Privacy Policy

This Privacy Policy applies to:

• Individuals ("patients") submitting cosmetic dentistry inquiries
• Clinics using the Clinic Concierge platform
• Users browsing our website or interacting with our services
• Individuals receiving emails, SMS, or notifications from us

Our services are intended for adults 18 years or older. We do not knowingly collect information from minors.

We use patient and clinic information to:

• Verify, screen, and classify patient inquiries
• Match patients with local clinics
• Deliver verified cosmetic dentistry leads to clinics
• Operate and improve our website and dashboard
• Prevent fraud and maintain security
• Provide customer service and technical support
• Comply with Canadian laws and regulatory requirements
• Communicate with patients and clinics (email, SMS, platform notifications)
• Process payments and track purchase history for clinics

We do NOT sell personal information to third parties.

• A patient's information is only shared with a clinic after the clinic purchases the lead.
• Prior to purchase, clinics see only preview information (non-identifying).
• After purchase, the clinic receives:
  • Full contact details
  • Intake form responses
  • Call transcript or call recording (if available)

Once the lead is transferred:

Clinics become independent data controllers under PIPEDA.

Clinics are responsible for:

• Lawful use of patient data
• Secure storage and handling
• CASL/CAN-SPAM compliance for messages sent to the patient
• Honoring patient privacy and deletion requests
• Meeting all provincial and federal health information standards

Clinic Concierge is not liable for clinic actions or communication once a lead is purchased.

By submitting information as a patient, you:

• Consent to being contacted by Clinic Concierge
• Consent to having your information screened and verified
• Consent to having your verified lead details shared with one purchasing clinic only

By using the dashboard as a clinic, you:

• Consent to data processing required to operate your account
• Consent to receiving lead alerts and service messages

Consent may be withdrawn at any time (see Section 11).

We may disclose personal information to:

• Service providers assisting with:
  • Cloud hosting
  • Email delivery
  • Billing and payment processing
  • SMS/verification services
  • AI-assisted intake tools
• Legal authorities when required by law
• Regulators in cases of data inquiries or compliance investigations

We only work with providers that maintain strong privacy and security standards.

We never sell personal information or share it with advertisers.

Our website uses cookies and similar technologies for:

• Session management
• Login authentication
• Analytics (e.g., site usage, traffic patterns)
• Performance optimization
• Optional advertising or retargeting (if enabled in the future)

Users may disable cookies in their browser; however, certain features may stop functioning.

Patients and clinics may receive:

• Service updates
• Lead notifications
• Appointment reminders (if opted in)
• Newsletters or educational content
• Promotional offers related to Clinic Concierge services

You may unsubscribe at any time using:

• The unsubscribe link in any email
• "STOP" for SMS (where applicable)
• Emailing us at: privacy@clinicconcierge.ca

Transactional or security-related messages may still be sent.

Some of our third-party providers may store or process data outside Canada (e.g., United States).

Where this occurs, we ensure:

• Contractual protections
• Encryption in transit and at rest
• That providers meet PIPEDA-equivalent standards

All international transfers occur strictly to operate the service.

We use industry-standard security controls:

• Encryption
• Access controls
• Secure dashboard authentication
• Limited employee access
• Network and firewall protections
• Monitoring for suspicious activity

No method of transmission is perfectly secure, but we use strict safeguards to minimize risk.

Under PIPEDA, you may request to:

• Access personal information we hold
• Correct inaccurate or outdated information
• Withdraw consent to certain uses
• Request deletion, where legally allowable

To exercise rights:

Email: privacy@clinicconcierge.ca

We may need to verify your identity before proceeding.

We retain:

• Patient intake data only as long as necessary for lead delivery and compliance
• Clinic account data as long as the account remains active
• Billing records as required for financial and legal obligations

You may request deletion at any time (subject to legal retention rules).

We take privacy concerns seriously.

To file a complaint or raise a concern:

Email: privacy@clinicconcierge.ca

If not resolved, you may contact:

Office of the Privacy Commissioner of Canada: www.priv.gc.ca

We may update this Privacy Policy to reflect:

• operational changes
• compliance updates
• new features
• regulatory requirements

Updated versions will be posted with a revised effective date.

Continued use of our services constitutes acceptance of the updated policy.