Privacy Notice

Ontario · PHIPA

Clarkson Village Dental Clinic is the health information custodian for the personal health information it holds, under Ontario’s Personal Health Information Protection Act (PHIPA). Dr. Ravi Sandhu is the dentist responsible for it. This notice covers the information collected through this website and through our automated telephone and chat assistant. Your clinical record inside the practice is governed by the same Act and the same policy.

What we collect

We ask for the least we need in order to help you, and we do not ask this website or our assistant to take a medical history — that conversation belongs with Dr. Ravi.

• When you send an appointment request: your name, your phone number and/or email, the reason you selected from the list, any note you chose to add, and any preferred date or time.
• When you call after hours or use the chat: your name, a callback number, whether you are a new or existing patient, the reason in your own words, how urgent it is, and preferred times. Conversations are recorded and stored so the office can follow up.
• Automatically, on every page: a one-way scrambled version of your network address, used only to stop automated abuse of our forms. It cannot be turned back into your address.

Because it relates to your dental care, most of this is personal health information and we treat it that way. We use it to contact you, arrange your care, and keep a record that you got in touch. We do not sell it, and we do not use it for advertising. We do not send marketing email.

Our automated assistant

Outside office hours our phone line is answered by an automated assistant, and there is a chat and voice assistant on this website. It tells you it is automated at the start of every conversation, and that the conversation may be recorded and stored.

• It takes a message so the office can call you back. It is not a person, and it cannot give dental or medical advice, diagnose anything, or discuss medication.
• It cannot see or book your appointment in our schedule. Anything it notes down is confirmed by a member of our team.
• It is processed in the United States. See the next section — this matters and we would rather say so plainly.
• You never have to use it. Call us during opening hours, or send the appointment request form instead, and no conversation is recorded.

Who else handles it

We use a small number of service providers to run the website and the assistant. They act on our instructions, and they may only use your information to provide the service to us.

• Our records database is hosted in Canada (Supabase, Canadian region). This is where the durable record of your request is kept.
• Email notifications to the office are sent through Brevo. While our new website settles in, a copy of the notification the office receives also goes to Compass AI Group, who built and maintain the site, so we can confirm these messages are arriving. This is temporary, and Compass acts only on our instructions.
• The automated assistant runs on ElevenLabs, using an Anthropic Claude language model. Its providers are contractually prohibited from using your conversation to train their models.
• Our after-hours phone number and confirmation texts run on Twilio. We deliberately keep clinical detail out of text messages — a confirmation text gives the time and the address, not the reason for your visit.
• Website measurement uses Google Analytics, and only if you agree — see below.

Some of these providers process information on servers in the United States, which means it may be subject to lawful access requests by authorities there. We use them because they are what makes an after-hours assistant possible, we limit what reaches them to the minimum, we require deletion on a schedule, and our own durable record stays in Canada. If you would rather your information were not handled this way, call the office during opening hours and speak to a person — that path involves none of these providers.

How long we keep it

Information collected through this website and the assistant is kept for 30 days, after which the free-text parts — the recording, the transcript, and what you told us about your visit — are automatically deleted. This runs on an automated daily job, not on someone remembering.

A minimal record that you contacted us and that we followed up is kept longer, so the office has an accurate account of its own actions. Once you become a patient, your clinical record is retained for the period required of Ontario dentists, which is longer and is separate from this website.

Cookies and website analytics

This site does not set analytics cookies until you choose Accept on the banner. Choose Decline and no analytics load at all, and the site works exactly the same. The only thing stored either way is a small record of the choice you made, so we do not ask again.

If you accept, we use Google Analytics to understand which pages people find useful. We do not use it to identify you, and we do not run advertising trackers on this site.

Your rights

Under PHIPA you can ask us to:

• See what we hold about you, and get a copy.
• Correct it if it is wrong or incomplete.
• Explain who we have shared it with, and why.
• Withdraw your consent to us contacting you, or delete a website request you sent us.

Just ask — call (905) 855-2622 or email info@clarksondentist.com. We may need to confirm who you are before releasing health information, which protects you. There is no charge for a reasonable request.

Concerns and complaints

If something about how we handled your information concerns you, please tell us first — most things are a misunderstanding we can fix quickly. Contact the office at (905) 855-2622 or info@clarksondentist.com.

You also have the right to complain directly to the Information and Privacy Commissioner of Ontario, which oversees PHIPA, and you do not need our permission to do so:

Changes to this notice

If we change how we handle your information, we update this page and the date below. If a change is significant, we will say so here rather than quietly revise it.

Last updated 29 July 2026. This notice describes Clarkson Village Dental Clinic, 1098 Clarkson Road North, Mississauga, ON L5J 2V9 · (905) 855-2622. See also our accessibility statement.