Except as described in Section 2.4 below, WinTerra Dental does not access or collect any patient information inputted into SmartChart by our Clients. Clients are responsible for their own privacy practices when using SmartChart.
2. COLLECTION AND USE OF PERSONAL INFORMATION AND OTHER DATA
2.1. WinTerra Dental Account Information
In order to use SmartChart, users must have a valid WinTerra Dental account to log into SmartChart (“Account”). When a user registers for SmartChart, WinTerra Dental collects the user’s first and last name, email address, and phone number, in order to uniquely identify you as a user, authenticate your Account access, and provide Clients with access to SmartChart. WinTerra Dental also uses the email address and phone number to communicate with the user regarding Client requests, product information and support matters.
2.2. Website Data
WinTerra Dental may also collect certain information from users of the Website through web forms that collect your first name, last name, email address, phone number, and company name, and may also collect Internet addresses, time spent logged into the website, and other usage data (“Website Data”). This information is logged to respond to user queries, provide ongoing email updates, and to constantly improve the quality of the Services.
The Website uses technologies such as cookies, beacons, scripts, and tags. These technologies may be used for analyzing trends, administering the website, tracking users’ movements around the website, and gathering demographic information about our user base as a whole. Various browsers may offer their own management tools for removing these types of tracking technologies.
2.3. SmartChart User Data
SmartChart tracks certain information about usage of the software, including the entry of patient information, clinical notes, treatment plans, dental conditions, medical histories, and approving clinical records (“SmartChart User Data”). This data is tracked for the Client’s internal software usage only. We do not access SmartChart User Data or patient information other than with the Client’s consent for the purpose of software maintenance and troubleshooting only.
2.4. SmartChart Patient Data
SmartChart allows Clients to collect information to identify patients and record their dental conditions and treatment (the “SmartChart Patient Data”). SmartChart uniquely identifies patients by the information entered by a Client, including photo, honorific, first name, last name, nickname, date of birth, gender, mailing address, email address, home and work phone number, and insurance provider. Information on patient dental conditions, clinical information, medical history, treatment plans, and clinical notes are also recorded. SmartChart Patient Data is only accessible to our Clients’ authorized users with privileges to view or manage the information, and may be used by the Client in the operation of its business and delivery of its services. SmartChart Patient Data is only viewed by WinTerra Dental while aiding in software support services to the Client. WinTerra Dental does not access SmartChart Patient Data other than with Client consent for the purpose of software maintenance and troubleshooting only.
2.5. Storage and Remote Back-Up Services
All SmartChart User Data and SmartChart Patient Data is stored locally on Client computers and servers.
If Client has purchased the optional data back-up services from WinTerra Dental, WinTerra Dental will periodically back up SmartChart User Data and SmartChart Patient Data to WinTerra Dental’s cloud services provider (“Remote Back-Up Services”). WinTerra Dental has no access to this data other than with consent of the Client for the purpose of Client support activities, including but not limited to ensuring the Services are operating properly and aiding Clients in the restoration of data. All data transferred and processed using the Remote Back-Up Services is encrypted in transit and at rest.
3. STORAGE LOCATION AND TRANSFER OF PERSONAL INFORMATION
WinTerra Dental stores its Website Data, including Personal Information, on servers located in Canada and the United States, and, where applicable, its remote back-up SmartChart User Data and SmartChart Patient Data on servers located in Canada. By submitting information, you agree to this transfer, storing or processing of your Personal Information in Canada. You acknowledge and agree that your Personal Information may be accessible to law enforcement and governmental agencies in those countries under lawful access regimes or court order.
4. DISCLOSURE OF PERSONAL INFORMATION WITH THIRD PARTIES
4.1. Service Providers and Business Partners
We may from time to time employ other companies and people to perform tasks on our behalf and need to share Client Personal Information with them to provide the SmartChart platform and related Services. Unless we tell you differently, such third parties do not have any right to use the Personal Information we share with them beyond what is necessary to assist us. This includes third party companies and individuals employed by us to facilitate our Services, including the provision of software licensing, maintenance services, database management, Web analytics and general improvement of the SmartChart platform and related Services.
4.2. Business Transfers
If we (or substantially all of our assets) are acquired, or if we go out of business, enter bankruptcy, or go through some other change of control, Personal Information may be made available or otherwise transferred to the new controlling entity, where permitted under applicable law.
4.3. With Your Consent
6. ACCESS, CORRECTION AND ACCURACY
You have the right to access the Personal Information we hold about you in order to verify the Personal Information we have collected in respect to you and to have a general account of our uses of that information. Upon receipt of your written request, we will provide you with a copy of your Personal Information, although in certain limited circumstances, and as permitted under law, we may not be able to make all relevant information available to you, such as where that information also pertains to another user. In such circumstances we will provide reasons for the denial to you upon request. We will endeavor to deal with all requests for access and modifications in a timely manner.
We will make every reasonable effort to keep your Personal Information accurate and up to date, and we will provide you with mechanisms to update, correct, delete or add to your Personal Information as appropriate. As appropriate, this amended Personal Information will be transmitted to those parties to which we are permitted to disclose your information. Having accurate Personal Information about you enables us to give you the best possible service.
8. ADDITIONAL INFORMATION
Last Updated: January 11, 2019