Thank you for visiting the Activa Clinics website. We are committed to protecting the privacy of all personal information that is provided to us. Below, you’ll find a description of our policies regarding privacy. Activa Clinics reserves the right to modify this policy at any time and for any reason. We recommend that you periodically check this policy for changes. Your continued use of this website will mean you agree to these changes.
Privacy of personal information is important to Activa Clinics. We will collect, use and disclose personal information responsibly, and only to the extent necessary for the services provided by our company. We make every attempt to be transparent and careful as to how personal information of our patients (hereby referred to as clients) is handled.
WHAT IS PERSONAL INFORMATION?
Personal information is information that allows someone to identify an individual. This includes information that relates to their personal characteristics (age, income, address or phone number) , their health, or their activities and views (opinions expressed, or evaluation of an individual). This is not the same as business information, which is not protected by privacy legislation.
WHO WE ARE
ACTIVA CLINICS is made up of Physiotherapists, Chiropractors, Kinesiologists, Psychologists, Occupational Therapists, Massage Therapists and support staff. We use a number of consultants and agencies that may, in the course of their duties, have limited access to personal information we have. These include bookkeepers and accountants, temporary workers for coverage of holidays/sick leave, credit card companies, insurance companies, cleaners and lawyers. Their access to any personal information we have obtained is restricted as much as is reasonably possible. All employees, consultants and agencies have signed confidentiality agreements to ensure appropriate privacy principles are followed.
WHY WE COLLECT PERSONAL INFORMATION
Like all rehabilitation professionals, we collect, use and disclose personal information in order to serve our clients. The main purpose for collecting this information is to provide rehabilitation treatment. We collect information about health history, physical condition, function and social situations to help us assess what their health needs are, to advise them of their options and to provide various health care treatment plans and options. In addition information is obtained to determine a baseline of health and social information so that changes occurring over the course of treatment can be identified. It is rare for us to collect such information without the express consent of the client however in the case of an emergency, or any situation where it is impractical to get consent this written consent may be surpassed.
About Members of the General Public
On our website, we only collect, with the exception of cookies, the personal information provided to us by the users and only utilize the information for the purpose provided (ie. responding to email). Cookies are only used to help for the purpose of helping the user navigate our site, and are not used to monitor users.
RELATED REASONS FOR COLLECTING PERSONAL INFORMATION
The most common examples of using personal information for non-treatment purposes are as follows:
To invoice clients for services that have a pending outstanding, to process credit cards, or to collect unpaid accounts.
Review of client and other related files for the purpose of providing high quality services, including the assessment of staff performance. External consultants may on our behalf also perform audits and ongoing quality reviews of our clinics, including the review of client files and human resources related issues.
Chiropractors, Physiotherapists and other professional staff are regulated by their respective licensing and regulatory Colleges. These Colleges may inspect our records and interview our staff as part of their regulatory and compliance activities.
As a company, we will report serious misconduct, illegal activity, incompetence or incapacity of any practitioners, whether they belong to our company or external organizations. Various government agencies also have the authority to review our files and interview our staff as a part of their respective mandates. In these cases, Activa may consult with its own lawyers/accountants/consultants before any information is released.
Goods and services paid, either in whole or in part, by third parties (e.g., WSIB, private or auto insurance) have the clients consent and/or legal authority to direct Activa to collect and disclose to them certain information to demonstrate client entitlement for the funding.
In the unlikely event that The Company or its assets are to be sold a “due diligence” process may be required for verification purposes entailing a review of accounting/service files. None of the information would be recorded and used strictly and solely for the purpose of due diligence of the Company and/or its assets.
PROTECTION OF PERSONAL INFORMATION
Because we understand the importance of protecting personal information, we have undertaken to:
Supervise or secure paper information in a locked/restricted area that is safe and secure for a minimum of seven years from the date of discharge as per requirements of many of the licensing/regulatory Colleges of practitioners.
Secure electronic hardware in a locked or restricted area and ensure all computers are password protected.
Transmit paper information through sealed addressed envelopes or boxes labeled “Private and Confidential” by reputable couriers.
Transmit electronic information either through a direct line or ensure it is anonymized or encrypted.
Train our staff to collect, use and disclose personal information only as necessary to fulfill their duties.
External consultants and agencies with access to personal information must enter into privacy agreements with us.
RETENTION AND DESTRUCTION OF PERSONAL INFORMATION
We keep our clients’ paper files for at least seven years, after which time they are systematically destroyed by shredding. Electronic information is deleted. Any hardware that is discarded with clients information is physically destroyed.
YOU CAN LOOK AT YOUR INFORMATION
With some exceptions, the client has the right to view their files and personal information. A written request is needed so that Activa may work with the client to identify which records are needed. Activa is committed to helping its clients review a file by booking an appointment time with the appropriate healthcare professional (PT or DC) .
A fee will be charged for identification of the records and for time undertaken for the review by the professional. If the information is greater than one year old an additional fee will be charged to retrieve the information from storage.
If Activa is unable to provide access to the requested information the client will be advised within 30 days with a reason.
If the client believes that there is a mistake in the information obtained, the client has the right to ask for a correction. This correction however applies to facts only, and not to any professional opinions. The client will be required to provide proof of documentation for the error. If there is consent by Activa that the information is incorrect the appropriate and necessary third parties will be informed. If Activa does not agree that there has been an error, a brief statement from the client will be included in the file and any appropriate and necessary third parties will be informed.
Information Collecting, Usage, and Disclosure
We collect personal information when it’s required for certain services, and we take measures to ensure confidentiality. Activa Clinics is committed to putting reasonable measures in place to protect all personal information that’s given to us, including protection from loss, misuse, and unauthorized access. We will identify the reason for personal information collection either before or at the time the information is collected, whenever possible. In some cases of information collection, you may be given an opportunity to ask that we limit the collection, use, or disclosure of your information.
In addition to using personal information for the reason it was provided, we may use it for other activities that are reasonably ancillary to that reason. For instance, if you ask us a question via e-mail, we will use your e-mail address to reply. In addition, we may save your e-mail and e-mail address for our future reference.
We may request personal information including your name, address, phone number, e-mail address, age, income, and gender for purposes such as contests, Live Chat, newsletter, and for participation in other interactive online activities as well as to enable us to market products and services to you. Despite the fact that your information may have been provided or collected for other purposes, we may use it to help Activa Clinics better understand your needs and preferences and provide to you with information about future events and other items that you may be interested in, including the events of similar organizations, or to recommend particular goods and services.
We may share your information with other businesses unless you have opted out. That includes our affiliates, advertisers, and other business partners. But we only share this information with these parties if their privacy policies are consistent with ours and when we have your consent to do so (whether it’s express consent or implied consent).
Unless you opt-out, we may use your information to send you offers from our business partners or provide your information to them so they can directly send you offers.
You can opt-out of letting our ad servers collect and use your information in this way by contacting us at 905-593-7770 or emailing email@example.com.
We will assume you consent to information collection when you voluntarily provide us with personal information, and have not opted out of collection. When we are required by law, or in other limited circumstances, we may collect, disclose, or use your information without your consent.
We respect your right to control how your information gets used. For instance, if you don’t want us to collect your information, give it to our partners, or if you don’t want to receive any marketing communications from us, in some situations you can opt-out at the time the information is collected, or you can revoke your consent at a later time by contacting us at 905-593-7770 or emailing firstname.lastname@example.org. But opting out of this information collection or use may mean we will not be able to provide certain services or products.
Activa Clinics will not disclose or use your information for anything other than the purposes for which it was collected, unless you give your consent or we are required or permitted to by law.
Without limiting the scope of the foregoing policies, and except in cases otherwise covered in this policy, we will not sell, rent, lease, loan, trade, or transfer your personal information to any third party.
We will only allow authorized employees and other agents of Activa Clinics to have access to your personal information, and only when they require that access to perform their duties.
Activa Clinics will take security precautions to protect your personal information. However, we cannot guarantee these precautions will not be breached due to the inherent risks of the Internet. These measures may include technological, physical and organizational methods of security.
By request, you can confirm if we have collected any personal information from you and gain access to it. You may request the correction of any incorrect or outdated information about you. However, in some rare circumstances, as prescribed by law, we may not be able to give you this access.
The Activa Clinics website includes links to websites that are operated by third parties. Activa Clinics is not responsible for the privacy measures or content of those sites. We suggest that you read the privacy policies of each of those sites to ensure they are acceptable to you.
This policy is governed by the laws of Ontario and the laws of Canada as they apply, without reference to their conflicts of laws. If any part of this policy is held to be unenforceable or invalid, it will be removed from the policy and the rest of the policy will remain in full effect. The headings for the different sections of this policy are only for reference and not meant to be used in interpreting the policy.
DO YOU HAVE A QUESTION?
Our Information Officer for Activa Clinics,
Mr. Hari Nirula, can be reached at:
Activa Clinics Head Office
200-6610 Turner Valley Rd.
Mississauga ON L5N 2P1
Questions or concerns about the competency of our staff may also be directed to the Information Officer. If Activa cannot satisfy the concerns of its clients the client is entitled to complain to the appropriate regulatory body, as defined by the Regulated Health Professions Act (e.g.: The College of Chiropractors of Ontario, The College of Physiotherapists of Ontario, The College of Occupational Therapists of Ontario, etc.)
This policy is made under the Personal Information Protection and Electronic Documents Act. This is a complex Act and provides some additional exceptions to the privacy principles outlined above. There are some rare exceptions to the commitments set out above.