Privacy Policy

Last updated: April 4, 2026

This policy applies to all services offered by Nova Aura.

1. Introduction

At Nova Aura, we are committed to providing a professional, human, and reassuring experience to each of our patients. Protecting your personal data is an integral part of this commitment.

As part of our activities, we collect certain personal data, including information related to your identity and health. Given the sensitive nature of this information, we implement strict measures to ensure its confidentiality, security, and responsible use.

This Privacy Policy aims to inform you clearly and transparently about how your personal data is collected, used, disclosed, retained, and protected, in accordance with applicable laws in Quebec, including Law 25.

Your use of our services or website indicates that you acknowledge having read and understood this policy.

2. Scope of the Policy

This policy applies to all personal data collected by Nova Aura, whether:

In person at the clinic
By phone
By email
Through our website
Through electronic or paper forms
Through software and systems used in our operations

It applies to anyone interacting with the clinic, including patients, website visitors, and individuals communicating with us.

3. Definition of Personal Data

Personal data refers to any information relating to an individual that allows them to be identified directly or indirectly.

In the context of our activities, certain data, particularly health-related information, is considered sensitive and requires a higher level of protection.

4. Guiding Principles

In managing personal data, Nova Aura is committed to:

Collecting only the information necessary to provide its services
Using personal data only for its intended purposes
Ensuring the security and confidentiality of personal data
Limiting access to authorized individuals only
Allowing individuals to access and correct their information

5. Collection of Personal Data

We collect personal data in various situations, including:

When scheduling appointments
When creating or updating your patient file
During the provision of dental hygiene care
During communications with our team
When using our website

The information collected may include:

Name, date of birth
Contact information (phone number, email, address)
Clinical information relevant to your oral health
Clinical notes and treatment history
Administrative information related to your file
Information required for billing and payments
Technical data (IP address, cookies)

6. Purpose of Collection

Personal data is collected for the following purposes:

Providing safe and appropriate dental hygiene care
Creating and maintaining a complete patient file
Ensuring proper follow-up and care recommendations
Managing appointments and communications
Processing billing and payments
Complying with legal and professional obligations
Improving the quality of our services
Supporting the administrative management of the clinic

7. Consent

We obtain your consent before collecting, using, or disclosing your personal data.

Consent may be explicit (form, signature, verbal consent) or implied where appropriate.

You may withdraw your consent at any time, subject to legal obligations and our ability to continue providing certain services.

8. Disclosure of Personal Data

We do not sell, rent, or trade your personal data.

However, personal data may be disclosed when necessary:

To essential service providers (e.g., clinical management software)
To professional advisors (legal, accounting)
To authorities when required by law
In emergency situations involving health or safety

Some service providers may be located outside Quebec. In such cases, we ensure appropriate safeguards are in place.

9. Data Retention

Your personal data is retained only for as long as necessary to fulfill the purposes for which it was collected, in accordance with legal requirements applicable to the healthcare sector.

Once this period has expired, the data is securely destroyed or anonymized.

10. Data Security

We implement appropriate safeguards to protect your personal data, including:

Restricted access to records
Secure IT systems
Administrative and organizational measures
Physical protection of documents

Despite these measures, no system is completely secure, and some risk remains.

11. Access and Correction

You have the right to access your personal data and request corrections if the information is inaccurate, incomplete, or unclear.

Requests may be submitted to the person responsible for personal data protection.

12. Withdrawal of Consent

You may withdraw your consent to the use of your personal data at any time, subject to legal obligations and requirements related to maintaining patient records.

13. Cookies

Our website uses cookies to ensure proper functionality, improve user experience, and analyze website usage.

These technologies may collect certain technical information, such as your IP address or browsing preferences.

You may configure your browser at any time to refuse or limit the use of cookies. However, some features of the website may be affected.

14. Data Hosting and Transfers

Some personal data may be hosted or processed outside Quebec, particularly through cloud-based services.

In such cases, we ensure that service providers meet appropriate data protection standards.

15. Person Responsible for Personal Data Protection

The person responsible for personal data protection is:

Derleandie Castor
Nova Aura Clinic
4725 Boulevard Métropolitain E
Montreal, Quebec

Phone: 514-671-1200
Email: info@cliniquenovaaura.com

16. Complaints

Any individual may file a complaint regarding the handling of their personal data by contacting the responsible person.

If you believe your rights are not being respected, you may also file a complaint with the Commission d’accès à l’information du Québec (CAI).

We are committed to handling all requests seriously and promptly.

17. Policy Updates

We reserve the right to modify this Privacy Policy at any time to reflect legal, technological, or operational changes.

We encourage you to review it regularly.