Privacy Policy

Introduction

WarmLead Dental ("we", "us", "our") is the dental division of WarmLead and is operated by Smida Group Inc. We build modern, mobile-fast websites for Canadian dental practices and operate the website dental.warmlead.ca. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you interact with our website and services.

We are committed to complying with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's Anti-Spam Legislation (CASL), and Quebec's Law 25 (An Act to modernize legislative provisions as regards the protection of personal information).

Privacy Officer

Our Privacy Officer is responsible for overseeing our compliance with privacy legislation and for handling all inquiries related to personal information.

Information We Collect

We collect personal information through the following channels:

Through our website consult form

• Your name
• Your dental practice name
• Your practice’s website address
• Your email address

Automatically from our website

• IP address, browser type, pages visited, and referring URL, collected through standard server logs

We do not collect sensitive personal information such as health, financial, or government-identification data. We do not operate AI calling systems, and we do not run advertising campaigns that collect data through this website.

How We Use Your Information

We use your personal information for the following purposes:

• To respond to consult requests submitted through our website
• To prepare and deliver the free website audit you request
• To communicate with you about our website-build service
• To deliver website-build services to our clients
• To improve our website and services
• To comply with legal obligations

We do not add information submitted through our consult form to marketing lists or automated message sequences.

Consent

• We obtain consent at the point of collection. Our consult form includes a clear statement of purpose.
• Consent is not a condition of accessing our website.
• You can withdraw consent at any time by contacting us. Withdrawal may affect our ability to provide certain services, such as completing a requested audit.
• We do not use pre-checked consent boxes or default opt-ins.

Sharing and Disclosure

We share personal information with the following service providers to operate our website and deliver our services:

• Formspree: processes the submissions sent through our website consult form. Servers may be located in the United States.
• Vercel: hosts our website. Servers may be located in the United States.

We ensure third-party service providers maintain security standards comparable to PIPEDA requirements. We do not sell personal information to third parties. We may disclose information if required by law, regulation, or court order.

Data Retention

• Consult form submissions and related correspondence: retained for [24 months] from your last contact with us, or until you request deletion, whichever comes first.
• Client project records: retained for the duration of the client relationship plus [12 months].
• Website server logs: retained for a short period for security and operational purposes.
• You may request deletion of your personal information at any time by contacting our Privacy Officer.

Security Safeguards

We protect your personal information using appropriate technical and organizational measures, including:

• HTTPS encryption for all website communications
• Secure, access-controlled connections to our third-party service providers
• Limiting who can access personal information

If we discover that personal information has been compromised, we will assess whether the breach poses a real risk of significant harm and will notify affected individuals and the Office of the Privacy Commissioner as required by law.

International Data Transfers

Some of our service providers, including Formspree and Vercel, may store or process data outside Canada, including in the United States.

We use contractual safeguards to protect information transferred internationally. Please be aware that information stored outside Canada may be subject to the laws of that jurisdiction, including laws that may permit access by government authorities.

Your Rights

Under PIPEDA and Quebec's Law 25, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent for specific uses of your information
• Request deletion of your personal information
• Receive your data in a portable format (such as CSV)
• File a complaint about our privacy practices

To exercise any of these rights, contact our Privacy Officer at stefan@warmlead.ca. We will respond within 30 days.

CASL Compliance

In compliance with Canada's Anti-Spam Legislation:

• We only send commercial electronic messages to individuals who have consented to receive them, whether express or implied as defined under CASL.
• All messages identify WarmLead Dental as the sender and include our contact information.
• All messages include a clear and functional unsubscribe mechanism.
• We do not harvest email addresses using automated programs.
• To opt out of commercial messages, use the unsubscribe link in any message or contact us directly.

Children's Privacy

Our website and services are directed to dental practices and business owners, not to individuals under 18 years of age. We do not knowingly collect personal information from children.

For Quebec residents under the age of 14, consent must be provided by a parent or legal guardian in accordance with Law 25.

Complaints

If you have concerns about how we handle your personal information, please contact our Privacy Officer first at stefan@warmlead.ca.

If you are not satisfied with our response, you may file a complaint with:

• Office of the Privacy Commissioner of Canada: www.priv.gc.ca
• Commission d’accès à l’information du Québec (for Quebec residents): www.cai.gouv.qc.ca

Changes to This Policy

• We review this policy at least annually and update it as our practices evolve.
• If we make material changes, we will update the date at the top of this page.
• Continued use of our services after changes are posted constitutes acceptance of the updated policy.