Patient Information
- •First & last name
- •Email & phone
- •Province
- •Appointment preferences
- •Communication preferences
- •Account credentials
Privacy & Trust
Privacy Policy
Your privacy matters to us.
Learn how OralCareProgram collects, uses, protects, and safeguards your personal information while helping coordinate appointments with participating educational dental hygiene clinics.
Effective Date
June 1, 2026
Last Updated
June 1, 2026
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About OralCareProgram
OralCareProgram is a Canadian healthcare coordination platform that connects patients with participating educational dental hygiene clinics. We help patients discover available appointments and help dental hygiene students manage their clinical scheduling — all in one calm, trustworthy place.
This Privacy Policy explains what information we collect, how we use it, and the choices you have. It applies to everyone who uses our website and platform, including patients, dental hygiene students, and visitors. By using OralCareProgram, you agree to the practices described here.
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Information We Collect
We collect only the information needed to coordinate appointments and operate the platform. The data we collect depends on how you use OralCareProgram.
Student Information
- •Name, email & phone
- •Educational institution
- •Participating clinic
- •Professional profile
- •Subscription details
- •Account credentials
Automatically Collected
- •IP address
- •Browser & device
- •Operating system
- •Cookies
- •Analytics data
- •Referral source
03
Information We Do NOT Collect
OralCareProgram is a scheduling tool — not a clinical system. We never collect or store any of your health or clinical records.
What We Don't Store
Diagnoses
Treatment plans
Dental charts
Radiographs
Medical history
Clinical notes
Clinical assessments
Instructor grading
Insurance information
Government health card info
Patient payment card info
OralCareProgram only coordinates appointments and does not maintain clinical records. All clinical documentation remains with the participating educational clinics.
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Why We Collect Your Information
We use your information for clear, limited purposes — all in service of coordinating safe, reliable appointments.
Create & manage accounts
Coordinate appointments
Match patients with clinics
Send appointment reminders
Maintain platform security
Provide customer support
Improve our services
Prevent fraud & misuse
Meet legal compliance
05
Appointment Emails & SMS Notifications
We send essential communications to keep your appointments on track. You can opt out of non-essential messages at any time.
What we'll send you
Appointment confirmations
Reminders
Rescheduling notifications
Security emails
You can opt out of non-essential communications at any time through your account settings or the unsubscribe link in any message. Essential security and appointment messages will still be delivered.
06
Cookies & Analytics
We use cookies to keep you signed in securely and to understand how the platform is used so we can improve it.
Essential Cookies
- •Authentication
- •Security
- •Sessions
- •Preferences
Analytics Cookies
- •Google Analytics
- •Microsoft Clarity
- •Anonymous usage statistics
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How We Protect Your Information
Security is built into everything we do. We use industry-standard safeguards to keep your information protected.
HTTPS encryption
Secure cloud hosting
Role-based permissions
Strong authentication
Limited employee access
Continuous monitoring
Audit logging
Regular security updates
08
Third-Party Services
We work with trusted, established providers to run the platform securely. Each is bound by its own privacy and security commitments.
Google Authentication
Secure sign-in
Stripe
Student subscriptions only
Email Provider
Transactional messages
Cloud Hosting
Secure infrastructure
Google Analytics
Anonymous usage
Microsoft Clarity
Usage insights
Patients are never asked to make payments through OralCareProgram. Stripe is used only for student subscription billing.
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Data Retention
We keep your information only as long as it serves a clear purpose, then dispose of it securely.
Retained only as long as necessary
We keep personal information for as long as your account is active or as needed to provide our services.
Secure deletion
When information is no longer needed, it is permanently and securely deleted from our systems.
Legal obligations & fraud prevention
Some information may be retained longer where required by law or to prevent fraud and misuse.
Account management
You can request deletion of your account and associated information at any time.
10
Your Privacy Rights
You are always in control of your information. Under Canadian privacy law, you have the right to:
Access your data
Correct information
Delete your account
Download your information
Withdraw consent
Opt out of communications
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Children's Privacy
OralCareProgram is not directed at children and is intended for use by adults. We do not knowingly collect personal information from children. When a minor receives care at a participating clinic, appointments are coordinated through a parent or guardian's account. If you believe a child has provided us information, please contact our Privacy Officer and we will remove it promptly.
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International Data Storage
We aim to store and process your information within Canada wherever possible. Some of our trusted service providers may process data in other countries. When information is handled outside Canada, we ensure it remains protected by appropriate safeguards and contractual commitments consistent with Canadian privacy standards, including PIPEDA and applicable provincial legislation.
13
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements.
When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify you by email or through the platform. We encourage you to review this page periodically. Your continued use of OralCareProgram after changes take effect means you accept the updated policy.
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Contact Us
Questions about your privacy or this policy? Our Privacy Officer is here to help.