Introduction

360 PowerDent Inc. (“PowerDent”) offers an analytics and reporting solution that helps customers compile business data from its practice management system and other applicable software.

Our services require connection to third-party services (“Third-Party Services”) such as practice management systems, accounting systems, enterprise management systems, payroll systems, etc. The collection of your information by these third parties is governed by the Third-Party Services’ privacy policies and terms.

This privacy policy (“Privacy Policy”) sets out our requirements under the federal Protection of Personal Information and Electronic Documents Act (“PIPEDA”) and the B.C. Personal Information Protection Act (“PIPA”).

Principle #1 – PowerDent is responsible for personal information in its possession or control

PowerDent is responsible for all personal information in its possession or control. PowerDent has:

• Established policies and procedures aimed at protecting personal information
• Educated its employees regarding its privacy policies, and their roles and responsibilities in keeping personal information private
• Appointed a Privacy Officer to oversee privacy issues within the company

If you have any questions about our privacy practices, please contact our Privacy Officer at [email protected].

Principle #2 – PowerDent identifies the purpose for which the personal information is being collected

PowerDent collects personal information from customers and uses such personal information only to the extent required to (i) analyze the business performance and provide analytics services to its customers; (ii) build or improve the quality of the software; (iii) create public statistics, for example, to enable customers to benchmark their performance against industry level statistics (data shall be in aggregated and anonymous form) and (iv) setting up user accounts, analyzing, compiling and presenting business and industry data.

Principle #3 – PowerDent obtains customer consent before collecting personal information

Our Terms of Service Agreement include a discussion on how PowerDent uses personal information and data and makes reference to our Privacy Policy. By signing the Terms of Service Agreement, you are providing consent to the collection, use and disclosure of personal information described in the Terms and Services Agreement and in the Privacy Policy.

Principle #4 – PowerDent limits collection to only personal information necessary to provide our services

Employees and contractors of PowerDent will access and collect only the information required to provide our services to operate our business.

Principle #5 – PowerDent limits use, disclosure, and retention of personal information

PowerDent will limit use of personal information only to the extent necessary to provide our services to operate our business. PowerDent will only share and disclose personal information with and to employees and contractors of PowerDent who require such access to perform the tasks required for PowerDent to provide our services. PowerDent may also share and disclose personal information to government institutions or other authorized agencies to the extent required by laws and regulations.

PowerDent will retain your information for as long as required to provide our services to you and dispose of your personal information within 30 days after termination of our services or longer if information is required by laws and regulations.

Principle #6 – PowerDent endeavors to keep accurate personal information in its possession and control

PowerDent will make efforts to keep personal information accurate and up-to-date. PowerDent encourages Customers to contact PowerDent to update their personal information.

Principle #7 – PowerDent protects the privacy of personal information in its possession or control by using safeguards appropriate to the sensitivity of the information

PowerDent implements physical, technical, and administrative safeguards to protect the privacy of personal information in our possession. Safeguards in place include but are not limited to:

• Physical safeguards
  • Card restricted building access
  • Locked office
  • Shredding documents containing personal information
  • Destroying computer hard drives before disposal
• Technical safeguards
  • Password authentication to access computers and software
  • Locking computer screens when absent from desk
  • Use of adequate firewalls, intrusion detection software, antivirus software and encrypting personal information
• Administrative safeguards
  • Ongoing employee training on privacy matters and data security
  • Confidentiality agreements with all employees and contractors
  • Role based file access

Principle #8 – PowerDent is open about the procedures used to manage your personal information

Up-to-date information regarding PowerDent’s Privacy Policy can be obtained from the Privacy Officer and on PowerDent’s website.

Principle #9 – PowerDent, upon request, allows access to personal information in its possession

Customers may contact PowerDent to obtain access to their personal information. In most instances, PowerDent will respond to concerns about access to personal information within 30 days.

Principle #10 – Customers may challenge PowerDent’s compliance with this Privacy Policy

PowerDent will investigate and respond to complaints and questions relating to this Privacy Policy.

You may challenge compliance with this Privacy Policy by forwarding your concern in writing to PowerDent’s Privacy Officer. The Privacy Offer will investigate your complaint and report the results of the investigation to you within 30 days or longer if the investigation is extended.