Privacy Policy
This Privacy Policy governs the manner in which the website collects, uses, maintains and discloses information collected from users (each, a ‘User’) of the website (‘Site’). This privacy policy applies to the Site and all services offered by Company.
We may collect personal identification information from Users in a variety of ways, including, but not limited to, when Users visit our site, register on the site, subscribe, and in connection with other activities, services, features or resources we make available on our Site.
Users may be asked for, as appropriate, email addresses. Users may, however, visit our Site anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain Site related activities.
CONTACTING US
For the purpose of the Data Protection Act 1998, the data controller in respect of any personal data that you submit to us on our site is Cold Lake & St. Paul Orthodontics, a company incorporated under Alberta law and whose registered offices are at 1815 1 Ave., Cold Lake, AB T9M 1E3 and 4703 50 Ave., Unit 5, St. Paul, AB T0A 3A4.
If you want to know what information we hold about you or if you have any other queries in relation to this privacy policy, please contact us using the following contact information:
1815 1 Ave., Cold Lake, AB T9M 1E3
4703 50 Ave., Unit 5, St. Paul, AB T0A 3A4
admin@coldlakeorthodontics.com
WHAT INFORMATION DO WE COLLECT?
We will collect information that you provide to us when you register on the Service (such information shall include, but may not be limited to, your name, age, debit/credit card information, telephone number, postal address and email address); About your usage of the Service; that you provide to us in e-mails or letters that you send to us; and about transactions you carry out through the site including data that you submit in order to use the Service, including data relating to your customers, clients or others using your services which Cold Lake & St. Paul Orthodontics has access to.
We may receive some information that you submit to any third-party website or application that you access through the Service. Both Cold Lake & St. Paul Orthodontics and the owner or operator of that third party website will be the data controller in respect of any such information and you should check the privacy policy of that website to find out how they will use your personal information.
We will only use any information that we collect from you in accordance with this Privacy Policy.
COOKIES
The Service can use cookies to ensure that you get the most out of the Service. Cookies are small amounts of information in the form of text files that we store on your computer. Cookies allow us to monitor the usage of the service, improve the Service’s usability and to personalize the content for you.
If you do not wish us to install cookies on your computer for these purposes, you may change the settings on your internet browser to reject cookies. For more information about how to do this please consult the “Help” section of your browser.
Please note that if you do set your browser to reject cookies, you may not be able to use all of the features of the Service. If you prevent us from placing cookies, you may not be able to use the Service to place an order. This is because we use cookies to enable you to log in to your account.
We may use an analytics service provider for service usage analysis and reporting. Analytics service providers generate statistical and other information about usage by means of cookies, which are stored on users’ computers. The information generated relating to the Service may be used to create reports about the use of the Service and the analytics service provider will store this information.
In addition, advertisers whose advertisements appear on the Service may use and place cookies on your computer and we have no control over this. Please consult the terms and conditions and privacy policy of such third party advertisers to find out how they collect and use your personal data and to establish whether they use cookies and what they may use them for.
HOW DO WE USE THE INFORMATION THAT YOU PROVIDE TO US?
We may use your information in the following ways:
- to ensure that our Service is delivered in the most effective manner for you and your computer;
- to provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
- to carry out our obligations arising from any contracts entered into between you and us;
- to provide customer service to you in relation to your use of the Service, to deal with inquiries and complaints relating to the use of the Service and - - to notify you about any changes to our service;
- to administer, support, improve, optimize and develop our Service;
- to produce reports which may be used, sold or published by us at our sole discretion provided that any data or reports will be anonymized and not refer
- to any individual user of the Services;
- for internal marketing and demographic studies to improve the products and services that we provide; and for security purposes.
We may also use your information to provide you with our email notifications, newsletters and other marketing communications that either you request from us or which you consent to by opting in when completing a registration form on the Service.
You may opt-out of receiving such marketing communications from us at any time by notifying us in writing, contacting us at admin@coldlakeorthodontics.com or, alternatively, by following the procedure to ‘unsubscribe’ that is specified in the email that you receive.
DISCLOSURE OF YOUR INFORMATION
Other than as expressly set out in this Privacy Policy or as otherwise required or permitted by law, we will not share, sell or distribute any of the information you provide to us without your consent.
You should note that information posted on the public elements of the Service may be visible by users of the Service throughout the world. You should, therefore, be careful when submitting information about yourself to the Service.
We may disclose your personal information: (i) to any third party to whom disclosure is necessary to enable us to fulfill your services and provide you with any service to which you have subscribed via the Service; (ii) where required to do so by law or court order; and (iii) to any person to whom disclosure is necessary to enable us to enforce our rights under this Privacy Policy or under our Terms and Conditions.
We may disclose your personal information to Facebook Inc in order to fulfill the Services. You can review Facebook’s Terms of Service here:
https://www.facebook.com/ads/manage/customaudiences/tos.php
THIRD-PARTY SITES
The Service may contain links to websites or access to applications that are operated by third parties. We do not control and accept no liability or responsibility for those websites and this Privacy Policy does not apply to those websites. Please consult the terms and conditions and privacy policy of those third-party websites to find out how they collect and use your personal data and to establish whether they use cookies and what they may use them for.
Advertisements contained on our Service operate as links to the advertiser’s website and as such any information they collect by virtue of your clicking on that link will be collected and used by the relevant advertiser in accordance with the privacy policy of that advertiser.
HOW DO WE PROTECT YOUR INFORMATION?
In common with a number of other websites, the data that we collect from you may be transferred to a cloud service provider that has data servers that are based outside the European Economic Area (“EEA”). By submitting your personal data, you agree to this transfer and the storing and/or processing of your personal data on these servers. We will take all steps to comply with this Privacy Policy.
Appropriate security measures will be adopted to protect your information from access by unauthorized persons and against unlawful processing, accidental loss, destruction and damage. However, you acknowledge that data transmission over the internet is inherently not secure and that we cannot guarantee the security of data you send over the internet.
Your information will only be held for a reasonable period or as long as the law requires or permits.
ACCESSING YOUR INFORMATION
You may at any time request access to and/or, if incorrect, achieve rectification of your personal data by contacting us at the address set out in this Privacy Policy or by e-mailing admin@coldlakeorthodontics.com. We reserve the right to ask you for proof of your identity and to charge you a fee of twenty-seven dollars and ninety-two cents ($27.92) to meet our costs in granting any data access request you make.
CHANGES TO OUR PRIVACY POLICY
The Company has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.
YOUR ACCEPTANCE OF THESE TERMS
By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.
HIPAA NOTICE • REQUIRED FEDERAL DISCLOSURE
Notice of Privacy Practices
This notice describes how medical information about you may be used and disclosed and how you can get access to this information. Please review it carefully.
- Practice: Cold Lake & St. Paul Orthodontics
- Effective: February 16, 2026
- Regulation: 45 CFR §164.520 | HIPAA Privacy Rule
- Published by: HHS OCR Model Notice — Revised February 13, 2026
This notice is required by the HIPAA Privacy Rule. Signing an acknowledgment of receipt does not limit your rights. Questions? Contact us or visit hhs.gov/hipaa
Your Rights
- Get a copy of your record
- Correct your record
- Request confidential comms
- Ask us to limit what we share
- List of those we’ve shared with
- Get a copy of this notice
- Choose someone to act for you
- File a complaint
Your Choices
- Share with family/friends
- Share in disaster relief
- Marketing (requires permission)
- Sale of info (requires permission)
- Psychotherapy notes (permission)
- Opt out of fundraising
How We Use PHI
- Treat and care for you
- Run our practice
- Bill for your services
- Public health & safety
- Research
- Comply with the law
- Legal actions & subpoenas
Section 1 — Your Rights
When it comes to your health information, you have certain rights. This section explains your rights and some of our responsibilities to help you.
Get an electronic or paper copy of your medical record
- You can ask to see or get an electronic or paper copy of your medical record and other health information we have about you. Ask us how to do this.
- We will provide a copy or a summary of your health information, usually within 30 days of your request. We may charge a reasonable, cost-based fee.
Ask us to correct your medical record
- You can ask us to correct health information about you that you think is incorrect or incomplete. Ask us how to do this.
- We may say “no” to your request, but we’ll tell you why in writing within 60 days.
Request confidential communications
- You can ask us to contact you in a specific way (for example, home, office, or cell phone) or to send mail to a different address.
- We will say “yes” to all reasonable requests.
Ask us to limit what we use or share
- You can ask us not to use or share certain health information for treatment, payment, or our operations. We are not required to agree to your request, and we may say “no” — for example, if it could affect your care. If we agree, we may still share information in the event that you need emergency treatment.
- If you pay for a service or health care item out-of-pocket in full, you can ask us not to share that information for the purpose of payment or our operations with your health insurer. We will say “yes” unless a law requires us to share that information.
Get a list of those with whom we’ve shared information
- You can ask for a list (accounting) of the times we’ve shared your health information for six years prior to the date you ask, who we shared it with, and why.
- We will include all the disclosures except for those about treatment, payment, and health care operations, and certain other disclosures (such as any you asked us to make). We’ll provide one accounting a year for free but will charge a reasonable, cost-based fee if you ask for another one within 12 months.
Get a copy of this privacy notice
You can ask for a paper copy of this notice at any time, even if you have agreed to receive the notice electronically. We will provide you with a paper copy promptly.
Choose someone to act for you
- If someone has authority to act as your personal representative, such as if someone has your medical power of attorney or if someone is your legal guardian, that person can exercise your rights and make choices about your health information.
- We will make sure the person has this authority and can act for you before we take any action.
| Note for parents of orthodontic patients: When a parent or legal guardian accompanies a minor patient, we will provide this notice to the parent or guardian and make a good-faith effort to obtain written acknowledgment of receipt, as required by 45 CFR §164.520(c)(2)(ii). |
Section 2 — Your Choices
For certain health information, you can tell us your choices about what we share. If you have a clear preference for how we share your information in the situations described below, talk to us. Tell us what you want us to do, and we will follow your instructions.
You have both the right and choice to tell us to:
- Share information with your family, close friends, or others involved in your care or payment for your care
- Share information in a disaster relief situation
| If you are not able to tell us your preference — for example, if you are unconscious — we may go ahead and share your information if we believe it is in your best interest. We may also share your information when needed to lessen a serious and imminent threat to health or safety. |
We never share your information unless you give us written permission for:
| Marketing purposes • Sale of your information • Most sharing of psychotherapy notes |
Fundraising
We may contact you for fundraising efforts, but you can tell us not to contact you again. If we have your substance use disorder patient records (subject to 42 CFR Part 2), we will give you clear and conspicuous notice in advance and a meaningful choice about whether to receive fundraising communications that use your Part 2 information.
Section 3 — Our Uses & Disclosures
How we typically use or share your health information
| Treat You
We can use your health information and share it with other professionals who are treating you. Example: Your orthodontist coordinates with your general dentist or an oral surgeon to plan your treatment. |
| Run Our Organization
We can use and share your health information to run our practice, improve your care, and contact you when necessary. Example: We use health information about you to manage your treatment and services, conduct quality reviews, and train our staff. |
| Bill for Your Services
We can use and share your health information to bill and get payment from health plans or other entities. Example: We give information about you to your health insurance plan so it will pay for your orthodontic services. |
How else we may use or share your health information
We are allowed or required to share your information in other ways — usually in ways that contribute to the public good, such as public health and research. We have to meet many conditions in the law before we can share your information for these purposes.
| Important — Substance Use Disorder Records (42 CFR Part 2): In all cases below, if we have substance use disorder patient records about you subject to 42 CFR Part 2, we cannot use or share information in those records in civil, criminal, administrative, or legislative investigations or proceedings against you without (1) your written consent or (2) a court order and a subpoena. |
| Help with Public Health and Safety Issues
We can share health information for certain situations such as: preventing disease, helping with product recalls, reporting adverse reactions to medications, reporting suspected abuse, neglect, or domestic violence, and preventing or reducing a serious threat to anyone’s health or safety. |
| Do Research
We can use or share your information for health research, subject to applicable legal requirements and protections. |
| Comply with the Law
We will share information about you if state or federal laws require it, including with the Department of Health and Human Services if it wants to see that we’re complying with federal privacy law. |
| Respond to Organ and Tissue Donation Requests
We can share health information about you with organ procurement organizations. |
| Work with a Medical Examiner or Funeral Director
We can share health information with a coroner, medical examiner, or funeral director when an individual dies. |
| Address Workers’ Compensation, Law Enforcement & Other Government Requests
We can use or share health information about you for workers’ compensation claims; for law enforcement purposes; with health oversight agencies; and for special government functions such as military, national security, and presidential protective services. |
| Respond to Lawsuits and Legal Actions
We can share health information about you in response to a court or administrative order, or in response to a subpoena. |
| Redisclosure Notice (required under 45 CFR §164.520): Please be aware that PHI disclosed by our practice may be redisclosed by the recipient and may no longer be protected under the HIPAA Privacy Rule, unless stronger federal confidentiality protections (such as 42 CFR Part 2 for SUD records) apply. |
Section 4 — Our Responsibilities
- We are required by law to maintain the privacy and security of your protected health information.
- We will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
- We must follow the duties and privacy practices described in this notice and give you a copy of it.
- We will not use or share your information other than as described in this notice unless you tell us we can in writing. If you tell us we can, you may change your mind at any time. Let us know in writing if you change your mind.
For more information, visit: www.hhs.gov/hipaa/for-individuals/notice-privacy-practices
Section 5 — Changes to the Terms of This Notice
We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our website. Any material changes will be posted with an updated effective date, consistent with 45 CFR §164.520(b)(1)(v)(C).
Section 6 — File a Complaint If You Feel Your Rights Are Violated
You can complain if you feel we have violated your rights by contacting us using the information in the Contact section below.
You can also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights:
- By mail: 200 Independence Avenue, S.W., Washington, D.C. 20201
- By phone: 1-877-696-6775
- Online: www.hhs.gov/hipaa/filing-a-complaint
| We will not retaliate against you for filing a complaint. |
Section 7 — Contact & Privacy Officer
| PRIVACY OFFICER
Dr. Deepak Arora |
PHONE
780-639-4000 for Cold Lake or 780-645-6630 for St. Paul. |
| EMAIL
admin@coldlakeorthodontics.com |
MAILING ADDRESS
Cold Lake Office 1815 1 Ave. Cold Lake, AB T9M 1E3 St. Paul Office 4703 50 Ave., Unit 5. St. Paul, AB T0A 3A4 |
OFFICE HOURS
Cold Lake OfficeSunday: Closed St. Paul OfficeSunday: Closed
|
FAX
N/A |
U.S. Department of Health & Human Services — Office for Civil Rights:
200 Independence Avenue, S.W., Washington, D.C. 20201 | 1-877-696-6775 | www.hhs.gov/hipaa/filing-a-complaint
| If you participate in a patient portal for accessing your records online, you may contact us through the portal’s secure messaging system in addition to the methods listed above. |
This notice was prepared in accordance with the HIPAA Privacy Rule (45 CFR §164.520) and 42 CFR Part 2. Content based on the HHS OCR Model Notice for Health Care Providers, last reviewed February 13, 2026.
Effective Date: February 16, 2026