Privacy Policy

Synergy Centre Dental & Healthcare

Privacy Policy

1. Our Commitment to Your Privacy

At Synergy Centre Dental & Healthcare (“Synergy Centre”), we are committed to protecting your privacy and the confidentiality of your Personal Health Information (PHI) in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA).

This policy explains how we collect, use, share, and protect your health information across our healthcare units:

• Dr. Octavian Tetelbaum Dentistry – Dental care
• Dr. Maria Tetelbaum Medicine – Family medicine practice
• BeautyWithin – Medical aesthetics
• Synergy Centre Health – Massage therapy, chiropractic, and physiotherapy services

2. What is Personal Health Information?

Personal Health Information (PHI) means any information about you that identifies who you are and relates to your health or the care you receive.

We collect PHI verbally, in writing, or electronically, including during appointments, when you complete forms, or when you communicate with us by phone, email, or social media.

Your PHI may include:

• Your name, date of birth, address, or contact details.
• Information about your physical or mental health, medical history, or treatments.
• Test results, clinical notes, or recommendations from healthcare providers.
• Details about your health card, insurance, or billing information.
• The names of your healthcare providers or substitute decision-maker.

3. How We Use and Share Your Information

We collect and use your PHI to:

• Provide safe and effective care.
• Communicate with other healthcare providers involved in your treatment.
• Maintain accurate and complete health records.
• Process payments and insurance claims.
• Support quality improvement and patient safety reviews.
• Meet legal, regulatory, and accreditation requirements.

We may share your PHI only when:

• You have given consent.
• It is required or permitted by law (e.g., public health reporting or court order).
• It is necessary to coordinate your care.
• It is needed for authorized administrative or technical services under strict confidentiality agreements.

Each Synergy Centre unit acts as a Health Information Custodian (HIC) under PHIPA. Healthcare professionals working within these units act as agents of the HIC and follow the same privacy rules.

4. How We Protect Your Information

Your PHI is protected by physical, administrative, and electronic safeguards to prevent unauthorized access, loss, or misuse.

All PHI is securely stored in our electronic medical record (EMR) system and is accessible only to authorized healthcare providers involved in your care.

All employees and contractors receive privacy training, sign confidentiality agreements, and are required to comply with PHIPA and our internal privacy policies.

5. Your Rights under PHIPA

You have the right to:

• Access your personal health information.
• Request corrections if your record is inaccurate or incomplete.
• Withdraw or limit consent for sharing your PHI (unless required by law).
• Be informed if your PHI has been improperly accessed or disclosed.
• File a complaint with the Information and Privacy Commissioner of Ontario (IPC).

To request access, corrections, or consent changes, please contact the appropriate Synergy Centre unit listed below.

6. Points of Contact

Dr. Maria Tetelbaum Medicine

Contact: Sonia Moreno
Phone: (519) 266-3626
Email: info@sclondon.ca

Dr. Octavian Tetelbaum Dentistry

Contact: Leyla Ghasempour
Phone: (519) 266-3646
Email: dentistry@sclondon.ca

BeautyWithin (Medical Aesthetics)

Contact: Shauna Forde
Phone: (519) 266-3642
Email: beauty.within@sclondon.ca

Synergy Centre Health (Massage, Chiro, Physio)

Contact: Elvira Dalziel
Phone: (519) 266-3643
Email: health@sclondon.ca

7. How Long We Keep Your Information

We retain health records in accordance with PHIPA, the College of Physicians and Surgeons of Ontario (CPSO), the Royal College of Dental Surgeons of Ontario (RCDSO), and other applicable regulatory standards.

When records are no longer required, they are securely destroyed or permanently anonymized.

8. If a Privacy Breach Occurs

In the event of a suspected or confirmed privacy breach, Synergy Centre will:

• Act quickly to contain and investigate the issue.
• Notify affected patients as required by PHIPA.
• Report to the Information and Privacy Commissioner of Ontario (IPC) when necessary.
• Take corrective action to prevent recurrence.

9. Updates to this Policy

We may update this Privacy Policy periodically to reflect legislative changes, technological updates, or improvements in our privacy practices. The most current version will always be available on our website and upon request.

10. Contacting the Information and Privacy Commissioner of Ontario

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Phone: 1-800-387-0073
Website: www.ipc.on.ca

Version 2026-01