Last updated: October 23, 2026

1. Information We Collect

SMiiL Heights collects personal and health information that is reasonably necessary to provide dental hygiene services, manage clinic operations and fulfill legal and professional obligations.

Depending on how you interact with our clinic, this may include:

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• Personal information: Name, date of birth, contact details, address and emergency contact information.
• Health information: Medical and dental histories, medications, allergies, clinical assessments, diagnoses, radiographs, photographs, treatment plans, clinical notes and other information relevant to your care.
• Appointment and billing information: Appointment details, insurance information, claims, invoices and payment records.
• Website information: Information submitted through online forms, website usage data, browser information and cookies.
• Referral information: Names, contact details, referral codes and related information necessary to administer our referral program.

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Health information is collected primarily from patients or their authorized representatives. Where permitted by law, relevant information may also be obtained from other healthcare providers, insurers or authorized sources.

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We limit the collection of information to what is reasonably necessary for identified and lawful purposes.

2. How We Use Your Information

SMiiL Heights collects and uses personal and health information for purposes that include:

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• Providing safe, appropriate and individualized dental hygiene care.
• Assessing oral health, documenting findings and maintaining accurate patient records.
• Scheduling appointments and communicating about treatment, recalls and follow-up care.
• Coordinating care and referrals with other healthcare professionals.
• Processing insurance claims, payments and billing inquiries.
• Meeting legal, regulatory and professional obligations.
• Managing website inquiries, referral programs and clinic operations.
• Improving administrative processes and patient services.

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Access to personal and health information is restricted to authorized individuals who require it to perform their responsibilities.

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Patient health information is not used for unrelated advertising, promotional campaigns or marketing activities unless authorized by law and supported by any required consent.

3. Consent

SMiiL Heights respects each patient's right to make informed decisions about the collection, use and disclosure of their personal and health information.

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Under Alberta's Health Information Act, certain health information may be collected, used or disclosed without additional consent when authorized by law, including for appropriate healthcare, administrative and regulatory purposes.

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Where consent is legally required, we obtain the appropriate consent before collecting, using or disclosing information.

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Consent for dental hygiene treatment is separate from consent for marketing communications, promotional activities or optional participation in referral programs.

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When you submit a website inquiry or referral form, we use the information provided to respond to your request, manage your inquiry and assist with appointment scheduling.

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Patients may contact our Privacy Officer to express concerns or wishes regarding the disclosure of their health information, or to withdraw consent where permitted by law. We will review these requests and explain any applicable legal limitations.

4. Sharing Your Information

SMiiL Heights maintains the confidentiality of patient information and discloses it only when authorized or required by law.

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Depending on the circumstances, information may be shared with:

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• Healthcare professionals involved in your assessment, treatment or ongoing care.
• Insurance providers for authorized claims and billing purposes.
• Regulatory authorities and other organizations where disclosure is legally required or permitted.
• Authorized technology and administrative service providers who support clinic operations.

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Our clinic uses third-party technology services, including:

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• Oryx: Practice management, patient records and online appointment booking.
• HubSpot: Contact management, administrative communications, marketing and referral program management.
• Webflow: Website hosting and online website functionality.

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SMiiL Heights uses practice management and administrative systems to support patient care, appointment scheduling, communications and clinic operations.

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Access to personal and health information is restricted to authorized individuals and limited to what is reasonably necessary for their responsibilities.

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Where third-party service providers handle health information on our behalf, we establish the agreements and safeguards required by applicable privacy legislation, including Information Manager Agreements where applicable.

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Patient health information is not disclosed to third parties for their independent marketing purposes without appropriate authorization.

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We do not sell patient personal or health information.

5. Website Analytics and Cookies

Our website may use cookies and similar technologies to support website functionality, understand visitor activity, measure marketing effectiveness and improve the online experience.

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These technologies may collect information such as browser type, device information, pages visited and website interactions.

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Information submitted through appointment requests, referral forms or other website features is used for the purposes described in this policy.

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You can manage certain cookies through your browser settings. Disabling some cookies may affect website functionality.

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Where required by applicable privacy legislation, we obtain consent for the collection and use of information through website tracking technologies.

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6. Storage and Security

SMiiL Heights maintains administrative, technical and physical safeguards designed to protect personal and health information against unauthorized access, use, disclosure, alteration or loss.

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These safeguards include:

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• Restricting access to authorized personnel.
• Maintaining confidentiality obligations for staff and service providers.
• Using access controls and secure systems for patient information.
• Protecting clinical records from unauthorized access, alteration, disclosure or loss.
• Securely storing and disposing of records in accordance with applicable requirements.
• Reviewing privacy and security practices as necessary.

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Our team is expected to maintain confidentiality and follow established privacy procedures.

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Some authorized technology service providers may process or store information outside Alberta or Canada, where information may be subject to the laws of those jurisdictions. Where required, appropriate agreements and safeguards are established before health information is processed outside Alberta.

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Any suspected privacy or security breach is reviewed and investigated. We take reasonable steps to contain incidents, assess the potential risk of harm and prevent similar incidents from occurring.

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Where required under Alberta's Health Information Act or other applicable legislation, affected individuals and appropriate regulatory authorities are notified.

7. Retention of Personal Information

SMiiL Heights maintains complete, accurate and secure patient records in accordance with applicable legislation and the professional requirements of the Alberta College of Dental Hygienists.

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Patient records are retained for the periods required by applicable laws and professional standards, including any additional retention requirements relating to minors.

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Other personal information is retained only as long as reasonably necessary for the purposes for which it was collected or as otherwise required by law.

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When information is no longer required and applicable retention periods have expired, it is securely destroyed, deleted or anonymized using appropriate methods.

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Patients may request access to or transfer of their clinical records to another healthcare provider. Requests are processed in accordance with applicable privacy legislation and professional record management requirements.

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The transfer of records does not automatically eliminate our legal obligation to retain the original records.

8. Accessing or Correcting Your Information

Patients have the right to request access to their health information and request correction or amendment of inaccurate or incomplete factual information, subject to applicable legislation.

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Requests may be submitted to our Privacy Officer. We may require identity verification and a written request before processing certain requests.

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Under the Health Information Act, requests for access to or correction of health information are generally addressed within 30 days, subject to extensions and exceptions permitted by law.

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Fees may apply to certain record access requests, as authorized by legislation. Patients will be informed of applicable fees.

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Patients may also contact our Privacy Officer to request a copy or transfer of their clinical records to another healthcare provider.

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If an access or correction request is refused, we will explain the reason and provide information about applicable review rights.

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Patients may request an independent review by the Office of the Information and Privacy Commissioner of Alberta within the applicable statutory timeframe.

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Where a requested correction is refused, patients may also have the right to submit a statement of disagreement for inclusion with their health record.

9. Marketing Communications

SMiiL Heights may send appointment reminders, recall notifications, treatment-related communications and administrative messages as appropriate for patient care and clinic operations.

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Promotional communications, including newsletters, special offers and referral program information, are sent only where permitted by applicable legislation, including Canada's Anti-Spam Legislation (CASL).

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Marketing consent is managed separately from consent for healthcare services.

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You may unsubscribe from promotional emails using the unsubscribe link provided in the message or by contacting our clinic.

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Unsubscribing from marketing communications does not prevent us from sending necessary appointment, treatment, billing or administrative communications where legally permitted.

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We do not use confidential patient health information for unrelated marketing purposes without appropriate authorization.

10. Referral Program

SMiiL Heights offers an optional referral program that allows individuals to introduce friends, family members and others to our clinic.

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When you participate, we may collect your name, contact information, assigned referral code and related referral activity for the purpose of administering the program.

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When someone submits a referral form using a referral link or code, we may associate their inquiry with the corresponding referral code for administrative tracking.

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Referral program information is used only for authorized administrative and promotional purposes.

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Participation in the referral program is voluntary and is not a condition of receiving dental hygiene services.

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We respect the confidentiality of both referring individuals and prospective or existing patients.

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We do not disclose a referred individual's appointment status, attendance, treatment information or other confidential health information to the referring individual without appropriate authorization.

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Referral information is accessed only by authorized personnel and managed in accordance with applicable privacy requirements.

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Participation in the referral program does not authorize the use or disclosure of patient health information for unrelated marketing purposes.

11. Privacy Questions and Complaints

SMiiL Heights has a designated Privacy Officer responsible for overseeing our privacy practices, responding to privacy-related questions and concerns, and coordinating requests involving personal or health information.

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If you have questions about this policy, wish to request access to or correction of your information, or have concerns about how your information has been handled, please contact:

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Privacy Officer
SMiiL Heights
160-1000 Centre Street N
Calgary, Alberta T2E 7W6
Phone: (587) 287-2802
Email: hello@smiil.ca

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We take privacy concerns seriously and will review complaints in accordance with applicable legislation and professional obligations.

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You may also contact the Office of the Information and Privacy Commissioner of Alberta regarding privacy concerns or your rights under applicable privacy legislation.

Website: www.oipc.ab.ca

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12. Changes to This Policy

SMiiL Heights may update this Privacy Policy to reflect changes in legislation, professional requirements, technology, clinic services or privacy practices.

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The current version will be available on this page, with the most recent revision date displayed above. 

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