City Centre Orthodontics

Last Updated: August 2026

City Centre Orthodontics is committed to protecting the privacy, confidentiality, and security of the personal information and personal health information entrusted to us.

As an orthodontic practice in Ontario, we collect, use, disclose, retain, and dispose of personal health information in accordance with Ontario's Personal Health Information Protection Act, 2004 ("PHIPA"), its regulations, applicable professional requirements, and other applicable laws.

1. Accountability

City Centre Orthodontics is a health information custodian under PHIPA and is responsible for personal health information in its custody or control.

We have designated a Privacy Officer who is responsible for overseeing our privacy practices, responding to questions and concerns, addressing privacy complaints, and helping ensure that our staff understand and comply with their privacy obligations.

All dentists, employees, contractors, and other persons acting on behalf of City Centre Orthodontics are expected to maintain the confidentiality of patient information and comply with our privacy and security policies.

2. Personal Information We Collect

Depending on the circumstances, we may collect information including:

• Name, address, telephone number, email address, date of birth, and other identifying and contact information
• Medical and dental histories
• Information concerning a patient's dental and orthodontic condition, diagnosis, treatment, and treatment plans
• Clinical notes and correspondence
• Photographs, radiographs, digital scans, models, and other diagnostic records
• Referral information and communications with dentists, physicians, specialists, laboratories, and other health-care providers
• Appointment and scheduling information
• Insurance and benefit information
• Financial, billing, and payment information
• Communications between patients, parents or guardians, and our office
• Other information reasonably necessary to provide orthodontic care or operate our practice

We limit the collection of personal health information to information that is reasonably necessary for lawful purposes connected with patient care and the operation of our practice.

3. How We Use Personal Health Information

We may use personal health information for purposes including:

• Assessing, diagnosing, planning, providing, and monitoring orthodontic treatment
• Communicating with patients, parents, guardians, and substitute decision-makers where appropriate
• Communicating and coordinating care with dentists, physicians, dental specialists, laboratories, and other health-care providers involved in a patient's care
• Scheduling and confirming appointments and sending appointment reminders
• Maintaining complete and accurate patient records
• Processing payments, insurance claims, predeterminations, and other administrative matters
• Quality assurance, risk management, and improvement of our services
• Meeting professional, regulatory, legal, accounting, and record-retention requirements
• Responding to inquiries, complaints, legal proceedings, or regulatory requirements
• Other purposes permitted or required by law

We will not collect, use, or disclose more personal health information than is reasonably necessary for the applicable purpose, except where otherwise required by law.

4. Consent

Where required by PHIPA, City Centre Orthodontics obtains consent for the collection, use, or disclosure of personal health information.

Consent may be express or implied depending upon the circumstances and applicable law.

Patients may withdraw or place restrictions on their consent, subject to legal, professional, contractual, and clinical limitations. A withdrawal of consent does not apply retroactively to information that has already been collected, used, or disclosed lawfully.

Certain information may be collected, used, or disclosed without consent where PHIPA or another law permits or requires us to do so.

5. Sharing Personal Health Information

Where permitted by law and appropriate for patient care, we may disclose personal health information to other health-care providers involved in a patient's care, including general dentists, dental specialists, physicians, surgeons, laboratories, and other health information custodians.

We may also disclose information to insurers, benefit providers, service providers, regulatory authorities, government agencies, legal representatives, or other persons where the patient has provided the required consent or where disclosure is otherwise permitted or required by law.

We take reasonable steps to ensure that disclosures are limited to information reasonably necessary for the intended purpose.

6. Email and Electronic Communications

City Centre Orthodontics uses electronic communications, including email, as part of the operation of the practice.

Regular email is not a completely secure method of communication. Unencrypted email may be intercepted, misdirected, accessed by unauthorized persons, forwarded without authorization, or stored on computers, mobile devices, or email systems outside the control of City Centre Orthodontics.

Whenever reasonably feasible and appropriate considering the sensitivity of the information, City Centre Orthodontics will use secure methods of communication for personal health information.

With a patient's express consent, City Centre Orthodontics may use regular, unencrypted email for appropriate communications where the privacy and security risks are considered reasonable in the circumstances. Such communications may include:

• Appointment confirmations and reminders
• Scheduling and rescheduling communications
• General office information
• Administrative communications
• Other limited information where use of regular email is reasonable in the circumstances

We will make reasonable efforts to minimize the amount and sensitivity of personal health information contained in unencrypted email.

Patients who consent to communication by regular email acknowledge that they have been informed that regular email carries privacy and security risks. Consent to communicate by email will be documented where appropriate.

Patients may withdraw their consent to communicate through unencrypted email at any time by notifying our office. Withdrawal will apply to future communications.

If a patient initiates an email communication containing personal health information, our office will consider the nature and sensitivity of the information before determining whether it is appropriate to respond by regular email or whether a more secure method should be used.

Patients are encouraged not to send highly sensitive personal health information through regular email.

7. Appointment Reminders and Communications

With appropriate consent, we may communicate appointment reminders and confirmations through telephone, voicemail, email, text message, or other electronic means.

We attempt to limit the amount of personal health information included in routine appointment communications.

Patients who have concerns about voicemail, email, text messages, or other methods of communication should advise our office of their communication preferences.

8. Website Communications

Information submitted through our website, online forms, or regular email may travel through systems that are not under the direct control of City Centre Orthodontics.

Unless a particular communication system is specifically identified as secure, patients should not assume that information submitted electronically through the internet is encrypted or completely secure.

Patients should avoid submitting highly sensitive personal health information through general website contact forms or regular email.

Information submitted through our website may be used to respond to inquiries, arrange consultations or appointments, provide requested information, and administer our services.

9. Safeguarding Your Information

City Centre Orthodontics maintains reasonable administrative, physical, and technical safeguards appropriate to the nature of the information in our custody or control.

These measures may include:

• Staff privacy and confidentiality requirements
• Privacy and security training
• Access controls and password protection
• Limiting access to patient information to individuals who require it for authorized purposes
• Appropriate physical security of records and office areas
• Security measures for electronic systems and devices
• Secure retention and disposal procedures
• Policies governing electronic communications and use of patient information
• Procedures for responding to suspected or confirmed privacy breaches

No information system can be guaranteed to be completely secure. We regularly review our practices and take reasonable measures to reduce privacy and security risks.

10. Service Providers

City Centre Orthodontics may use third-party service providers for services such as practice-management software, electronic records, data storage and backup, communications, appointment management, payment processing, information technology, website services, and other administrative functions.

Where these providers handle personal health information on our behalf, we take reasonable steps appropriate to the circumstances to protect the confidentiality and security of that information and to ensure that it is handled consistently with our legal obligations.

11. Access to Your Records

Patients generally have the right under PHIPA to request access to records of their personal health information in our custody or control, subject to limited exceptions established by law.

Requests for access may be made by contacting our office. We may require a written request and reasonable information to verify the identity and authority of the person making the request. Fees permitted by law may apply to certain access or copying requests.

We will respond to requests for access as soon as reasonably possible and generally within 30 days, as required by PHIPA. In circumstances permitted by PHIPA, this period may be extended for up to an additional 30 days.

12. Correction of Personal Health Information

Patients who believe that information contained in their health record is inaccurate or incomplete may request a correction.

Requests should be directed to our office or Privacy Officer. We will respond to written correction requests as soon as reasonably possible and generally within 30 days, subject to any extension permitted by PHIPA.

There are circumstances under PHIPA in which a requested correction may not be made. Where applicable, patients may have the right to have a statement of disagreement attached to their record.

13. Retention and Disposal

Patient records and personal health information are retained for the periods required by applicable legislation, professional requirements, and legitimate clinical and business needs.

When information is no longer required to be retained, we take reasonable steps to securely destroy, delete, erase, or otherwise dispose of it in a manner designed to prevent unauthorized access or reconstruction.

14. Questions and Privacy Concerns

Questions, concerns, or complaints regarding our privacy practices or the handling of personal health information may be directed to:

Privacy Officer
Dr. M. Ziad Omar
City Centre Orthodontics
Email: dromar@citycentreortho.com
Telephone: 905-270-0888

We will review privacy concerns and complaints and respond as appropriate.

15. Changes to This Privacy Policy

City Centre Orthodontics may update this Privacy Policy periodically to reflect changes in our practices, technology, professional requirements, or applicable law.

The current version will be made available through our website and will indicate the date on which it was last updated.

Last Updated: August 2026