1. Introduction

This Privacy Policy explains how ClinicConnects collects, uses, discloses, and protects personal information through our website at www.clinicconnects.ca and the digital marketing, clinic management, and reward platform services we provide to dental clinics across Canada.

We are committed to protecting your privacy and handling personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, Ontario's Personal Health Information Protection Act (PHIPA). We also comply with Canada's Anti-Spam Legislation (CASL) for electronic communications.

By using our website and services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

2. What This Privacy Policy Covers

This Privacy Policy covers the collection, use, disclosure, and storage of personal information collected through:

Our website at www.clinicconnects.ca
Our ClinicConnects dashboard and internal platform
Any related digital marketing, lead generation, clinic management, and user reward services we provide

This policy applies to:

Dental clinic partners (practice owners, administrators, and staff using ClinicConnects)
Website visitors
Recipients of rewards sent through our integrated reward platform

It does not apply to the independent privacy practices of dental clinics that use ClinicConnects — each clinic is responsible for its own privacy policies regarding patient information.

3. Our Commitment to PIPEDA's Ten Principles

ClinicConnects adheres to PIPEDA's ten fair information principles:

Accountability — We designate a Privacy Officer responsible for compliance.
Identifying Purposes — We clearly state why we collect personal information.
Consent — We obtain informed consent before collecting, using, or disclosing data.
Limiting Collection — We only collect information necessary for identified purposes.
Limiting Use, Disclosure, and Retention — We use information only for stated purposes and retain it only as long as needed.
Accuracy — We take reasonable steps to keep personal information accurate and complete.
Safeguards — We implement security measures to protect personal information.
Openness — We are transparent about our privacy practices.
Individual Access — You have the right to access and correct your information.
Challenging Compliance — You can challenge our compliance with PIPEDA.

4. Types of Personal Information We Collect

4.1 From Dental Clinic Partners

Identity Data: Practice name, owner/admin name, professional credentials
Contact Data: Email address, phone number, practice address, website URL
Account Data: Login credentials, subscription plan, billing information
Usage Data: Platform activity, feature usage, performance metrics

4.2 From Website Visitors

Technical Data: IP address, browser type, operating system, device information
Usage Data: Pages visited, time spent, referral source, clickstream data
Cookie Data: Authentication cookies, analytics cookies, preference cookies

4.3 From Reward Recipients

Identity Data: Name, email address
Contact Data: Email and/or SMS delivery preferences
Reward Data: Reward selection, redemption status, preference for gift card brand

4.4 What We Do NOT Collect

We do not collect patient health information, medical records, or clinical data from dental clinics. ClinicConnects is not a health information custodian under PHIPA and does not function as an electronic medical record system.

5. How We Collect Personal Information

We collect personal information through the following methods:

Directly from you: When you fill out forms on our website, create an account, sign up for a demo, or contact us directly
Automatically: Through cookies, server logs, and analytics tools when you browse our website
From our service providers: Integration data from connected tools (e.g., CRM systems, phone systems, booking platforms)
From third parties: Where permitted by law, such as publicly available business directories

6. How We Use Personal Information

We use your personal information for the following purposes:

To provide, operate, and improve the ClinicConnects platform and services
To deliver digital marketing campaigns, lead generation, and clinic management tools to our dental clinic partners
To manage user rewards and incentives through our integrated reward platform
To communicate with you about your account, bookings, support requests, and service updates
To analyze platform usage, measure performance, and optimize our services
To comply with legal obligations and protect the rights and safety of our users
To send marketing communications (with your consent, in compliance with CASL)

7. How We Disclose Personal Information

We may disclose your personal information in the following circumstances:

To dental clinic partners: To facilitate the services they have requested through ClinicConnects
To service providers: We share information with trusted third-party vendors who assist us in providing our services, including cloud hosting, analytics, payment processing, email delivery, and reward fulfillment.
To comply with legal obligations: When required by law, regulation, court order, or to protect the rights, property, or safety of ClinicConnects, our users, or the public
Business transfers: In connection with a merger, acquisition, or sale of assets, where your information may be transferred as part of the transaction
With your consent: When you have explicitly agreed to a disclosure

We do not sell personal information to third parties for advertising purposes.

8. Where We Store Personal Information

Personal information collected by ClinicConnects is stored on secure servers located in Canada and/or the United States. When data is transferred outside of Canada, we implement appropriate safeguards to ensure your information remains protected in accordance with PIPEDA requirements.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies for the following purposes:

Essential cookies: Required for authentication, session management, and core functionality
Performance cookies: To measure website performance and identify issues
Analytics cookies: To understand how visitors use our website (e.g., Google Analytics)
Marketing cookies: To deliver relevant content and measure campaign effectiveness

You can manage or disable cookies through your browser settings. Please note that disabling essential cookies may affect your ability to use our website properly.

10. Data Retention

We retain personal information only as long as necessary to fulfill the purposes outlined in this policy, to comply with legal obligations, or to resolve disputes. When no longer required, we securely delete or anonymize the information.

11. Your Rights

Under PIPEDA, you have the following rights:

Access: You may request access to the personal information we hold about you
Correction: You may request corrections to inaccurate or incomplete information
Withdrawal of consent: You may withdraw consent for certain uses of your information at any time (subject to legal and contractual restrictions)
Opt-out: You may opt out of marketing communications at any time

To exercise these rights, please contact us at support@clinicconnects.ca.

12. Marketing Communications (CASL Compliance)

In compliance with Canada's Anti-Spam Legislation (CASL):

We obtain your consent before sending commercial electronic messages
Every marketing email includes an unsubscribe option
You can opt out of marketing communications at any time by using the unsubscribe link or contacting us at support@clinicconnects.ca
Transactional and service messages (e.g., account notifications, appointment confirmations) are necessary to provide our services and cannot be opted out of

13. Security Safeguards

We implement commercially reasonable security measures to protect your personal information, including:

Encryption of data in transit and at rest
Access controls and role-based permissions
Regular security monitoring and vulnerability assessments
Secure authentication mechanisms
Employee training on privacy and data protection

While we strive to protect your information, no system is completely secure. If you believe your information has been compromised, please contact us immediately at support@clinicconnects.ca.

14. Third-Party Services and Links

Our platform integrates with various third-party services, including but not limited to:

Reward platforms for gift card and incentive delivery
CRM and communication tools

When you interact with these third-party services, their privacy policies also apply. We encourage you to review their privacy practices.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable laws. When we do, we will:

Update the "Last Updated" date at the top of this page
Post the updated policy on our website
Notify you of material changes where required by law

Continued use of our website and services after changes take effect constitutes your acceptance of the updated policy.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at support@clinicconnects.ca.

You may also reach us through our website contact form at www.clinicconnects.ca.

17. California Consumer Notice (CCPA) — For US Users

If you are a resident of California, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know, delete, and opt-out of the sale of personal information. ClinicConnects does not sell personal information. To exercise your California rights, contact us at support@clinicconnects.ca.

ClinicConnects Privacy Policy