ODA Member and Applicant Privacy Statement

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Last Revised: June 3, 2020

The Ontario Dental Association (“ODA”) is committed to protecting your privacy and safeguarding your personal information. The purpose of this Privacy Statement is to inform you about the types of Personal Information we collect, use and disclose. It describes the general purposes for that collection, use and disclosure, and how you may access and correct that information.

This Privacy Statement applies to our handling of the Personal Information of ODA members and (as appropriate) applicants to be members (“ODA Dentists”).

From time to time, we may make changes to this Privacy Statement. The Privacy Statement is current as of the “last revised” date which appears at the top of this page.

What do we mean by Personal Information?
“Personal Information” means information about an identifiable individual, including information that identifies you or can be used to identify you (whether alone or in combination with other information). Personal Information does not include certain publicly available information or business contact information, such as your job title, specialty, business address, email address or telephone number (when used to communicate with you for business purposes).

What types of Personal Information does the ODA collect about ODA Dentists?
The ODA collects a variety of Personal Information to be able to provide benefits and services to ODA Dentists – including some or all of the following information:

For what purposes does the ODA use the Personal Information of ODA Dentists?
For applicants, the ODA may use the Personal Information it collects for purposes such as:

For ODA members, the ODA may use the Personal Information it collects for purposes such as:

When and to whom does the ODA disclose Personal Information of ODA Dentists?
The ODA does not sell any Personal Information to anyone for any purpose. The ODA does not disclose the Personal Information it collects to third parties other than the following:

What if you object to the ODA’s collection, use or disclosure of Personal Information?
You may, subject to legal restrictions, withdraw your consent to the further use or disclosure by ODA for some or all of the purposes identified (although this may mean that you will not be able to participate in certain ODA benefits, programs or services). Contact the ODA to note any objections.

How accurate is the Personal Information held by the ODA?
The ODA makes every reasonable effort to ensure that the information we maintain is accurate and up to date. However, as your Personal Information is subject to change, we rely on you to advise us of changes to Personal Information that you have previously provided to the ODA so that we can continue to provide communications, services and activities described in this Privacy Statement.

How secure is your Personal Information?
We have implemented physical, organizational, contractual and technological security measures in an effort to protect your Personal Information from loss or theft, unauthorized access, disclosure, copying, use or modification. We have taken steps to ensure that only employees who are granted access to your Personal Information are those with a business ‘need-to-know’ or whose duties reasonably require such information.

In some cases, the ODA uses service providers to assist the ODA with any of the above purposes. We may transfer your Personal Information to service providers with whom we have a contract that includes appropriate privacy standards, where such third parties are assisting us with any of the purposes set out above. Some service providers may process Personal Information on the ODA’s behalf outside of the country (i.e., in the United States). To the extent that any Personal Information is out of the country, it is subject to the laws of the country in which it is held, and may be subject to disclosure to the governments, courts or law enforcement or regulatory agencies of such other country, pursuant to the laws of such country.

How long does the ODA retain your Personal Information?
The ODA’s policy is to retain Personal Information only as long as is necessary to fulfill the purposes for which it is collected, or for such longer period as is permitted or required by law.

How do you access or correct the Personal Information held by ODA?
At any time, you may send a written request for access to your Personal Information, and the ODA will provide you with access to your Personal Information to the extent required by law or as reasonably determined by the ODA.

At any time, you may send a written request for the correction of any inaccurate Personal Information, and the ODA will correct your Personal Information where it is demonstrated that correction is required.

Such access or correction requests are to be submitted to the attention of the Chief Privacy Officer at 4 New Street, Toronto, Ontario M5R 1P6 or email at This email address is being protected from spambots. You need JavaScript enabled to view it..

What if you have a question or concern about the ODA privacy practices?
You may address any questions or concerns relating to this Privacy Statement or ODA privacy practices to the Chief Privacy Officer, 4 New Street, Toronto, Ontario M5R 1P6 or email at This email address is being protected from spambots. You need JavaScript enabled to view it..

Your email address
The email address you provide to the ODA is used to provide you with general information as well as confidential information such as your password for the ODA web site and to inform you about inquiries made by your staff to the ODA on your behalf, etc. ODA Dentists who share an email address with others accept the risk that confidential information will be accessed by those users.

Video surveillance at ODA premises
The ODA uses video surveillance at its premises for the purposes of ensuring a safe and secure workplace.