Privacy Policy

Effective Date: November 29, 2025 Organization: Cloverdale Medical Centre

1. Our Commitment to Privacy

At Cloverdale Medical Centre, we are committed to protecting the privacy, confidentiality, and security of our patients' personal health information. This Privacy Policy outlines how we collect, use, disclose, and protect your information in compliance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and other applicable laws.

2. Collection of Personal Health Information (PHI)

We collect personal health information (PHI) about you directly from you or from the person acting on your behalf. We may also collect PHI from other sources (e.g., other healthcare providers, labs, imaging centers) if you have provided consent or if the law permits.

Information we collect may include:

• Identification: Name, date of birth, address, health card number (OHIP), and emergency contact details.

• Medical History: Past and current medical conditions, allergies, medications, and family health history.

• Visit Details: Notes from visits, diagnoses, treatment plans, and referrals.

• Test Results: Reports from laboratories, X-rays, and other diagnostic tests.

3. Use and Disclosure of Information

We use and disclose your PHI only for the purposes for which it was collected, or as authorized by law. Primary uses include:

• Providing Health Care: To diagnose, treat, and maintain your health (e.g., sharing info with specialists, pharmacies, or labs involved in your care).

• Administration: For appointment scheduling, billing (e.g., OHIP/WSIB), and processing insurance claims.

• Quality Improvement: To evaluate and improve our clinic’s services and standards of care.

• Legal Obligations: To comply with legal requirements, such as reporting public health risks (e.g., infectious diseases) or complying with a court order.

Implied Consent: We rely on "implied consent" for providing health care. This means that when you seek treatment from us, we assume you give us permission to collect, use, and share your information with your "circle of care" (other providers involved in your treatment).

4. Safeguarding Your Information

We take the security of your information seriously. We employ physical, administrative, and technical safeguards to protect your PHI from theft, loss, and unauthorized access.

• Physical: Restricted access to office areas and locked filing cabinets.

• Technical: Secure Electronic Medical Records (EMR) systems, firewalls, encryption, and password-protected devices.

• Administrative: Staff confidentiality agreements and regular privacy training.

5. Your Rights

Under PHIPA, you have the following rights regarding your personal health information:

• Right to Access: You may request to inspect or receive a copy of your medical record. A reasonable administrative fee may apply.

• Right to Correction: If you believe your record is inaccurate or incomplete, you may request a correction.

• Right to Withdraw Consent: You may withdraw or limit your consent for the use or disclosure of your information at any time, subject to legal exceptions. (Note: This may impact our ability to provide you with care).

6. Website and Electronic Communication

• Email Security: Please be aware that standard email is not a secure method of communication. We advise against sending sensitive medical information via email.

• Cookies: Our website may use cookies to improve user experience. You can adjust your browser settings to refuse cookies.

7. Contact Us

If you have questions about this policy, wish to access your records, or have a privacy concern, please contact our designated Privacy Officer.

Cloverdale Medical CentreAddress: 250 The East Mall, Suite 174B, Etobicoke, ON M9B 3Y8 Phone: (416) 239-6122 Attention: Privacy Officer / Clinic Manager

If you believe your privacy rights have been violated, you also have the right to file a complaint with the Information and Privacy Commissioner of Ontario (IPC).