Privacy & Policy

Overview

At Oak & Pearl Dental, we are committed to protecting your privacy and handling your personal information with care and transparency. This Privacy Policy explains how we collect, use, and safeguard your information when you interact with our clinic, website, and services.

Information We Collect

We may collect personal information such as your name, contact details, appointment history, and relevant medical or dental information required for your care. This information is collected only when necessary to provide safe and effective treatment or to communicate with you.

How we use your Information

Your information is used to:

• Schedule and manage appointments
• Provide dental care and treatment recommendations
• Communicate important updates regarding your visits
• Improve our services and patient experience

We only use your information for purposes directly related to your care and our services.

Data Protection & Security

We take appropriate measures to ensure your personal and medical information is stored securely and protected against unauthorized access. Access to your information is limited to authorized staff involved in your care and administration.

Information you send us through forms on our website, such as the waitlist, appointment requests and the contact form, is stored in a secure database hosted in Canada and sent to our clinic inbox. We keep it only as long as we need it to contact you about your request or our opening, and you can ask us to delete it at any time.

Sharing of Information

Oak & Pearl Dental does not sell or share your personal information with third parties, except when required for:

• Insurance processing
• Legal or regulatory obligations
• Trusted service providers supporting clinic operations

All such sharing is done with strict confidentiality.

Cookies & Website usage

Our website may use cookies or similar technologies to improve your browsing experience and understand how visitors interact with our site. This helps us enhance usability and performance.

We also use advertising and analytics tools from Meta (the Meta Pixel and Conversions API) and Google (Google Analytics) to understand how people find our website and to measure our advertising on Facebook and Instagram. These tools may record the pages you visit, actions such as joining our waitlist, and technical details about your browser and device. When you submit a form, we may share a secured, hashed (scrambled) version of your name, phone number and email address with Meta, only to measure our ads; Meta does not receive your messages, insurance details or other form answers. You can control the ads you see in your Facebook and Instagram ad settings, opt out of interest-based advertising at youradchoices.ca, and block or delete cookies in your browser settings.

Smile Simulator and Whitening Simulator photos

The Whitening Simulator works entirely in your browser. Your photo is never uploaded or stored.

The Smile Simulator uses an AI image model to create its simulation. Only after you agree, your browser finds your mouth on your own device and sends just a close-up of it (below your eyes) through our website host, Vercel, to Google's Gemini image model. These requests use zero data retention: the close-up is not kept or used to train AI once your simulation is made, and we do not save your photo or your simulation. This processing may take place outside Canada. The before-and-after image you can save is made on your device.

To limit how many simulations each visitor can make, we keep a short record of each one: a scrambled (hashed) version of your internet address, the treatment chosen and the time. It contains no photos.

Your Rights

You have the right to:

• Request access to your personal information
• Update or correct your information
• Withdraw consent for certain communications

To make any requests, please contact our team directly.

Updates to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or regulations. The latest version will always be available on our website.