Privacy Policy

Last Updated: January 2025

1. Information We Collect

Personal Information

When you book an appointment or use our services, we may collect:

• Name and contact information (phone number, email address, mailing address)
• Date of birth and age
• Health card number (if applicable for insurance purposes)
• Emergency contact information

Health Information

To provide you with appropriate treatment, we collect:

• Medical history and current health conditions
• Current medications and supplements
• Previous treatments and therapies
• Symptoms and health concerns
• Treatment notes and progress records
• Diagnostic information and test results

Payment Information

• Billing address
• Insurance information (if applicable)
• Payment method details (processed securely through our payment processor)

2. How We Use Your Information

We use your personal and health information to:

• Provide Treatment: Deliver safe, effective Traditional Chinese Medicine care tailored to your needs
• Appointment Management: Schedule, confirm, and manage your appointments
• Communication: Contact you regarding appointments, treatment plans, and clinic updates
• Billing & Insurance: Process payments and submit claims to insurance providers
• Quality Improvement: Improve our services and patient care
• Legal Compliance: Meet regulatory requirements and maintain proper health records

3. How We Protect Your Information

We implement appropriate security measures to protect your personal health information:

• Physical Security: Secure storage of paper records in locked cabinets
• Electronic Security: Password-protected systems and encrypted data storage
• Access Control: Limited access to authorized personnel only
• Confidentiality: All staff are trained in privacy and confidentiality practices
• Secure Disposal: Proper destruction of records when no longer needed

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:

With Your Consent

We will share information with other healthcare providers, family members, or other parties only with your written consent.

For Treatment Purposes

• Referrals to other healthcare practitioners
• Coordination of care with your family doctor or specialists
• Laboratory services for diagnostic tests

Insurance Claims

We may disclose necessary information to your insurance provider to process claims for reimbursement.

Legal Requirements

We may disclose information when required by law, such as:

• Court orders or subpoenas
• Reporting of communicable diseases to public health authorities
• Situations involving risk of serious harm to you or others

5. Retention of Information

We retain your health records in accordance with Ontario regulations:

• Adult patient records: Minimum 10 years from the date of last treatment
• Minor patient records: Minimum 10 years after reaching age of majority (18 years old)
• Financial records: 7 years as required by tax regulations

6. Your Privacy Rights

Under Ontario's Personal Health Information Protection Act (PHIPA), you have the right to:

• Access: Request access to your personal health information
• Correction: Request corrections to inaccurate or incomplete information
• Withdrawal of Consent: Withdraw consent for certain uses or disclosures (with some exceptions)
• Complaint: File a complaint with the Information and Privacy Commissioner of Ontario
• Request Restrictions: Request restrictions on certain uses and disclosures

7. Website and Online Privacy

Contact Forms

Information submitted through our website contact forms is transmitted securely and used only to respond to your inquiry or appointment request.

Cookies

Our website may use cookies to improve user experience. You can disable cookies in your browser settings.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

8. Children's Privacy

For patients under 18 years of age, we obtain consent from a parent or legal guardian before collecting or using personal health information, except in circumstances permitted by law.

9. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with the revision date.

10. Compliance

Our privacy practices comply with:

• Personal Health Information Protection Act (PHIPA) of Ontario
• Personal Information Protection and Electronic Documents Act (PIPEDA)
• Traditional Chinese Medicine Act, 2006 and regulations
• College of Traditional Chinese Medicine Practitioners and Acupuncturists of Ontario (CTCMPAO) standards