1. Contact Information

Vista Orthodontics
205 – 1519 Kingsway
Vancouver, BC V5N 2R8
Phone: 604-265-8232
Hours: Monday to Friday, 9 am – 5 pm

2. Information We Collect

When you submit a referral form or booking request, we may collect the following information:

  • Patient first and last name

  • Patient date of birth

  • Parent/guardian name (if applicable)

  • Patient phone number and email address

  • Reason for consultation

  • Referral details (referring doctor’s name, phone, email, and notes)

  • Submission time and form type

  • Technical information such as your IP address (collected by website plugins like Flamingo)

We do not collect credit card or payment information on our website.

3. How We Use Your Information

We use your information to:

  • Schedule and manage appointments

  • Send appointment confirmations or reminders

  • Process and review referral requests

  • Improve our services and website functionality

  • Comply with legal and regulatory requirements

At this time, we do not use your data for newsletters or general marketing, though this may change in the future. If so, you will always have the right to opt out.

4. Sharing of Information

We may share your personal information only as necessary with:

  • Service providers (e.g., hosting, Google services, patient management software)

  • Payment processors or insurance providers (not via this website, but during treatment or billing)

  • Regulatory bodies, if legally required

Data may be stored or processed outside of Canada (e.g., in Google services or hosting platforms).

5. Cookies and Tracking

Our website uses cookies necessary for functionality, as provided by WordPress and its plugins. These cookies may collect technical information but are not used for advertising or profiling.

6. Data Security

We protect your information with appropriate safeguards, including:

  • SSL encryption for all website communications

  • Restricted access to personal information

  • Secure hosting and storage

7. Data Retention

We retain personal information for a minimum of five years to comply with medical and regulatory standards, unless a longer retention period is required by law.

8. Children and Minors

Many of our patients are children. We only collect information about minors with the knowledge and consent of their parent or legal guardian.

9. Your Rights

You have the right to:

  • Request a copy of the information you submitted

  • Request access to referral information provided by your referring doctor

  • Request corrections if any of your information is inaccurate

To exercise these rights, please contact us at 604-265-8232.

10. Legal Compliance

This Privacy Policy is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

11. Updates

We may update this Privacy Policy from time to time. The “Last Updated” date at the top of this page reflects the most recent changes.