Privacy Policy

At Clover Physiotherapy, we are committed to protecting the privacy and confidentiality of our patients' personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard personal information in accordance with applicable privacy laws and regulations, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Ontario Personal Health Information Protection Act (PHIPA).

1. Collection of Personal Information:We collect personal information that is necessary for providing physiotherapy services, managing appointments, and ensuring the highest quality of care. Personal information may include:

- Full name, address, date of birth, and contact information

- Medical history, including current and past conditions, medications, and treatments

- Health insurance informationBilling and payment detailsCommunication preferences and records of interactions

2. Use of Personal Information:

We use personal information for the following purposes:

- Providing physiotherapy assessment, treatment, and related services

- Managing appointments, scheduling, and communicating with patients

- Billing, invoicing, and processing payments

- Responding to inquiries, requests, or concerns

- Maintaining accurate records and complying with legal requirements

- Improving the quality of our services and enhancing patient experience

- Communicating with patients about relevant updates, promotions, or events (with consent)

3. Disclosure of Personal Information:

We may disclose personal information to third parties in the following circumstances:

- With the patient's consent or as required by law

- To other healthcare professionals or medical providers involved in the patient's care

- To process payments or insurance claims with relevant third-party service providers

- When required by applicable regulations or governmental authorities

- In response to a court order or legal request

4. Safeguarding Personal Information:

We implement appropriate security measures to protect personal information from unauthorized access, use, or disclosure. These measures include physical, technical, and administrative safeguards, such as secure storage, password protection, and limited access to personal information. We regularly review and enhance our security practices to maintain the confidentiality and integrity of personal information.

We use the following methods to ensure personal information remains private:

- JaneApp - encrypted software for booking, billing, and personal health information

- Documo - encrypted faxing software integrated with JaneApp which is used to send health information to other medical providers, insurance companies, or others as required with patients’ consent

- Email - we do not send patient health or personal information via email, and we urge patients not to share personal information with us via email

- Computers containing patient information are password protected, and the password is only made known to administrative or healthcare staff

- Administrative staff must sign a confidentiality agreement upon starting their role

- Administrative staff do not have access to patient health information on JaneApp

- Physical copies of forms containing patient information are immediately scanned into JaneApp, and the papers are subsequently shredded

- Physical copies of patient health information that we are required to keep are stored in a locked filing cabinet in a locked office.

5. Access, Correction, and Withdrawal of Consent:

Patients have the right to access their personal information, request corrections or updates, and withdraw consent for the collection, use, or disclosure of their personal information, subject to legal and contractual restrictions. Requests for access, corrections, or withdrawal of consent should be submitted in writing to our Privacy Officer (contact details provided below).

6. Retention of Personal Information:

We retain personal information for 10 years after the time of the last record, or 2 years after the patient turns 18 in the case of minors, whichever is longer, to fulfill the purposes for which it was collected, as well as to comply with legal and regulatory requirements. When the 10 year retention period is met, we securely dispose of personal information via our clinic software, JaneApp, or via shredding physical copies.

7. Privacy Officer:Our Privacy Officer is responsible for overseeing our privacy practices, ensuring compliance with privacy laws, addressing privacy-related inquiries, and handling complaints. For any questions, concerns, or requests related to privacy, please contact our Privacy Officer at the following:

Clover Physiotherapy

Attn: Kaitlin Vance

Address: 474 College St., Toronto ON M6G 1A4

Email: kaitlin@cloverphysio.ca

Phone: 416-923-7277

8. Changes to the Privacy Policy:

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The revised Privacy Policy will be posted on our website, and the effective date will indicate the latest version.By receiving services from Clover Physiotherapy and providing personal information, patients acknowledge and agree to the terms and conditions outlined in this Privacy Policy.