Privacy Policy
Willow & Pine Remote Dental Solutions
Effective Date: July 28, 2026
1. Introduction
Willow & Pine Remote Dental Solutions ("Willow & Pine," "we," "our," or "us") respects the privacy and confidentiality of all information entrusted to us.
This Privacy Policy explains how we collect, use, protect, and handle information through our website and in providing remote dental administrative support services to dental practices throughout Ontario.
Willow & Pine is committed to protecting confidential information and supporting the privacy obligations of the dental practices we work with, including compliance with applicable privacy legislation such as Ontario’s Personal Health Information Protection Act (PHIPA) where applicable.
2. Our Services
Willow & Pine provides remote administrative support services exclusively for dental practices, including services such as:
Accounts receivable support
Insurance payment entry and reconciliation support
Patient account organization
Administrative reporting
Practice organization support
Recall and administrative support services
Willow & Pine provides administrative support only. We do not provide dental advice, make clinical decisions, determine treatment plans, or provide insurance advice.
3. Information We Collect
Website Information
When you visit our website, we may collect information you voluntarily provide, including:
Your name
Dental practice name
Email address
Phone number
Information submitted through contact forms or inquiry forms
Details about your administrative support needs
Client Practice Information
When providing services to dental practices, we may access information authorized by the dental practice in order to complete contracted administrative duties.
This may include personal health information belonging to patients, such as:
Patient account information
Billing information
Insurance payment information
Account balances
Administrative records required to complete assigned services
Willow & Pine only accesses information necessary to perform the services requested by the dental practice.
4. How We Use Information
Information collected by Willow & Pine may be used to:
Respond to inquiries
Provide requested administrative services
Communicate with dental practices
Complete contracted support services
Maintain business records
Improve our services and website experience
We do not sell, rent, trade, or share personal information for marketing purposes.
5. Patient Information and Confidentiality
Willow & Pine understands the importance of protecting patient confidentiality.
When working with dental practices, Willow & Pine acts as an authorized service provider assisting the dental practice with administrative tasks.
We:
Access patient information only when authorized by the dental practice
Use information only for the purpose of completing contracted services
Maintain confidentiality of all patient and practice information
Do not disclose patient information to unauthorized individuals
Follow reasonable safeguards to protect confidential information
The dental practice remains responsible for its obligations as the Health Information Custodian under applicable privacy legislation.
6. Information Security
Willow & Pine takes reasonable steps to protect confidential information, including:
Secure password practices
Restricted access to business systems
Secure remote access procedures
Device security measures
Confidentiality agreements
Limiting access to information on a need-to-know basis
We do not intentionally store patient health information on personal devices unless required and authorized by the dental practice and appropriate safeguards are in place.
7. Remote Access and Technology
To provide remote administrative services, Willow & Pine may use secure remote access technology and approved systems provided by or authorized by the dental practice.
Access is limited to the systems and information required to complete contracted services.
8. Information Sharing
Willow & Pine does not share confidential information except:
With authorization from the dental practice
When required to provide contracted services
When required by law
We do not provide patient information to third parties for any unrelated purpose.
9. Data Retention
Willow & Pine retains business information only for as long as necessary to provide services, maintain records, meet contractual obligations, or comply with legal requirements.
When information is no longer required, reasonable steps are taken to securely dispose of it.
10. Privacy Breaches
If Willow & Pine becomes aware of a suspected privacy breach involving confidential information, we will take reasonable steps to:
Contain the issue
Notify the affected dental practice as required
Assist with investigation and documentation
Take corrective action to prevent future occurrences
11. Website Cookies and Analytics
Our website may use basic technologies such as cookies or analytics tools to improve website performance and understand visitor interactions.
These tools may collect general information such as:
Browser type
Device information
Pages visited
Website usage patterns
This information does not identify individual patients.
12. Third-Party Services
Willow & Pine may use trusted third-party service providers for business operations, such as website hosting, email, scheduling, payment processing, or business management tools.
These providers are expected to maintain appropriate security practices and only use information necessary to provide their services.
13. Your Privacy Choices
If you contact Willow & Pine through our website, you may request information about the personal information we hold about you, request corrections, or ask questions regarding our privacy practices.
14. Contact Information
If you have questions about this Privacy Policy or our privacy practices, please contact:
Willow & Pine Remote Dental Solutions
Email: info@willowandpine.ca
Ontario, Canada
15. Updates to This Privacy Policy
Willow & Pine may update this Privacy Policy from time to time to reflect changes in our services, business practices, or privacy requirements.
The updated version will be posted on this page with the revised effective date.