PIPA | Toothworx Bermuda

Privacy Notice for Toothworx Ltd

Effective Date: January 1st 2025

Toothworx Dental Practice is committed to protecting your privacy in compliance with the Personal Information Protection Act (PIPA) of Bermuda. This Privacy Notice explains how we collect, use, disclose, and protect your personal information and your rights under PIPA.

For questions, concerns, or requests related to your personal information, please contact:

Privacy Officer: Ashley Robinson
Phone: 236-9375
Email: Ashley@toothworxbda.com
Address: 25 Woodlands Rd, Pembroke HM09, Bermuda

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner for Bermuda, (PrivCom) for further assistance. Toothworx Ltd will report any breaches or suspected breaches to PrivCom.

Toothworx Dental Practice is dedicated to safeguarding your personal information and providing transparent and compliant privacy practices under PIPA.

1. What is Personal information?

Personal Information is any information which may tend to identify an individual, whether directly or when used in conjunction with other information. Personal information does not include anonymous or non-personal information (i.e., information that does not tend to identify a specific individual). As a health care provider, Toothworx Ltd will also collect “Sensitive personal information” which includes information relating to such aspects as place of origin, race, colour, sex, sexual life, health, disabilities, religious beliefs, and biometric and genetic information.

2. What Personal Information Do We Collect and How is your Personal Information Collected

We collect and process personal information necessary to provide dental services, including but not limited to: • Contact Information: Name, address, email, and phone number. • Health Information: Medical and dental history, current medications, and treatment records. • Payment and Insurance Details: Insurance policy information, billing records, and payment methods. • Appointment Details: Dates, times, and treatment plans. All information can be shared and updated via an online portal in which you create a confidential password. Your MyChart username and password allow you into your own account to make adjustments to your contact information, health information and to sign any documents requested by our practice. We usually collect personal information directly from you, but we may also from time to time collect information via our website or from third parties, such as test results. Our dental software allows you to state whether you would like us to share any health information with any other person, including a spouse or child. This requires a signature in our file.

3. How Do We Use Your Personal Information?

The law required us to have a legal basis for collecting and using your personal data. Your personal information is used to: • Deliver safe and effective dental care. • Schedule and manage appointments. • Process insurance claims and payments. • Comply with legal and regulatory requirements. • Communicate with you about your care or account. We do not use your personal information for marketing purposes without your explicit consent. If we ask you for use of photos, we will ask for you to sign a consent form stating that you agree to us using your photos. We do not use names and typically do not use photographs that include your whole face.

4. How Do We Protect Your Personal Information?

Toothworx Dental Practice employs safeguards to ensure the confidentiality, integrity, and security of your personal information, including: • Physical Security: Secure storage for physical records. The only physical records we keep are deposit slips. These records are kept locked. We retain your personal information only for as long as necessary to provide services or as required by law. Once no longer needed, we securely dispose of or anonymize your information. • Digital Protection: Electronic records are kept within our dental software, both Oryx and Dentrix. These have restricted access to authorized personnel only via confidential passwords to both the computer and the software. All computers are locked when not in use. Our practice software allows us to hide the identity of patients on our screen so that patient names are not available at a glance. • Staff Training: All employees are trained to comply with PIPA and confidentiality obligations and have signed confidentiality agreements.

5. Disclosure of Personal Information

We may share your personal information with: • Healthcare Providers: Specialists, laboratories, or other medical professionals involved in your treatment. • Insurance Providers (Argus, BF&M, CG or any other provided to us by our patients): To process claims and verify coverage. • Regulatory Authorities: If required by law or to comply with legal obligations. We do not sell or disclose your information to third parties for unrelated purposes and the responsibility for ensuring compliance with PIPA remains with Toothworx at all times We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

6. Your Rights Under PIPA

You will be asked to consent to the collection of your personal information. Under PIPA, you have the right to: • Access Your Records: Request a copy of your personal information. • Correct Errors: Request corrections to incomplete or inaccurate information. • Withdraw Consent: Revoke your consent for specific uses of your information. • Make a Complaint: File a complaint if you believe your personal information has been mishandled. To exercise the rights set out herein, please contact us at the details provided above.