Privacy Policy

Effective Date: February 1, 2026

This Privacy Policy explains how ToothTalent collects, uses, stores, shares, and protects personal information when you use our website, job board, forms, chat, meeting booking tools, email communications, and related services.

By using ToothTalent, submitting information, creating an account, applying for a job, posting a job, booking a meeting, using chat, or communicating with us, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect personal information that you provide directly to us, including your name, email address, phone number, location, city, province, job title, role, employer, clinic or organization name, resume, cover letter, application materials, employment-related information, job posting information, hiring needs, employer inquiry details, meeting booking information, chat messages, support inquiries, form submissions, newsletter signups, job alert preferences, and any other information you choose to provide.

We may also collect technical and usage information automatically, including IP address, browser type, device information, operating system, pages visited, referring pages, cookies, similar tracking technologies, website interactions, and engagement data.

2. How We Use Your Information

ToothTalent may use personal information to operate, maintain, and improve the ToothTalent website and job board; create and manage user, employer, and candidate interactions; allow job seekers to apply for jobs; allow employers to post jobs and receive applications; connect job seekers with employers; respond to inquiries; schedule and manage meetings; provide customer support; send service-related communications; send job alerts where requested; support employer hiring inquiries; and improve our services.

We may also use information to analyze website usage, improve user experience, protect the security and integrity of our services, prevent fraud or misuse, maintain business records, and comply with legal, regulatory, and operational requirements.

3. Job Applications and Employer Access

When you apply for a job through ToothTalent, the information you submit may be shared with the employer, clinic, dental group, recruiter, or organization connected to that job posting.

This may include your name, email address, resume, cover letter, application responses, and any other information submitted as part of your application.

Employers are responsible for how they review, manage, store, and respond to applications they receive.

4. Employer and Clinic Information

If you submit information on behalf of a clinic, employer, dental group, or organization, we may use that information to respond to your inquiry, discuss job posting options, provide employer visibility or hiring-related services, manage employer accounts or listings, and communicate about ToothTalent services relevant to your organization.

5. Chat, Forms, and Meeting Bookings

ToothTalent may use HubSpot and other service providers to manage website chat, forms, meeting bookings, email communications, customer relationship management, and related workflows.

When you submit information through a form, chat, or meeting booking tool, we may store and process that information to respond to your request, provide support, manage communications, and improve our services.

6. Marketing and Email Communications

ToothTalent may send service-related communications, such as account updates, meeting confirmations, job application updates, job alerts, responses to inquiries, and notices about our services.

We may also send marketing or promotional communications where permitted by law or where you have provided consent. Marketing emails may include information about ToothTalent services, job alerts, employer offerings, platform updates, newsletters, or related content.

You can unsubscribe from marketing emails at any time by using the unsubscribe link included in the email or by contacting us.

7. Cookies and Tracking Technologies

ToothTalent may use cookies and similar technologies to keep the website functioning properly, remember preferences, understand how visitors use the website, improve site performance, support analytics, chat, forms, and marketing tools, and measure engagement with website pages and emails.

You can adjust cookie settings through your browser. Some website features may not work properly if cookies are disabled.

8. How We Share Information

We may share personal information with employers or clinics when you apply for a job; service providers that help us operate our website, job board, CRM, email, analytics, hosting, forms, chat, and meeting tools; technology providers such as JBoard, HubSpot, Google Workspace, analytics providers, and related business systems; legal, regulatory, or government authorities where required by law; professional advisors; and a successor organization if ToothTalent is involved in a merger, acquisition, restructuring, or business transfer.

We do not sell personal information.

9. Service Providers and Storage

Some of our service providers may store or process information outside of Canada. When information is processed outside of Canada, it may be subject to the laws of that jurisdiction.

We take reasonable steps to work with service providers that use appropriate safeguards to protect personal information.

10. Data Security

We use reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, loss, misuse, disclosure, alteration, or destruction.

However, no website, platform, email system, or electronic storage method is completely secure. We cannot guarantee absolute security.

11. Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including providing services, managing accounts, responding to inquiries, maintaining business records, resolving disputes, preventing fraud or misuse, and meeting legal or operational requirements.

12. Access, Correction, and Deletion Requests

You may request access to the personal information we hold about you. You may also ask us to correct, update, or delete your personal information, subject to legal, contractual, security, and operational limits.

If we cannot complete a deletion request, we will explain why where appropriate. For example, we may need to retain certain information to comply with legal obligations, maintain business records, prevent fraud or abuse, resolve disputes, or complete services you requested.

You may also unsubscribe from marketing communications at any time by using the unsubscribe link in our emails or by contacting us.

To submit a privacy request, please use our Privacy Request Form.

You can also contact us at support@toothtalent.ca.

13. Children’s Privacy

ToothTalent is intended for adults and working professionals. Our services are not intended for individuals under the age of 18.

We do not knowingly collect personal information from individuals under 18. If we become aware that we have collected personal information from an individual under 18, we will take appropriate steps to delete it.

14. Third-Party Websites

ToothTalent may link to third-party websites, job postings, employer websites, tools, or services. We are not responsible for the privacy practices, content, or policies of third-party websites.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements, or business practices. The effective date at the top of this page indicates when the policy was last updated.

16. Contact Us

This Privacy Policy may be updated as ToothTalent’s services, systems, and legal requirements evolve.