PRIVACY POLICY

Commitment to Privacy

CommuniCare Therapy is committed to protecting the privacy and confidentiality of personal health information. We comply with the Personal Health Information Protection Act, 2004 (PHIPA) and adhere to strict policies and procedures to safeguard your personal health information.

What is Personal Health Information (PHI)?

Personal health information (PHI) includes any information about an individual’s health or healthcare history, whether spoken, written, or electronic. This may include:

• Name, date of birth, address, and contact details
• Medical history, diagnoses, treatments, and test results
• Health insurance and billing information
• Information about healthcare providers and services received

Collection, Use, and Disclosure of Personal Health Information

We collect, use, and disclose PHI only for the purpose of providing and managing your care. PHI may be collected from or shared with healthcare professionals within your circle of care (e.g., doctors, nurses, therapists) to ensure coordinated care. In some cases, we may also share PHI with:

• Regulatory bodies (e.g., professional colleges) to comply with legal and professional obligations
• Auditors or government agencies for compliance reviews and funding verification
• Legal representatives if required by law, such as responding to court orders or investigations

Express consent from you is required before sharing PHI outside of the circle of care unless otherwise permitted or required by law.

Security and Safeguards

To protect your personal health information, we have implemented comprehensive security measures, including:

• Secure storage of records in locked or encrypted formats
• Access restrictions based on need-to-know principles
• Encryption of electronic data and mobile devices
• Privacy and Confidentiality commitment agreements for all staff and independent practitioners

Retention and Disposal of Personal Health Information

CommuniCare Therapy follows legal and regulatory requirements for the retention and secure disposal of PHI:

• PHI is retained for a minimum period as required by Ontario law and regulatory bodies.
• When records are no longer required, they are securely disposed of through shredding or certified electronic data deletion.
• Any physical copies of records are stored in locked and restricted-access locations until disposal.

Your Rights

Under PHIPA, you have the right to:

• Access your health records – You may request copies of your personal health information.
• Request corrections – If you believe your records are inaccurate or incomplete, you can request corrections.
• Withdraw consent – You can limit or withdraw your consent for the collection, use, or disclosure of your information, except in cases where disclosure is legally required.

Virtual Care and Electronic Communication

We may offer virtual care services through approved, secure platforms. If you choose to communicate via email or other electronic means, we will obtain your informed consent regarding potential privacy risks.

Privacy Inquiries and Concerns

If you have any questions, concerns or complaints about your personal health information or our privacy practices, please contact:

Privacy Officer
Jan Barton

CommuniCare Therapy
2723 Lancaster Rd. Suite 202
613-738-2871 ext. 218
jbarton@communicare.ca

If you believe your privacy rights have been violated, you may also contact the Office of the Information and Privacy Commissioner of Ontario at www.ipc.on.ca, 2 Bloor Street East, Suite 1400 Toronto, ON M4W 1A8 or 1-800-387-0073.

This policy is reviewed annually to ensure ongoing compliance with privacy legislation and best practices.