Privacy policy
Last updated October 28, 2026
This policy explains what personal information Aurora Gateway Dental Care collects through auroragatewaydental.com, why we collect it, and how we protect it. It covers the website only. How we handle your dental records at the clinic is explained in our clinic privacy notice, available at the front desk.
Who we are
Aurora Gateway Dental Care, 676 Wellington Street East, Unit 3, Aurora, Ontario L4G 0K3. Phone 289-475-5497.
As a dental practice in Ontario, we are a health information custodian under the Personal Health Information Protection Act, 2004 (PHIPA). We collect, use and share personal health information only as PHIPA allows. For other personal information, we follow the same standard of care.
By using this website or sending us a form, you agree to the practices described here. You can withdraw that consent at any time (see Your rights).
What we collect
We collect only what you choose to send us, plus basic technical data needed to run and protect the site.
| Source | What we collect |
|---|---|
| Appointment request form | Name, phone, email, reason for visit, preferred days and times, whether you are a new patient, and your message |
| New patient registration form | Your name, date of birth, gender, address, phone numbers, email, work or school, health card number, emergency contact, dental insurance details, dental and medical history (including medications, allergies and health conditions), and your consent and signature |
| Security checks | Your IP address, browser and device details, and how you interact with the form, used by Google reCAPTCHA to block spam |
| Server and security logs | IP address, pages requested, date and time, and browser type, kept by our host and by Cloudflare |
| Analytics | Pages visited, how you arrived, approximate location (city level) and device type, collected by Google Analytics through Google Tag Manager |
The appointment request form is for booking only, so please keep health details out of it. The new patient registration form asks for your medical history so your dentist can treat you safely. Filling in the health sections online is your choice: you can leave them blank and go over them with us at the clinic instead.
We don't knowingly collect information from children through this website. A parent or guardian should send requests for a child.
How we use it
- To reply to your request and book, change or confirm appointments
- To answer questions about our services, coverage and payment options
- To keep the website secure and block spam and abuse
- To understand which pages are useful, so we can improve the site
We don't sell or rent your information, and we don't use form details for marketing unless you ask us to.
Who we share it with
We share information only with service providers who help us run the website, under agreements that limit their use to that purpose.
| Provider | What they do |
|---|---|
| TASProMarketing | Builds and maintains the website and its forms, and receives a copy of appointment requests (never registration forms) to check that the forms work |
| Google (Gmail) | Delivers form submissions to the clinic's inbox by email |
| Google (reCAPTCHA) | Checks that form submissions come from a person, not a bot |
| Google (Tag Manager and Analytics) | Measures website visits |
| Google (Maps) | Shows the map of our location on some pages; Google may set its own cookies when the map loads |
| Cloudflare | Delivers the website securely and protects it from attacks |
| Our web host | Stores the website files and server logs |
We may also disclose information when the law requires it.
Storage, retention and security
Some of our providers, including Google and Cloudflare, may store or process information outside Canada, mainly in the United States. Information held there is subject to the laws of that country.
| Information | How long we keep it |
|---|---|
| Form emails in the sending account | Deleted after 30 days |
| Form emails in the clinic's inbox | Until your request is handled; anything that becomes part of your patient record is kept as Ontario dental record rules require |
| Server and security logs | Only as long as our host and Cloudflare need them for security, then deleted |
| Analytics data | 14 months, then deleted automatically by Google Analytics |
The website uses an encrypted connection (HTTPS). Form data is sent over encrypted connections and is not stored in a database on the website. Forms reach the clinic by email. Email travels over encrypted connections where the mail systems support it, but it is not end-to-end encrypted, which is why the health sections of the registration form are optional. Access to the email accounts and website systems is limited to people who need it and protected by passwords and two-step verification.
Cookies and your choices
Cookies are small files a website stores in your browser. We use them for three things:
- Security: Cloudflare and reCAPTCHA use cookies to tell real visitors from bots. The forms don't work without them.
- Analytics: Google Analytics uses cookies to count visits and see how people use the site. It doesn't tell us who you are.
- Advertising: if we run Google Ads, a cookie may record that you visited a page or sent a form, so we can measure our ads.
You can block or delete cookies in your browser settings. You can also opt out of Google Analytics with Google's browser add-on and manage ad settings in your Google account. Blocking security cookies may stop the forms from working; you can always call us instead.
reCAPTCHA is subject to Google's Privacy Policy and Terms of Service.
Your rights
- Access: ask what personal information we hold about you and get a copy.
- Correction: ask us to correct information that is wrong or incomplete.
- Withdraw consent: ask us to stop using your information or delete a form submission, unless the law requires us to keep it.
- Complain: if you're not satisfied with our answer, you can complain to the Information and Privacy Commissioner of Ontario.
We'll reply to a written request within 30 days, as PHIPA requires.
Contact us
Questions about privacy go to our Privacy Officer, Aurora Gateway Dental Care, 676 Wellington Street East, Unit 3, Aurora, Ontario L4G 0K3. Phone 289-475-5497. Email [email protected].
Changes to this policy
We'll update this page when our practices change and show the date of the latest version at the top. This version takes effect when the new website launches.
