The FDHRC™ values and respects the principle of privacy of personal information including the security of your personal information. The personal information provided by applicants/candidates is kept confidential and is used solely for the purposes described in this Policy..
Personal information collected for substantial equivalency assessment, National Dental Hygiene Certification Examination™ (NDHCE®) and Canadian Performance Exam in Dental Hygiene™ (CPEDH®) applications may include:
- Contact information including name, address, phone number, email address,
- Date of birth,
- Gender,
- Copy of government-issued identification documents (such as driver's license, passport),
- Dental hygiene education information, such as list of educational institutions attended, examination results and certificate information, notarized copy of dental hygiene diploma/degree, official transcript of grades,
- Examination administration information (such as test centre location, date of examination, time taken to complete examination),
- Information to ensure compliance with examination procedures, rules, and requirements (such as recordings from webcams and screens on devices used to complete examinations, keystroke information), and
- Candidate photographs.
For the administration of exam accommodations upon request, personal information collected in addition to the NDHCE® and CPEDH® applications may include:
- Description of how disability may impact completion of examination,
- Accommodation requested for examination,
- Documentation of disability related needs,
- Candidate form (including contact information, grounds for accommodation, and details about accommodation required),
- Health professionals form (including information about care provided to you, diagnoses by health professionals, and accommodation requirements), and
- Supporting documentation.
The personal information collected for the administration of equivalency evaluations may include:
- Contact information including name, address, phone number, email address,
- Dental hygiene education information, such as list of educational institutions attended, notarized copy of dental hygiene diploma/degree, official transcript of grades, official statement of course descriptions,
- Copy of government-issued identification documents (such as driver’s license, passport),
- Photograph,
- Proof of registration/licensure with a dental hygiene regulatory authority or letter of eligibility for dental hygiene registration/licensure in the jurisdiction where the dental hygiene education was completed, and
- Educational credential evaluation report and notarized certified literal translations.
Personal information not included in this section of the privacy policy may be collected with your consent to administer requests for other services provided by the FDHRC™.
The FDHRC™ may collect, use and disclose personal information for purposes including:
- Determining eligibility to write the NDHCE® and CPEDH®,
- Administering the NDHCE® and CPEDH®,
- Providing examination accommodations,
- Certificate preparation,
- Facilitating registration/licensure of successful candidates,
- Facilitating appeals of examination results as contemplated by applicable FDHRC™ processes,
- Other relevant services provided by the FDHRC™ such as preparatory examinations,
- To comply with your request to disclose information to third parties, only with your authorization and consent, and in compliance with all applicable FDHRC™ policies and procedures,
- To ensure regulatory compliance,
- To detect help prevent fraud or other illegal activities,
- Any purpose which is permitted or required by applicable law, and
- To carry out any other purpose which is disclosed to you and to which you consent.
The FDHRC™ retains the right to use de-identified, aggregated information as permitted by applicable law. This may include de-identified and aggregated test result data, which is used for statistical analysis and reporting regarding non-specific exam results.
The FDHRC™ may disclose personal information to third party service providers including:
- Testing agency partners/vendors for the administration, scoring and rescoring of examinations,
- Testing administrators/centres for the administration of the examinations at testing sites across Canada,
- Dental hygiene regulatory authorities, for registration/licensure of successful candidates, disclosing instances of misconduct or non-compliance with standards of conduct, and
- Incident reviews related to examination administration, and appeals.
The personal information submitted by or on behalf of applicants/candidates is kept confidential and used by the FDHRC™ and its service providers for purposes described in this privacy policy. Personal information will only be provided to third party service providers if they contractually agree to protect such information in accordance with this privacy policy.
For anyone who chooses not to disclose this personal information to the FDHRC™ or allow the FDHRC™ to disclose this personal information with its service providers, the FDHRC™ may not be able to process assessment forms, application forms, or other relevant requests.
In the event you suspect the personal information we have on file about you is not accurate, please advise us in writing (email or mail) and we will conduct a review of your file, following which we may correct the information.
The FDHRC™ implements appropriate physical, procedural and technical practices to safeguard your personal information.
Personal information may be stored outside of the jurisdiction in which you reside, if a third-party service provider or other entity to whom we disclose personal information in accordance with this privacy policy is located outside of that jurisdiction. In such cases, personal information may be subject to the local laws of the jurisdictions within which it is collected, used, or disclosed, and may be accessed by local government and law enforcement authorities in those jurisdictions.
Personal information is retained only as long as required to fulfil the purpose for which it was collected, unless otherwise required by applicable law or to address issues that may arise at a future date.
Some personal information may be retained indefinitely should we be required to verify your examination eligibility status, examination application status, NDHCE® or CPEDH® certification status, incident reviews and appeals, etc.
Personal information is securely disposed in accordance with applicable law at the end of applicable retention periods.
You have the right to access the personal information we have on file about you. To access your personal information, you may submit a request in writing by emailing with proof of your identity. Please note that the FDHRC™ may charge a fee on a cost recovery basis, for this request.
Our Privacy Information Officer is the CEO. Should you have any questions in regard to our privacy policy, the CEO can be reached by email at: privacy-vie.privee@fdhrc.ca.
You also have a right to lodge a complaint with a competent data protection authority, in particular in the region where you normally reside, where we are based or where an alleged infringement of data protection law has taken place.
Additional rights
As required or permitted by applicable law, you may be entitled to additional rights, including: (i) the right to control the dissemination of your Information; (ii) the right to receive computerized information collected from you in a structured, commonly used and technological format and to have this information transferred directly to another organization; (iii) the right to be informed of and submit observations regarding automated decision-making; and (iv) the right to request information about data processing.
