Privacy Policy

Last Modified: July 11, 2025

1. Introduction

Warden Optometry is committed to respecting the privacy and protecting the personal information of all our patients. We are an optometry clinic operating in Markham, Ontario. This Privacy Policy describes how Warden Optometry collects, uses and shares your personal information and how you can opt out 

2. When Does this Privacy Policy Apply?

This Privacy Policy applies exclusively to Warden Optometry and the information you have provided to us.

3. What Are Your Responsibilities When Providing Personal Information?

When you engage with Warden Optometry on behalf of another person or organization—such as by sharing someone else’s personal information—you confirm that your actions comply with relevant data protection laws. You are solely responsible for any breach of privacy regulations resulting from not informing the individual about how their information will be used or failing to obtain any required permissions from them.

You are also responsible for making sure that any personal information you provide to us through this website or our services is accurate and current.

Please do not send us any sensitive information—such as social insurance numbers, driver’s license numbers, unrelated passwords, or details regarding your racial or ethnic background, political views, religious beliefs, health, biometric or genetic data, criminal history, or trade union membership. If you choose to provide such information, you are consenting to its processing as outlined in this Privacy Policy.

4. What Kinds of Personal Information Do We Collect and Use?

We collect personal information from the following sources:

  • Personal information we collect from you: 
    • Appointment request form, in which you provide us a name, phone number, date of birth, email address, and any additional comments you would like to add. 
    • In person intake/registration form, in which you may or may  not provide us a name, phone number, date of birth, email address, family doctor, and current eye or physical health conditions
    • Vision Questionnaire forms, in which you provide us a name, phone number, date of birth, email address, family doctor, and prior health and/or vision related health situations or concerns
    • Verbally, either in person or over the phone, in which you may or may not provide us a name, phone number, date of birth, email address, family doctor, and health card number
  • Information collected from third parties: From time to time, Warden Optometry receives personal information from referring medical doctors. This may happen, for example, if:
    • You have vision concerns that vision therapy or an eye examination can help with
    • Receiving reports in regards to a referral they received from Warden Optometry or vice versa
  • Automatically Collected Information: We may also gather certain information automatically when you use our Services—for instance, when you visit our websites or interact with our advertisements and content. This data may include your internet protocol (IP) address, the region or general location of your device, browser type, operating system, and other technical details provided by your device.

In general, we do not collect or handle sensitive personal information. When you use credit card or bank account details to pay for products or services from Warden Optometry, we do not store your financial information—either online or in physical form.

5. For What Purposes Do We Use Your Personal Information?

We utilize the personal information we collect in various ways to deliver our Services and manage our business, including to:

  • process your personal information for appointment bookings, confirmations, and doctors’ reports
  • order and provide the products and services required – such as contact lenses, ortho k lenses, eye health examinations, and vision therapy;
  • assist you with referrals for operations or examinations that are not within the scope of our clinic – such as cataracts surgery, lasik operations, and other health emergency referrals
  • inform you of upcoming appointments, reminder for yearly examinations, and arrival of ordered lenses and glasses;
  • respond to your questions.

Warden Optometry keeps personal information for as long as the patient maintains a business relationship with WardenOptometry, and for a reasonable time afterward.

6. When Do We Disclose Your Personal Information to Third Parties?

A. Our Data Sharing Practices

We do not disclose your personal information to third parties except as outlined in this Policy or when we notify you through additional privacy notices related to specific activities, such as when:

You authorize the sharing of your personal information by signing a physical or online form.

  • Your lawyer requests reports for insurance purposes.
  • You authorize the sharing of personal information by Warden Optometry to share your experience for future patients and research

If you consent to Warden Optometry sharing your personal information.

  • The information is shared in good faith to comply with legal requirements and reasonable requests from law enforcement or government agencies for security reasons; to enforce our Terms of Service or agreements with you; to protect against potential liability; and/or to safeguard our rights, property, or safety, as well as those of our employees or others.

When sharing information with third parties, we restrict the data to only what is reasonably necessary for them to carry out their tasks, and we ensure our agreements require them to keep this information confidential.

B. Links to External Websites

When using this website and our Services, you may come across features or links to independently operated third-party websites and services. Our Privacy Policy does not cover these third-party products or services, and any information you provide to them is governed by their own privacy and security policies, if any, even if accessed through our Services. We are not responsible for the privacy practices of these third parties unless they operate under a contract with us, even if you reach their sites via a Warden Optometry page. We recommend reviewing the privacy and security policies of any third party before sharing your information with them.

7. Your Choices and Control

This Privacy Policy aims to clearly explain the types of personal information Warden Optometry collects and how we use it, so you can make informed decisions. We are dedicated to safeguarding your privacy and encourage you to reach out to us using the contact details provided below if you would like to:

  • Confirm whether Warden Optometry is processing your personal information or request access to any personal information we may hold about you. Upon request, reasonable access to your personal information will be provided free of charge.
  • Request correction of any personal information that Warden Optometry holds about you if it is inaccurate or incomplete.
  • You may request that Warden Optometry delete your personal information or cease processing it. Please be aware that in certain situations, we might not be able to fulfill this request, and if so, we will inform you of the reasons why.
  • You have the right to withdraw your consent to the processing of your personal information when consent is the basis for such processing.
  • You may file a complaint regarding how we handle your personal information.

8. Where Do We Process Your Personal Information?

Warden Optometry is headquartered and operates in Canada. All data processing and storage activities are carried out in compliance with Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA).Associated with RingCentral as our primary provider for phone and text communication services. While RingCentral may process communications metadata (e.g., phone numbers, timestamps) in data centers located in the United States, Warden Optometry stores and processes all patient and client personal information on secure servers located in Canada. Please be aware that certain communication-related information (such as text messages or call metadata) may be processed and transmitted through servers located in the United States or other countries where our third-party service providers operate. To learn more about how RingCentral handles your data, please review their Privacy Policy here.

By saying YES to use our Services and providing us with information, you consent to the data processing and storage of your information within Canada by Warden Optometry and the transfer of said data by third-party service providers like RingCentral outside of Canada. 

In certain cases, we may receive your personal information from your employer, insurance provider, or other third-party organization with which you are affiliated. When this information is shared with Warden Optometry for the purpose of delivering eye care services, administering benefits, or fulfilling contractual obligations, we process such data in accordance with applicable privacy laws and any contractual safeguards in place between Warden Optometry and the data-supplying entity. You may request a copy of any relevant contractual safeguards by contacting us using the information provided in Section 12 below.

9. How Do We Protect Your Personal Information?

Warden Optometry is committed to protecting the security of your personal information. We use appropriate administrative, technical, and physical safeguards. Our employees are trained about the importance of confidentiality and maintaining the privacy and security of your information. We strictly follow accepted industry standards to protect the information submitted to us, both during transmission and once we receive it.If you believe your Personal Data has been compromised, please contact us via email wardenoptometry@gmail.comIn the event that personal information is compromised, we will promptly notify our customers in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) law.

10. Children’s Privacy

Warden Optometry understands that protecting the privacy of minors is especially important. Our site is not directed towards minors and Warden Optometry does not knowingly collect or solicit personal information from minors. If you believe that we might have any information from or about a minor, please contact us via email wardenoptometry@gmail.com and we will delete that information.

11. Updates to This Privacy Policy

Necessary updates to this Privacy Policy will be made to reflect changes in our Services, to implement changes required by the Personal Information Protection and Electronic Documents Act (PIPEDA) law, or when deemed necessary or appropriate. When changes are made to this Privacy Policy, we’ll post a notice on this website at least a week in advance of doing so and contact you directly about the change if we have your data on file.

If you choose to use our Services after those changes are in effect, say YES to agree to the revised policy. As required under applicable law, we will seek affirmative consent from you before making material changes to the way we handle personal information previously collected from you. If you do not provide such consent, say OPT OUT, your past personal information will be kept under the version of this Privacy Policy under which it was collected.

We encourage you to periodically review the Privacy Policy to learn how Warden Optometry is protecting your information. We will also keep prior versions of this Privacy Policy in an archive for your review.

12. Contact Us

If you have questions or concerns about Warden Optometry’s Privacy Policy, privacy practices, or with any inquiry relating to your personal information, you can contact us at  wardenoptometry@gmail.com or call the main office number (905) 940 – 2015. 

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