Your information deserves careful protection.

Scope of this notice

This notice applies to information collected through this website and describes Halsey Medical Clinic's approach to privacy in patient care. It should be read with the privacy practices of the health professional or other health information custodian responsible for a particular record.

Depending on the service and provider involved, a treating clinician or another organization may be the health information custodian for your record. Contact our Privacy Officer if you need help identifying the appropriate custodian.

PHIPA responsibilities

Ontario's Personal Health Information Protection Act, 2004 (PHIPA) sets rules for the collection, use and disclosure of personal health information. It also requires appropriate safeguards and gives individuals rights of access and correction, subject to limited exceptions.

Halsey team members, clinicians and authorized service providers may handle information only for permitted purposes and within the authority given to them by the applicable health information custodian.

Information we collect

Prospective-patient registration

The prospective-patient form requires first name, last name, email address, phone number, patient address and a family-doctor preference so the clinic can follow up about availability and understand community interest. Patients must provide a Health Card number in its dedicated field so authorized clinic staff can prepare the protected registration record and support insured-service administration. The address and Health Card number are stored only in the protected prospective-patient record and are not added to email, appointment systems, public or administrative website responses, URLs, analytics or application logs. The preference does not place you on a waitlist or guarantee care with a family doctor.

Appointment booking

All public appointment booking is completed through Ocean Online Booking, an independent third-party scheduling service. The Halsey website does not collect, reserve, confirm, reschedule or cancel appointment times. Review Ocean's privacy notice before providing information there.

Please provide information only through the dedicated fields requested by Ocean. Do not enter detailed or urgent medical information, or place a Health Card or UCI number outside a field specifically provided for that purpose.

The site and its hosting services may also process limited technical information, such as an IP address, browser details, request timing and security logs, to deliver the service, prevent automated submissions and investigate failures.

During patient care

When you register or receive care through an approved clinical channel, the care team may collect identifying, contact, health, billing and appointment information that is reasonably necessary to provide and coordinate care and meet legal or professional obligations.

Optional website analytics

With your permission, Halsey uses Google Analytics to understand general use of selected public information pages. Analytics is not loaded until you choose “Allow analytics.” Advertising storage and advertising personalization are disabled.

Analytics is limited to Home, About, Services, service-detail, Contact, Join, Privacy and Terms pages. It is excluded from patient registration, the outbound Ocean booking destination and API routes. Halsey does not send names, contact details, clinical information, appointment details, booking references, form contents, URL query strings or URL fragments to Google Analytics.

Google Analytics may process limited device, browser and general interaction information under Google's privacy terms. Halsey has disabled Enhanced Measurement and set Analytics user and event-data retention to two months. You can choose “Necessary only” or change your choice at any time using “Analytics preferences” in the footer.

How information is used and shared

Information may be used to respond to you, arrange registration or appointments, provide and coordinate care, maintain records, administer insured or uninsured services, support clinic operations, protect systems and meet legal, regulatory and professional requirements.

Information is not sold. It may be shared with treating providers, authorized team members, agents and service providers only where permitted or required by law and reasonably necessary for their role. PHIPA allows certain collections, uses and disclosures without consent; otherwise, consent is obtained as required.

Scheduling services

Public appointment requests are processed through Ocean Online Booking under its own privacy and service terms. The clinic may retain historical appointment records in protected systems as required for continuity of care, operations and legal retention. Those systems are not public booking channels.

Safeguards and retention

Administrative, technical and physical safeguards are used to reduce the risk of unauthorized access, use, disclosure, loss or theft. Access to clinic-held appointment records is restricted to authorized clinic staff, appointment details are not exposed to other patients and communications use encrypted HTTPS in transit. Records are retained and securely disposed of according to applicable law, professional requirements and the retention schedule of the responsible custodian.

Email and external services

Appointment confirmations and reminders may be sent by Ocean or the clinic and contain practical appointment details. Email is not an appropriate place to reply with sensitive clinical information. Maps and third-party booking links operate under their own terms and privacy practices; review those notices before providing information.

Your access and correction rights

With limited exceptions, PHIPA allows you to request access to personal health information held by a health information custodian and to request corrections. Send a written request to the Privacy Officer, who will direct it to the appropriate custodian where necessary.

Learn more from the Information and Privacy Commissioner of Ontario about access and correction. If you believe your privacy rights have not been respected, contact us first so the concern can be reviewed. You may also use the IPC's PHIPA complaint process.

Privacy contact

For general guidance about health privacy in Ontario, visit the Information and Privacy Commissioner of Ontario.