Privacy Policy

Last Updated: October 2026

1. Introduction

Sherwood Dental is committed to protecting the privacy and confidentiality of our patients, website visitors, and other individuals whose personal information we collect.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information and health information through our dental practice, website (https://sherwoodparkdental.ca/), online forms, and other communications with us.

We handle personal information in accordance with applicable Alberta and Canadian privacy laws, including Alberta’s Health Information Act (HIA), Alberta’s Personal Information Protection Act (PIPA), where applicable, and other applicable legislation.

By using our website, you acknowledge that you have had an opportunity to review this Privacy Policy. Where consent is legally required for a particular collection, use, or disclosure of information, we will obtain that consent as required by law. Simply visiting our website does not constitute consent to every use of your information.

2. Information We Collect

Depending on your interactions with our practice, we may collect the following types of information:

Personal and contact information

• Full name, date of birth, mailing address, telephone number, and email address.

• Emergency contact information, where appropriate.

• Parent, guardian, or authorized representative information, where applicable.

Dental and health information

• Medical and dental histories, health conditions, medications, allergies, and relevant health information.

• Dental examination findings, diagnoses, treatment plans, clinical notes, radiographs, photographs, and treatment records.

• Insurance, benefits, billing, and payment information relevant to your care.

Website and technical information

• Internet Protocol (IP) address, browser type, device information, operating system, pages visited, and approximate usage information.

• Information collected through cookies, analytics tools, or similar technologies, where used and permitted by law.

Communications and inquiries

• Information you provide through website contact forms, appointment requests, emails, telephone calls, text messages, or other communications with our practice.

How we use text messages is described in our Text Message (SMS) Policy.

We aim to collect only the information reasonably necessary for the purposes identified in this policy or otherwise permitted or required by law.

Please do not submit detailed medical histories, dental records, payment card information, or other sensitive information through a general website contact form unless the form has been specifically designed and approved for that purpose.

3. How We Collect Information

We may collect information directly from you, your parent or legal guardian where applicable, or an authorized representative.

We may also collect information from other sources when permitted or required by law, including:

• Other healthcare providers involved in your care.

• Dental laboratories, pharmacies, insurers, and benefit providers, where applicable.

• Authorized representatives or individuals involved in coordinating your care.

• Our website hosting provider, appointment-booking system, patient management software, and other service providers.

Where required, we will obtain your consent before collecting information from third parties or using or disclosing information for a purpose that requires consent.

4. How We Use Your Information

We may use personal information and health information for purposes including:

• Providing, coordinating, and managing oral care and treatment.

• Maintaining accurate patient charts and clinical records.

• Scheduling appointments and sending appointment confirmations, reminders, and follow-up communications.

• Responding to inquiries and communicating with you about your care.

• Processing payments, invoices, insurance claims, and benefit inquiries.

• Managing our dental practice and fulfilling applicable legal, regulatory, professional, and recordkeeping obligations.

• Operating, maintaining, securing, and improving our website and services.

• Detecting and preventing fraud, unauthorized access, and other security risks.

• Communicating practice updates, educational information, or promotional offers where permitted by law and where any required consent has been obtained.

We will not use your information for unrelated purposes without the consent required by law or another lawful basis for doing so.

5. Consent

We obtain consent for the collection, use, and disclosure of personal information and health information as required by applicable law.

Depending on the circumstances, consent may be expressed or implied where legally permitted. We may also collect, use, or disclose certain information without consent when authorized or required by law.

You may withdraw consent for a particular use or disclosure, subject to legal, professional, contractual, and recordkeeping requirements. Withdrawing consent may affect our ability to provide certain services or communicate with you.

To withdraw consent or ask questions about your consent preferences, please contact us using the information in Section 12.

6. Disclosure of Information

We do not sell your personal information or health information.

We may disclose information when authorized or required by law and, where appropriate, with your consent. This may include disclosure to:

• Healthcare providers involved in your care.

• Dental laboratories, insurers, benefit administrators, and payment processors.

• Appointment-booking, electronic dental record, website hosting, communications, and information technology providers acting on our behalf.

• Professional advisors, auditors, or service providers who require the information for authorized purposes.

• Regulatory bodies, courts, law enforcement, or other authorities when disclosure is legally required or authorized.

• Individuals you have authorized to receive information, where permitted by law.

We require service providers who handle information on our behalf to protect it through appropriate contractual, administrative, and technical safeguards, as applicable.

Some service providers may store or process information outside Alberta or Canada. In those circumstances, information may be subject to the laws of the jurisdiction where it is processed. We will address any applicable legal requirements for such arrangements.

7. Website Cookies and Analytics

Our website may use cookies and similar technologies to support website functionality, remember preferences, understand website traffic, and improve user experience.

The types of technologies used may include:

• Essential cookies: Required for certain website functions.

• Analytics technologies: Used to understand how visitors use our website.

• Advertising or tracking technologies: Used only if implemented and permitted by applicable law and our consent practices.

You may be able to manage cookies through your browser settings. Disabling certain cookies may affect website functionality.

If our website uses third-party analytics, embedded content, online booking tools, maps, or similar services, those providers may collect information according to their own privacy policies and terms.

As of October 2026, this website uses these tools:

• Google Tag Manager and Google Analytics 4, to understand how visitors use the website.

• Google Ads, to measure advertising.

• CallRail, to attribute phone calls that start from the website.

• Google reCAPTCHA, on website forms, to reduce spam.

• Contact Form 7, to deliver form submissions to the practice.

The website does not currently display a separate cookie-consent banner. You can manage cookies through your browser settings. Blocking some of these tools may affect website functions, including forms.

8. Website Forms and Online Communications

Information submitted through our website may be transmitted to our practice or to service providers that help us operate our website and manage inquiries.

Although we take reasonable steps to protect information, ordinary email and general website contact forms may not provide the same level of protection as secure patient communication systems.

Please avoid including sensitive health information in general inquiries. For patient-specific questions, you may phone our office by calling 780-464-4166.

Submitting an appointment request or inquiry does not necessarily confirm an appointment or establish a dentist-patient relationship.

9. Protection and Storage of Information

We use reasonable administrative, technical, and physical safeguards designed to protect personal information and health information against loss, theft, unauthorized access, use, disclosure, copying, modification, or disposal.

Safeguards may include restricted access, staff confidentiality obligations, password protection, secure systems, and appropriate service-provider arrangements.

Access to patient information is limited to individuals who require it for authorized purposes.

No website, electronic transmission, or storage system can be guaranteed to be completely secure. We take appropriate steps to manage risks and respond to suspected privacy incidents in accordance with applicable requirements.

10. Retention and Disposal

We retain personal information and health information for as long as reasonably necessary for the purposes for which it was collected and as required by applicable laws, professional standards, regulatory requirements, and record-retention policies.

When information is no longer required, we take reasonable steps to securely destroy, erase, or anonymize it, subject to applicable legal and professional obligations.

Patient records may need to be retained even after a patient stops receiving treatment.

11. Access and Correction Requests

Subject to applicable law and any legal exceptions, you may have the right to request access to your personal information or health information and to request correction of information you believe is inaccurate or incomplete.

To submit a request, please contact our Privacy Officer using the details below. We may need to verify your identity and confirm your authority before responding.

We will respond in accordance with applicable legal requirements. Certain information may be withheld where a lawful exception applies.

12. Privacy Officer and Contact Information

For questions about this Privacy Policy, requests concerning your information, or privacy-related complaints, please contact:

Privacy Officer: Angela Guezen, Business Manager
Dental Practice: Sherwood Dental
Mailing Address: 308, 2018 Sherwood Drive, Sherwood Park, Alberta, Canada, T8A 5V3
Telephone: 780-464-4166
Email: info@sherwoodparkdental.ca

If you have a concern about how your personal information or health information has been handled, we encourage you to contact us first so we can review and address it.

Depending on the legislation applicable to your concern, you may also contact the Office of the Information and Privacy Commissioner of Alberta:

Website: https://oipc.ab.ca/
Telephone: 780-422-6860
Toll-free: 1-888-878-4044

13. Third-Party Websites

Our website may contain links to websites operated by third parties. We are not responsible for the privacy practices, content, or security of those websites.

We encourage you to review the privacy policies of third-party websites before providing them with personal information.

14. Children’s Privacy

We take the privacy of children and minors seriously. Where appropriate, we communicate with parents, guardians, or authorized representatives and obtain consent in accordance with applicable law.

The collection, use, and disclosure of a minor’s information will be handled in accordance with applicable privacy and health information legislation, including any rules concerning capacity and consent.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our practices, services, technology, or legal obligations.

The updated policy will be posted on our website with a revised “Last Updated” date. Where required by law, we will obtain consent or provide additional notice for material changes.

16. Contact Us

If you have questions about this Privacy Policy or how we handle information, please contact:

Angela Guezen, Business Manager
308, 2018 Sherwood Drive, Sherwood Park, Alberta, Canada, T8A 5V3
780-464-4166
info@sherwoodparkdental.ca
https://sherwoodparkdental.ca/

Thank you for trusting Sherwood Dental with yours and your family’s dental care and personal information.