Privacy Policy

Dr. Ramirez Aesthetic Dentistry ("we", "our", "us", "the Practice") respects your privacy. This Privacy Policy explains what information we collect through our website, how we use it, and your rights regarding it.

This Policy applies to this website and any related Dr. Ramirez Aesthetic Dentistry digital services. It does NOT replace the patient-record privacy and confidentiality obligations we have under the Personal Health Information Protection Act (PHIPA, Ontario) and the Royal College of Dental Surgeons of Ontario (RCDSO) standards. Patient health records are governed by those frameworks separately and are NOT discussed in this website Privacy Policy.

1. Information We Collect

We collect information you provide to us directly through our website forms, including:

• Identity information: name, preferred language.
• Contact information: email address, phone number.
• Visit context: what brings you in, preferred language for your visit, insurance provider (optional).
• Consent records: for any marketing email or SMS subscription, we store the timestamp, IP address, user agent, language preference, and the literal text of the consent checkbox you checked.

We may also collect technical information automatically: device and browser type, IP address, pages visited and time spent, and referral source. We use cookies and similar tracking technologies for analytics and ad-effectiveness measurement.

2. How We Use Your Information

• Respond to inquiries and schedule consultations.
• Send appointment confirmations and reminders.
• Send marketing communications IF you have explicitly opted in (per CASL).
• Improve our website and services.
• Comply with legal obligations.
• Maintain records of consent for regulatory compliance (CASL, TCPA, PIPEDA, RCDSO).

3. SMS / Text Message Communications

If you provide your phone number AND check the SMS consent checkbox, you may receive text messages from Dr. Ramirez Aesthetic Dentistry. These messages may include:

• Welcome / opt-in confirmation message (you must reply YES to receive any further messages).
• Consultation booking confirmations and reminders.
• Account notifications.
• Customer service responses.
• Marketing messages about Dr. Ramirez Aesthetic Dentistry services.

Message frequency: up to 4 messages per consultation cycle. Up to 12 messages per month total.

Opt-out: Reply STOP to any message at any time to immediately stop all SMS messages. Reply HELP for support. Standard message and data rates may apply.

Service providers used for SMS: We use GoHighLevel and Twilio as message-routing service providers. These providers process your phone number and message content solely to deliver our messages.

4. Information Sharing

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories of personal data described in this Privacy Policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We do not sell your personal information. We may share information with service providers who help us deliver our services (for example, GoHighLevel and Twilio for SMS routing, Stripe for payments, Google and Meta for website analytics and advertising measurement). These service providers are contractually required to use the information solely to provide the service to us.

We may also disclose information to legal authorities when required by law, or to a business successor with notice to you.

We do NOT share patient health record information with marketing service providers. Patient records remain in our patient management system under PHIPA-compliant access controls.

5. Your Rights

Depending on your location, you may have the right to access, correct, delete, port your data, or opt out of marketing communications. To exercise any of these rights, email hello@drramirez.ca. We respond within 30 days.

6. Data Retention

• Marketing email subscribers: retained until you unsubscribe, then deleted within 30 days.
• SMS subscribers: retained until you reply STOP, then phone number is suppressed and personal data deleted within 30 days.
• Booked consultations that did not become patients: retained for 12 months, then deleted.
• Patient health records: retained per PHIPA and RCDSO requirements.

7. Security

We use industry-standard technical and organizational measures to protect your information, including encryption in transit (TLS), access controls, and regular security reviews of our service providers.

8. Children

Our services are intended for adults and parents booking on behalf of children. We do not knowingly collect information from anyone under 16 without parental consent.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy here with a new "Last updated" date.

10. Contact

Dr. Ramirez Aesthetic Dentistry
1A-509 Wilson Avenue, Kitchener, Ontario, N2C 2M4 (until late June 2026)
100 Victoria Street South, Kitchener (from late June 2026)
hello@drramirez.ca · +1 (519) 748-2524