Privacy Policy

Effective Date: July 25, 2025

At Shoreside Wellness, we are committed to protecting your personal health information (PHI) in accordance with Ontario’s Personal Health Information Protection Act (PHIPA) and the standards of our governing health colleges.

This policy explains how we collect, use, disclose, and safeguard your personal and health information.

1. What We Collect

We collect personal and health information needed to provide safe and effective care. This may include:

Name, contact details, date of birth
Health history and presenting concerns
Treatment records and clinical notes
Appointment history
Payment information (for e-transfer tracking, if applicable)

2. How We Use Your Information

Your information is used to:

Assess and deliver appropriate care
Maintain accurate health records
Communicate with you about your care (e.g., appointment reminders, updates)
Fulfill our legal and regulatory obligations
Generate receipts for services provided by regulated practitioners

3. Consent

We collect, use, and disclose your personal health information with your knowledge and consent, except where otherwise permitted or required by law. You may withdraw your consent at any time, subject to legal and contractual restrictions.

4. Disclosure of Information

We will not share your information without your consent, except in cases where:

Required by law (e.g., court order, public health reporting)
It is necessary to prevent serious harm to yourself or others
Disclosure is required for regulatory audits or professional conduct reviews by CMTO, CTCMPAO, or CCO

We do not sell, trade, or rent your personal information.

5. Data Storage & Protection

Your records are stored securely, either in locked cabinets or protected electronic systems. We take reasonable steps to protect your information from loss, theft, unauthorized access, copying, or disclosure.

Access to your records is limited to authorized staff and practitioners involved in your care.

6. Retention of Records

We maintain client records using a combination of secure paper files and Jane App, a PHIPA-compliant electronic health record system. All records—whether physical or digital—are protected with appropriate security measures to ensure confidentiality and prevent unauthorized access.

In accordance with Ontario law and the standards of the CMTO, CTCMPAO, and CCO, we retain all client records for a minimum of 10 years from the date of the last visit, or 10 years after a client turns 18, whichever is later.

When records are no longer required:

Paper files are securely shredded.
Electronic records are permanently deleted through Jane App’s secure data removal protocols.

We remain fully responsible for the privacy and security of your records, regardless of the format in which they are stored.

7. Access to Your Records

You have the right to access your health records and request corrections. Requests can be made in writing. We may charge a minimal administrative fee for processing.

8. Website & Digital Communications

If you contact us through our website or social media, please avoid sharing sensitive personal health information. While we take steps to secure communications, digital platforms may carry inherent risks.

Email appointment reminders or intake forms are sent through secure platforms (e.g., Jane App, if applicable).

9. Questions or Concerns

If you have concerns about the handling of your personal health information, please speak with our Privacy Officer:

Privacy Officer

Shoreside Wellness

287 Lakeshore Road East

Mississauga, Ontario

L5G 1H3

(905) 990-0917

shoresidewellness@gmail.com

If your concern is not resolved to your satisfaction, you may contact the Office of the Information and Privacy Commissioner of Ontario: