings

If we use call tracking, chat widgets, or record calls:

• We may collect call metadata (e.g., time/date, duration, caller number) and chat transcripts to respond to inquiries, improve service, and for quality/security purposes.

• If calls are recorded, we will provide notice at the time of the call (or via an announcement) and obtain consent where required.

10) Safeguards and security

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information, which may include:

• Access controls and role-based permissions

• Encryption in transit (e.g., HTTPS) and other protective measures where applicable

• Staff confidentiality obligations and privacy training

• Monitoring and security practices intended to prevent unauthorized access

No method of transmission or storage is completely secure, but we take steps to reduce risk.

11) Retention

We retain personal information and patient records as required by law and regulator/professional standards and only as long as necessary for the purposes described in this policy. When no longer required, information is securely destroyed or anonymized.

12) Access, correction, and questions

You may request access to, or correction of, your personal information/health information (subject to legal exceptions).

To make a request or ask a privacy question, contact:

Privacy Officer: Atit Patel (Owner)

Email: info@shawneedental.ca

Phone: 587-952-1700

Mail: #1140–1150, 88 Shawnee St SW, Calgary, AB T2Y 0Z7

13) Privacy breaches

If a breach of security safeguards occurs, we will take steps to contain it, investigate, and comply with applicable notification requirements.

Canadian privacy frameworks include breach reporting/notification obligations in certain circumstances (for example, where there is a “real risk of significant harm” under federal guidance). (Office of the Privacy Commissioner)Alberta also has breach-related obligations under PIPA and health information governance under HIA. (OIPC Alberta)

14) Children and minors

We serve minors. For patients under 16, we require a parent or legal guardian to book appointments and submit online forms on the child’s behalf, unless otherwise permitted by applicable law in specific circumstances.

15) Changes to this Privacy Policy

We may update this policy from time to time. The “Effective date” at the top indicates when it was last updated. The most current version will be posted on our website.

16) Complaints

If you have a concern about how we handle your information, please contact our Privacy Officer first. You may also contact Alberta’s privacy regulator, the Office of the Information and Privacy Commissioner of Alberta (OIPC) regarding HIA/PIPA matters. (OIPC Alberta)