PRIVACY POLICY

1. HEALTH INFORMATION CUSTODIAN (HIC) STATUS

Our clinic operates as a Health Information Custodian (HIC) under Ontario’s Personal Health Information Protection Act (PHIPA). We are committed to protecting your privacy and managing your personal health information (PHI) with the highest level of security and compliance, alongside the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

2. TYPES OF INFORMATION COLLECTED AND METHOD OF COLLECTION

Unlike automated platforms, we collect your information directly through manual administrative workflows:

• Administrative Website Data: We collect standard website usage analytics (IP addresses, cookies) to improve site performance. If you fill out an online inquiry form, we collect your name, phone number, and email.
• Personal Health Information (PHI): When you complete manual intake forms, speak with our reception desk, or consult our practitioners, we collect clinical data including your OHIP number, health history, medications, allergies, and consultation notes.

3. PURPOSE OF USE

We use your information for the following specific purposes:

• To deliver safe, comprehensive, and continuous medical care within our clinic.
• To process health insurance claims directly through the Ontario Ministry of Health (OHIP) or private health insurance providers or to invoice you directly for uninsured, private-pay services.
• To communicate administrative updates, appointment reminders, or follow-up instructions via phone or email.

4. THE CIRCLE OF CARE

Your PHI is shared internally among our multidisciplinary team of healthcare providers, nurses, and administrative staff who are directly involved in your care pathway. This internal sharing is protected under the clinical “Circle of Care.” We will never sell your data or disclose your clinical files to external parties (such as employers, family members, or legal entities) without your explicit, written consent, unless compelled or permitted by Ontario law.

5. SECURITY SAFEGUARDS FOR MANUAL DATA

Because we manage scheduling and files directly within our office, we apply rigorous administrative and technical security measures. Your files are maintained within a secure, PHIPA-compliant Electronic Medical Records (EMR) system accessible only to authorized staff via encrypted credentials. Physical paperwork is stored in locked, restricted-access medical records areas.

6. YOUR RIGHTS AND ACCESS

You have a right to access, review, and request copies of your personal health records, or request corrections to inaccurate information under PHIPA. Please note that administrative processing fees may apply for generating copies of medical records, as permitted by the College of Physicians and Surgeons of Ontario (CPSO) guidelines.

7. PRIVACY OFFICER CONTACT INFORMATION

For questions regarding your personal health information please contact our clinic:

First Choice Women’s Clinic
Phone Number: 647-368-5877
Email Address: info@firstchoicewc.com
Mailing Address: 7330 Goreway Dr. Unit 24, Mississauga ON L4T 4J2 *