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 collects first name, last name, email address and phone number so the clinic can follow up about availability.

Appointment booking

The appointment system collects the information needed to schedule and administer a visit: name, contact details, date of birth, new or existing patient status, appointment type, a brief reason for the visit, preferred contact method, optional administrative or accessibility notes, consent acknowledgements, the selected appointment time and a booking reference. Please do not enter detailed or urgent medical information in the booking form.

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.

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

Appointment information is processed through the clinic's secured website hosting and designated Google Workspace services, which may include Google Calendar, Sheets and Gmail. These systems are used to check availability, prevent duplicate bookings, create the clinic calendar event, maintain the appointment schedule and send confirmations, reminders and administrative alerts. Calendar titles and email subjects do not contain sensitive medical details.

Safeguards and retention

Administrative, technical and physical safeguards are used to reduce the risk of unauthorized access, use, disclosure, loss or theft. Booking access is restricted to authorized clinic staff, calendar 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

Confirmation and reminder emails contain practical appointment details. Email is not an appropriate place to reply with sensitive clinical information. Maps and any alternate 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.