Privacy policy

Last updated: [date]

This policy explains how [legal entity name] ("Tusko", "we", "us") collects, uses, shares and protects personal information when you visit tusko.ca or use the Tusko platform. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA), as they apply to us.

Who we are

Tusko is lab case management software for dental practices and dental labs. Our address is 1656 Martin Dr Suite #200, Surrey, BC V4A 6E7, Canada.

Our privacy officer is [privacy officer’s name]. You can reach them at [email protected] about anything in this policy.

Two kinds of information

We handle personal information in two different roles.

Information about you as our customer or visitor. This includes the people at practices and labs who use Tusko, people who book a demo, and people who visit our website. For this information, we decide how it is used, and this policy covers it in full.
Patient information inside cases. When a practice or lab puts a case into Tusko, the case can include a patient's name or initials, prescriptions, scans, photos and messages. That information belongs to the practice or lab that collected it. We handle it only on their behalf and only to provide the service, under our agreement with them. The practice or lab remains responsible for getting patient consent and for the clinical record.

What we collect

Contact and account details: name, work email, phone number, role, practice or lab name, and login details.
Demo bookings: the details you enter when you book a demo through our scheduling provider, such as your name, email, whether you are a lab or a practice, and your business name.
Communications: emails, support requests and notes from calls with us.
Usage and device information: pages visited, links clicked, browser and device type, approximate location from your IP address, and similar information collected by cookies and analytics tools, when you allow them.
Case information: described above, handled on behalf of practices and labs.

We do not collect more than we need for the purposes below.

How we use it

To provide, secure and support the Tusko platform.
To set up accounts, onboard teams and run the first live cases with new customers.
To respond to demo requests and questions.
To understand how our website and product are used, so we can improve them. Where possible we use aggregated or de-identified information for this.
To send you service messages about your account.
To send marketing emails about Tusko only where we have your consent under Canada's Anti-Spam Legislation (CASL). Every marketing email has an unsubscribe link.
To meet legal obligations and protect our rights.

We never use patient information in cases for marketing, and we never sell personal information.

We collect, use and share personal information with your consent, except where the law allows otherwise. You can withdraw consent at any time, subject to legal or contractual limits, by contacting [email protected]. If you withdraw consent, we may not be able to provide some services.

Service providers that help us run Tusko and this website, such as hosting, email, scheduling, analytics and customer support tools. They may only use personal information to provide services to us, under contract, with safeguards comparable to ours.
The other side of a case. When a practice sends a case to a lab on Tusko, the people at that lab can see that case, and the practice can see the lab's updates. That is how the service works.
Legal requirements. We disclose information when the law requires it, such as a valid court order.
Business changes. If Tusko is involved in a merger, financing or sale of assets, personal information may be transferred under confidentiality terms, and this policy will continue to apply.

Where information is stored

Patient information in cases is stored in [data region]. Some of our service providers may store or process information outside Canada, including in the United States. Information held outside Canada is subject to the laws of that country and may be accessible to its courts and authorities.

How long we keep it

We keep personal information only as long as we need it for the purposes above, to meet legal requirements, or as our agreement with a practice or lab requires. Case records are kept according to the instructions of the practice or lab that owns them. When a customer leaves, they can export their cases, and we delete their data on request once any legal obligation to keep it has passed.

How we protect it

We use administrative, technical and physical safeguards suited to the sensitivity of the information, including encryption in transit and at rest, access controls so only authorized people can open a case, and confidentiality obligations for our team and service providers. No system is perfectly secure, so we also monitor for and respond to incidents.

If a breach of security safeguards creates a real risk of significant harm to anyone, we will notify affected customers and individuals and report it to the Office of the Privacy Commissioner of Canada and any other regulator as the law requires. We keep a record of every breach.

Cookies and analytics

Essential cookies keep the site working and remember your cookie choice. Analytics cookies, such as Google Analytics, only run if you accept them in our cookie banner. You can change your choice any time through "Cookie settings" in the footer, or by clearing cookies in your browser.

Your rights

You can ask to see the personal information we hold about you, ask how we have used and shared it, ask us to correct it, or withdraw consent. Send requests to [email protected]. We respond within 30 days, and will tell you if we need more time and why, as the law allows. We may need to confirm your identity first.

If your request is about patient information in a case, we will pass it to the practice or lab responsible for it and help them respond.

Children

Our website and platform are for dental professionals and their teams. They are not directed at children, and we do not knowingly collect personal information from children through this website. Case information about minor patients is handled on behalf of the practice or lab, like any other case.

Changes to this policy

We will update this policy when our practices change. The date at the top shows when it last changed. For significant changes, we will tell customers by email or in the product.

Questions and complaints

Contact our privacy officer at [email protected] or by mail at 1656 Martin Dr Suite #200, Surrey, BC V4A 6E7. If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada (priv.gc.ca) or the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca).