Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) sets the rules for how health care providers handle your information. Our massage therapists, chiropractor and acupuncturist all follow it, along with the record-keeping rules of their regulatory Colleges.
What we collect
- Your name, contact details and date of birth
- Your health history, intake forms and the reason for your visit
- Assessment and treatment notes
- Appointment records
- Billing, payment and insurance details
How we use it
- To assess you and provide your care
- To book your appointments and send reminders
- To bill you, or your insurer when you ask us to
- To meet our legal and professional obligations, such as keeping records as our practitioners’ Colleges require
Only the practitioners treating you, and the staff who book and bill your appointments, see your information, and only what they need for their role.
When we share it
We share your information only with your consent, or when the law requires it, for example under a court order, a search warrant, or a legal duty such as reporting a child who may need protection.
We won’t even confirm that you are a patient here to anyone, including your spouse, family, employer or other patients, without your consent.
Insurance billing. We bill only for the treatment you received, on the date you received it, from the practitioner who provided it. Where applicable, such as for custom orthotics, we can bill your insurer directly if your plan allows it, with your authorization. We can’t issue receipts or claims for anything else.
How we protect it
- Electronic records are kept in a secure system, with an individual login for each person who uses it.
- Paper records are kept locked, and shredded when they are no longer needed.
- Everyone who works here is trained in privacy and has agreed in writing to keep patient information confidential.
- We keep records for as long as our practitioners’ Colleges require, generally 10 years after your last visit, or 10 years after your 18th birthday if you were treated as a child. They are then securely destroyed.
If you’d rather we didn’t contact you by email or text, just let us know.
Your rights
- See your records and get a copy of them.
- Ask us to correct information you believe is wrong.
- Withdraw your consent to us sharing your information, although this can’t undo sharing that has already happened.
- Be told if your information is lost, stolen, or seen or shared without authorization.
To see, copy or correct your records, ask in writing to our Patient Privacy Contact below. We’ll respond within 30 days. There may be a reasonable fee for copies, and we’ll tell you what it is before we prepare them.
Questions or concerns
Please contact our Patient Privacy Contact:
Sunshine Wellness, 3056 Preserve Drive, Oakville, ON L6M 0T9
905-257-7705 · info@sunshinewellness.ca
If you’re not satisfied with our answer, you have the right to complain to the Information and Privacy Commissioner of Ontario:
2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8
416-326-3333 · 1-800-387-0073 · www.ipc.on.ca
This statement covers your health information. For how our website handles information, such as contact forms, see our website Privacy Policy.