Evolve Dental Studio Website Privacy Policy

Grounds for data collection

Processing your personal information, meaning information that may potentially allow you to be identified by reasonable means (“Personal Information”), may be necessary for the performance of our contractual obligations to you, to provide our services, to protect our legitimate interests, and to comply with legal and financial regulatory obligations to which we are or may be subject.

We respect our Users’ privacy and safeguard their Personal Information. British Columbia’s Personal Information Protection Act (PIPA), which came into effect on January 1, 2004, sets out the ground rules for how B.C. organizations may collect, use, and disclose Personal Information.

This Personal Information Protection Policy outlines the principles and practices we follow to protect Personal Information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our Site Users’ Personal Information and allowing Users to request access to and correction of their Personal Information.

Scope of this policy

This Personal Information Protection Policy applies to Evolve Dental Studio.

It also applies to service providers collecting, using, or disclosing Personal Information on behalf of Evolve Dental Studio.

When you use the Site, you consent to the collection, storage, use, disclosure, and other uses of your Personal Information as described in this Privacy Policy.

We encourage Users to read this Privacy Policy carefully and use it to make informed decisions.

What information we collect

We collect two types of data and information from Users.

The first type is unidentified and non-identifiable information about Users that may be made available or gathered through use of the Site (“Non-personal Information”). We are not aware of the identity of a User from whom Non-personal Information is collected. This information may include aggregated usage information and technical information transmitted by your device, including certain software and hardware information, such as browser type, operating system, language preference, and access time. We may use this information to enhance the functionality of the Site. We may also collect information about activity on the Site, such as pages viewed, browsing, clicks, and actions.

The second type is Personal Information, which identifies an individual or may, with reasonable effort, identify an individual. This information may include:

• Device information: Information from your device, which may include geolocation data, IP address, unique identifiers such as a MAC address or UUID, and other information related to your activity through the Site.
• Survey information: If you participate in a survey, we may request information such as age, income, rankings, feedback, or other information needed for the survey.
• Contest information: If you participate in a contest, we may request information as part of the entry requirements, such as age, income, rankings, feedback, or other information.
• Program information: From time to time, we may introduce temporary or permanent programs, such as a birthday club, for which you may be asked to provide additional information, such as your age, so we can administer the program.
• Registration information: If you register through the Site, you may be asked to provide details such as your full name, email address, physical address, and other information.

How do we receive information about you?

We receive Personal Information from various sources:

• When you voluntarily provide personal details to register on the Site.
• When you use or access the Site in connection with your use of our services.
• From third-party providers, services, and public registers, such as traffic analytics vendors.

Your privacy is important to us. We do not rent or share Users’ information with third parties except as described in this Privacy Policy.

Cookies

We and our trusted partners use cookies and other technologies in our related services, including when you visit the Site or access our services.

A cookie is a small piece of information that a website places on your device while you are viewing it. Cookies can serve various purposes, including helping you navigate between pages, enabling certain features, remembering your preferences, and making your interaction with our services quicker and easier.

The Site may use the following types of cookies:

1. Session cookies: Stored temporarily during a browsing session to allow normal use of the system and deleted from your device when the browser is closed.
2. Persistent cookies: Saved on your device for a fixed period and not deleted when the browser is closed. These may be used to recognize repeat visits or store preferences for a later visit or sign-in.
3. Third-party cookies: Set by other online services that provide content or functionality on the page you are viewing, such as third-party analytics companies that monitor and analyze website access.

Personal Information we hold about you may be linked to information stored in or obtained from cookies. You can remove cookies using your device or browser preferences. If you disable cookies, some features of the Site may not operate properly and your online experience may be limited.

Google Analytics

We may use Google Analytics to collect information about use of the Site, such as how often Users visit and which pages they view. We use the information obtained through Google Analytics to improve the Site and our services.

Google Analytics may collect the IP address assigned to you when you visit the Site. Google’s use and sharing of information collected by Google Analytics is subject to its terms and privacy policies.

Third-party collection of information

This policy addresses the use and disclosure of information we collect from you. If you disclose information to other parties or websites, different rules may apply to their use or disclosure of that information. We encourage you to read the terms and privacy policy of each third party to which you choose to disclose information.

This Privacy Policy does not apply to the practices of companies we do not own or control, or individuals we do not employ or manage, including third parties to whom information may be disclosed as described in this policy.

Policy 1: Collecting Personal Information

1.1 Unless the purposes for collecting Personal Information are obvious and the Site User voluntarily provides the information for those purposes, we will communicate the purposes for which Personal Information is being collected, either in writing or otherwise, before or at the time of collection.

1.2 We will only collect Personal Information that is necessary to fulfill some or all of the following purposes, where applicable:

• To verify identity.
• To identify Site Users’ preferences.
• To open and manage an account.
• To deliver requested products and services.
• To guarantee a reservation or appointment.
• To provide a donation receipt, if eligible and required.
• To enrol Site Users in a program.
• To send membership information.
• To contact Site Users for fundraising.
• To ensure a high standard of service.
• To meet regulatory requirements.
• To collect and process payments for goods and services.

1.3 In addition to the uses listed above, we may transfer or disclose Personal Information to our subcontractors.

1.4 We may share Personal Information with trusted third-party providers, who may be located in different jurisdictions, for purposes including:

• Hosting and operating the Site.
• Providing services, including a personalized display of the Site.
• Storing and processing information on our behalf.
• Providing marketing offers and promotional materials related to our services.
• Performing research, technical diagnostics, or analytics.

Policy 2: Consent

2.1 We will obtain Users’ consent to collect, use, or disclose Personal Information, except where we are authorized or required by law to do so without consent.

2.2 Consent may be provided electronically, through an authorized representative, in writing, or orally. Consent may also be implied where the purpose for collecting, using, or disclosing the Personal Information would be considered obvious and the User voluntarily provides the information for that purpose.

2.3 Consent may also be implied where a User is given notice and a reasonable opportunity to opt out of their Personal Information being used for mail-outs, marketing new services or products, or fundraising, and the User does not opt out.

2.4 Subject to certain exceptions, Users may withhold or withdraw consent for Evolve Dental Studio to use their Personal Information in certain ways. Exceptions may apply, for example, where the information is necessary to provide a service or product, or where withdrawing consent would frustrate the performance of a legal obligation.

A decision to withhold or withdraw consent may restrict our ability to provide a particular service, product, or offer. If so, we will explain the situation to help the User make an informed decision.

2.5 We may collect, use, or disclose Personal Information without a User’s knowledge or consent in limited circumstances permitted by law, including:

• When collection, use, or disclosure is permitted or required by law.
• In an emergency that threatens an individual’s life, health, or personal security.
• When Personal Information is available from a public source, such as a telephone directory.
• When we require legal advice from a lawyer.
• For the purposes of collecting a debt.
• To protect ourselves from fraud.
• To investigate an anticipated breach of an agreement or a contravention of law.

Policy 3: Using and disclosing Personal Information

3.1 We will only use or disclose Personal Information where necessary to fulfill the purposes identified at the time of collection or a purpose reasonably related to those purposes, such as:

• Conducting User surveys to improve our services, provide entertainment, or gather user-generated content.
• Contacting Users directly about products and services that may be of interest.
• Contacting Users about contests and winners.
• Contacting Users about unique offers and promotions.

3.2 We will not use or disclose Users’ Personal Information for an additional purpose unless we obtain consent or are otherwise permitted or required by law.

3.3 We will not sell User lists or Personal Information to other parties unless we have obtained Users’ consent to do so.

Policy 4: Retaining Personal Information

4.1 If we use a User’s Personal Information to make a decision that directly affects the User, we will retain that information for as long as necessary to provide our services and comply with our legal obligations, resolve disputes, and enforce our policies.

Retention periods will take into account the type of information collected, the purpose for which it was collected, applicable requirements, and the need to destroy outdated or unused information at the earliest reasonable time.

4.2 Subject to policy 4.1, we will retain Personal Information only as long as necessary to fulfill the identified purposes or a legal or business purpose.

4.3 We will retain records containing client Personal Information, account-opening documents, communications, and other records as required by applicable laws and regulations.

4.4 We may rectify, supplement, or remove incomplete or inaccurate information, as appropriate.

Policy 5: Ensuring accuracy of Personal Information

5.1 We will make reasonable efforts to ensure that Personal Information is accurate and complete where it may be used to make a decision about a User or disclosed to another organization.

5.2 Users may request correction of their Personal Information to ensure its accuracy and completeness. A correction request must be made in writing and provide enough detail to identify the information and the correction sought. Requests should be sent to the Privacy Officer or designated individual.

5.3 If the information is demonstrated to be inaccurate or incomplete, we will correct it as required and send the corrected information to organizations to which we disclosed the information in the previous year. If the correction is not made, we will note the User’s correction request in the file.

Policy 6: Securing Personal Information

6.1 We are committed to protecting Personal Information against unauthorized access, collection, use, disclosure, copying, modification, disposal, and similar risks.

6.2 Security measures may include:

• The use of User IDs, passwords, encryption, and firewalls.
• Restricting access to people who need to know the information.
• For printed material, using locked filing cabinets and securing rooms where information is held.
• Requiring service providers to provide comparable security measures.

6.3 We use appropriate measures when destroying Personal Information, such as:

• Deleting electronically stored information.
• Properly destroying physical drives so they cannot be operated.
• Confidentially shredding printed documents.

6.4 We continually review and update our security policies and controls as technology changes to support ongoing information security.

6.5 Although we take reasonable steps to safeguard information, we cannot guarantee that unauthorized access or misuse will never occur.

Policy 7: Providing Users access to Personal Information

7.1 Users have a right to access their Personal Information, subject to limited exceptions. Depending on the circumstances and applicable law, exceptions may include where:

• Disclosure could reasonably be expected to threaten the safety or physical or mental health of an individual other than the person making the request.
• Disclosure could reasonably be expected to cause immediate or grave harm to the safety or physical or mental health of the person making the request.
• Disclosure would reveal Personal Information about another individual.
• Disclosure would reveal the identity of an individual who provided Personal Information about another person and who does not consent to disclosure of their identity.
• The information is protected by solicitor-client privilege.
• Disclosure would reveal confidential commercial information that could reasonably be expected to harm an organization’s competitive position.
• The information was collected or disclosed without consent, as permitted under section 12 or 18 of PIPA, for an investigation, and the investigation and associated proceedings and appeals have not been completed.
• The information was collected or created by a mediator or arbitrator in the conduct of a mediation or arbitration for which they were appointed under a collective agreement, under an enactment, or by a court.
• The information is in a document subject to a solicitor’s lien.

7.2 A request to access Personal Information must be made in writing and provide enough detail to identify the information sought. Requests should be sent to the Privacy Officer or designated individual.

7.3 Upon request, we will also tell Users how their Personal Information is used and to whom it has been disclosed, where applicable. You may request to:

• Receive confirmation of whether Personal Information concerning you is being processed, and access your stored Personal Information together with supplementary information.
• Receive a copy of Personal Information you directly provided to us in a structured, commonly used, machine-readable format.
• Request correction of Personal Information under our control.
• Request erasure of your Personal Information.
• Object to our processing of your Personal Information.
• Request restriction of our processing of your Personal Information.
• Lodge a complaint with a supervisory authority.

These requests are subject to applicable law, including any applicable exceptions and limitations.

7.4 We will make the requested information available within 30 business days or provide written notice of an extension where additional time is permitted and required.

7.5 A fee may be charged for providing access to Personal Information where permitted by law. If a fee may apply, we will advise the User of the cost and request further direction before proceeding.

7.6 If a request is refused in full or in part, we will notify the User in writing, provide the reasons for refusal, and explain the available recourse.

Policy 8: Questions and complaints, and the role of the Privacy Officer

8.1 The Privacy Officer or designated individual is responsible for overseeing Evolve Dental Studio’s compliance with this policy and PIPA.

8.2 Users should direct complaints, concerns, or questions about Evolve Dental Studio’s compliance in writing to the Privacy Officer or designated individual. If the concern cannot be resolved, the User may also contact the Office of the Information and Privacy Commissioner for British Columbia.

Privacy inquiries:

Policy 9: Processing Users’ information

9.1 Evolve Dental Studio or those designated by it process Users’ data and take appropriate security measures to prevent unauthorized access, disclosure, modification, or destruction.

9.2 Data processing is carried out using computers and information technology tools, following organizational procedures related to the purposes described in this policy.

9.3 In addition to Evolve Dental Studio, data may be accessible to people involved in the operation of the Site or our organization, including those responsible for administration, sales, marketing, legal matters, and system administration. Data may also be accessible to external parties, such as technical service providers, mail carriers, hosting providers, IT companies, and communications agencies, when appointed to process information on our behalf.

An updated list of these parties may be requested from Evolve Dental Studio.

Policy 10: Third-party platforms and services

10.1 Access to third-party service accounts, location-based interactions, content commenting, and interactions with external social networks and platforms may be included on the Site where those features are offered.

10.2 Users may interact with social media platforms, which may include Facebook, Instagram, YouTube, Tumblr, TikTok, X, Snapchat, and other current or future platforms. Interaction and information obtained through these services are subject to each User’s privacy settings on the relevant platform.

If a service enabling interaction with a social network is installed, it may collect traffic data for pages where the service is installed, even when Users do not use it.

10.3 We may include links or display information from other websites. Users should review those websites’ privacy policies, which may differ from ours.

Policy 11: Content posting and commenting

11.1 Where content commenting services are offered, they may allow Users to make and publish comments on Site content. Depending on the settings, Users may also be able to leave anonymous comments.

11.2 If a User provides an email address, it may be used to send notifications of comments on the same content, including comments that may be offensive or inconsistent with our policies.

11.3 Users are responsible for the content of their own comments. If a third-party commenting service is installed, it may collect web traffic data for pages where the service is installed, even when Users do not use it.

Policy 12: Additional information about data collection and processing

12.1 Personal Information may be used for legal purposes by Evolve Dental Studio or those designated by it, in court or in the stages leading to possible legal action arising from improper use of the Site or related services.

12.2 Evolve Dental Studio may be required to disclose Personal Information in response to a lawful request from public authorities.

12.3 The Site does not support “Do Not Track” requests.

12.4 To determine whether third-party services used by the Site honour “Do Not Track” requests, please review their privacy policies.

12.5 We may change this Privacy Policy by posting an updated version on this page. Users are encouraged to review the policy periodically. If a User objects to a change, they may stop using the Site and contact us about their Personal Information. Unless otherwise stated, the current Privacy Policy applies to Personal Information we hold, subject to applicable law.