Privacy Policy Clinic Website

1) Scope

This Policy covers information we collect through this website (“Site”), our clinics, forms, referral tools, email/SMS, and phone calls. It applies to both personal information and personal health information (PHI).

2) What we collect

• Identification: name, date of birth, health card number (where lawful), address, phone, email.
• Clinical & referral data: symptoms, diagnoses, medications, allergies, test orders/results, referral notes, imaging/lab data.
• Administrative: appointment details, billing/coverage status, forms (driver’s medical, pre-employment, travel vaccines), communications and consents.
• Technical (website): IP address, device/browser, pages viewed, and cookies/analytics data described below.

We collect information from you, your referring/ family physician, other providers, and diagnostic partners as part of your care.

3) How we use information

• Provide clinical care and coordinate referrals, imaging, and lab services.
• Schedule, confirm, and remind you about visits; manage wait lists and follow-ups.
• Share reports with your authorized providers and, when allowed, with you or your substitute decision-maker.
• Process payments for uninsured services and manage records requests.
• Operate, secure, audit, and improve our Site and services; meet legal and regulatory duties.

We rely on your consent as permitted by PHIPA, and on other lawful bases where applicable (e.g., provision of health care, payment, quality assurance, or legal obligations).

4) When we share information

• Care team & referrals: with physicians, specialists, hospitals, labs, and imaging providers involved in your care.
• Vendors: with service providers (e.g., secure hosting, email/SMS gateways, EHR systems) under contracts that limit use and require safeguards.
• Legal: when required by law, court order, or to protect safety, property, or our rights.
• With your consent: when you ask us to share information with others (e.g., employer forms, insurance).

We do not sell your personal information.

5) Email & SMS

If you provide an email or mobile number, you agree we may contact you for scheduling, reminders, referral status, and follow-ups. Email/SMS may carry some privacy risk. You can opt out; doing so may affect coordination of your care.

6) Cookies & analytics

Our Site may use essential cookies for security and function, and analytics to understand usage (e.g., pages visited, time on page). Your browser may allow you to block cookies; some features may not work without them.

7) Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of your information (e.g., role-based access, encryption in transit where supported, staff training, secure disposal). No method is 100% secure; we work to reduce risk.

8) Retention

We keep records as required by law and professional standards, and for as long as needed to deliver care and meet legal obligations. When no longer needed, information is securely destroyed or de-identified.

9) Access and correction

You may request access to your records or ask for corrections. For clinical records, we may need to verify identity and involve the treating provider. Some limits apply under PHIPA (e.g., risks to safety, third-party confidentiality).

10) Minors

For minors, we follow Ontario law on consent and capacity. Parents/guardians may access information where permitted, subject to the minor’s rights under PHIPA.

11) Cross-border processing

Some service providers may store or process information outside Ontario or Canada. Laws in those places may allow authorities to access information. We require appropriate safeguards and contracts.

12) Incidents & breach response

We investigate privacy incidents, take steps to reduce harm, notify affected individuals and regulators where required, and improve safeguards to help prevent recurrence.

13) Changes to this Policy

We may update this Policy. Changes take effect when posted here with a new “Last updated” date. Your continued use of the Site means you accept the changes.

14) Contact & complaints

Questions, requests, or complaints about privacy:

Privacy Officer
Rapid Access to Medical Specialists
21 Queensway W, Suite 107, Mississauga, ON L5B 1B6
privacy@rapidaccess.ca  |  905-897-9228

If we cannot resolve your concern, you may contact the Information and Privacy Commissioner of Ontario (IPC).