Privacy Policy

Effective Date: March 7, 2025

Holistic Medical Clinic – Privacy of Personal Health Information

At Holistic Medical Clinic, protecting your personal and health information is a top priority. This Privacy Policy outlines how we collect, use, store, and disclose your personal health information in compliance with applicable privacy laws, including the Personal Health Information Protection Act (PHIPA).

Our Commitment to Your Privacy

All members of our team are trained in the proper handling and protection of your personal health information. We regularly review and update our privacy standards to ensure they meet legal and ethical obligations.

As a clinic operating in Ontario, our Registered Physiotherapists—and all healthcare professionals on our team—comply with PHIPA to safeguard your personal and personal health information.

For more information on PHIPA, please visit the Information and Privacy Commissioner of Ontario website.

Collection and Use of Information

We collect your personal health information only as necessary to provide you with high-quality care and service. This includes information like your medical history, treatments, appointment scheduling, and financial records.

All clinical records are retained for at least 10 years from the date of the last client encounter.

Release of Information

Your privacy matters to us. We will only disclose your personal health information with your explicit, written, and voluntary consent, unless required or permitted by law.

If you authorize us to request or release medical reports, we will act solely based on your written consent.

All clinical records are securely stored electronically using Jane App, a PHIPA-compliant medical software platform designed to protect your personal health information.

Access to your records is strictly limited to:

• Clinic reception and administrative staff – limited access for scheduling and billing purposes

• Healthcare providers directly involved in your care – such as physiotherapists, chiropractors, massage therapists, and naturopaths

• Jane App technical support – only for troubleshooting and system maintenance, when necessary

• Legal authorities – only when disclosure is required by law

All individuals and third parties accessing your information are bound by strict privacy standards and professional confidentiality obligations.

Email and Communication Privacy

Your email address and phone number are never sold, shared, or disclosed to third parties for marketing or unrelated purposes.

We use your contact information only for:

• Appointment confirmations and reminders

• Schedule changes or earlier appointment offers

• Administrative updates related to your care

Electronic Record Security

All clinical files are securely stored using Jane App, a Canadian electronic medical record (EMR) system designed with privacy and data protection in mind. Jane App uses the following safeguards to ensure the confidentiality of your health information:

• 128-bit encryption for data transmission

• 256-bit encryption for data storage

• SOC 2-audited servers located in Montreal, Quebec

For more details about Jane App’s security protocols, please visit JaneApp.com.

On-Site and Paper File Security

• All clinic computers are password-protected and monitored

• Clinicians use strong, unique passwords to access medical records

• The clinic is protected by an alarm system

• Any paper files containing personal health information are securely shredded

Data Retention

We retain all clinical records for at least 10 years from the date of your last visit, in accordance with Ontario regulations.

Transfer of Information

In the event of a full or partial sale or acquisition of Holistic Medical Clinic, collected data may be transferred to the new owner under strict privacy terms.

Privacy Inquiries and Complaints

Health Information Custodian: Peyman Cham

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

Email: info@holisticmedclinic.ca
Phone: (647) 350-6655

If your concern is not resolved to your satisfaction, you may contact the Information and Privacy Commissioner of Ontario:
Phone: 416-326-3333
Visit: www.ipc.on.ca