Privacy Policy
Effective Date: Oct 1, 2025
At Relief Plus Wellness (“we,” “us,” or “our”), we are committed to protecting the privacy, confidentiality, and security of your personal health information (“PHI”). This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your information in accordance with the Personal Health Information Protection Act, 2004 (Ontario) (“PHIPA”), the Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable, and the professional standards of the College of Traditional Chinese Medicine Practitioners and Acupuncturists of Ontario (CTCMPAO), as well as other relevant Ontario and Canadian laws.
By receiving services from our clinic or using our website, you agree to the practices described in this Privacy Policy.
1. Information We Collect
We collect only the information necessary to provide safe, effective, and regulated healthcare services, including:
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Personal identification details (e.g., name, date of birth, address, phone number, email)
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Health history, medical records, diagnostic information, and treatment notes relevant to your care
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Details of treatments provided, such as:
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Acupuncture
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Herbal medicine
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Tuina
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Shiatsu
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Chiropractic care
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Lymphatic drainage
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IV therapy
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Red light therapy
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Other health and wellness services introduced from time to time
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Payment and insurance details (e.g., receipts, claims)
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Communications with the clinic (emails, texts, calls, appointment scheduling, forms, and consents)
We will not collect more information than is reasonably necessary to provide you with care and operate our clinic.
2. How We Use Your Information
Your personal health information is used only for the purposes permitted under PHIPA, including:
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Delivering safe and appropriate healthcare services tailored to your needs
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Preparing treatment records and health files as required by law and regulatory standards
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Communicating with you regarding appointments, follow-ups, and care plans
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Processing billing, insurance claims, and payments
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Complying with reporting obligations to health regulators, insurers, and government agencies
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Clinic management, quality assurance, training, and regulatory audits
Your information will not be used for marketing purposes without your explicit written consent.
3. Consent
By providing personal health information, you are deemed to consent to its collection, use, and disclosure as described in this Privacy Policy, unless you expressly withhold or withdraw consent.
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You may withdraw consent in writing at any time. However, this may affect our ability to provide certain services.
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In limited cases, PHIPA allows us to collect, use, or disclose information without consent (e.g., public health reporting, legal requirements, risk of harm).
4. Information Security
We use strict administrative, technical, and physical safeguards to protect your information from unauthorized access, disclosure, alteration, or loss, including:
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Encrypted digital record systems with restricted access
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Locked physical storage for paper records
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Password-protected devices and secure email systems where possible
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Confidentiality agreements for all employees, contractors, and service providers
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Regular staff training on privacy and data security
No system can guarantee absolute security; however, we follow industry best practices and comply with PHIPA requirements.
5. Disclosure of Information
Your PHI may only be disclosed as follows:
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With your consent: to other healthcare providers directly involved in your care, or to insurers for billing.
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Without your consent (as permitted by law):
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To comply with legal or regulatory obligations (e.g., court order, health authority request)
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To protect public health, prevent fraud, or reduce risk of serious harm
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To comply with professional obligations under the CTCMPAO or other regulators
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To third-party service providers: who assist with clinic operations (e.g., booking platforms, payment processors) under binding confidentiality agreements.
We do not sell, rent, or trade your information under any circumstances.
6. Patients Under 16
If you are under 16 years of age, your PHI will only be collected, used, or disclosed with the consent of your parent or legal guardian, except where otherwise permitted or required by law.
7. Electronic Communications
We may communicate with you by phone, text, or email. While we use secure systems wherever possible, electronic communication may carry risks of unauthorized access.
By choosing to communicate with us electronically, you acknowledge and accept these risks. If you prefer, you may request in writing that we restrict communications to in-person, phone, or paper mail.
8. Cross-Border Data Storage
Some third-party service providers may process or store your information outside Ontario or Canada. In such cases, your PHI may be subject to the laws of those jurisdictions. We carefully select service providers and require confidentiality protections consistent with PHIPA.
9. Access and Correction Rights
You have the right to:
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Access your personal health records (subject to limited legal exceptions)
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Request corrections to ensure your records are accurate and complete
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Receive an accounting of disclosures of your PHI, as required by law
Requests should be made in writing to the Privacy Officer at the contact information below. We may charge a reasonable fee for copies, in accordance with PHIPA.
10. Retention and Secure Destruction
We retain your records for the period required by law and by professional standards (usually a minimum of 10 years from the date of last contact, or longer if required for minors).
After the required retention period, records are securely destroyed in a manner that protects your privacy (e.g., shredding, secure digital deletion).
11. Cookies and Website Information
Our website may use cookies, analytics tools, and similar technologies to improve user experience. These tools may collect non-identifiable information such as browser type, device, and site usage.
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No PHI is collected through cookies.
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You may adjust your browser settings to disable cookies, but this may affect site functionality.
12. Limitation of Liability
To the maximum extent permitted by law, Relief Plus Wellness, its owners, staff, and practitioners are not liable for any damages arising from unauthorized access, use, or disclosure of your PHI, provided we have complied with our legal obligations under PHIPA and other applicable laws.
13. Updates to This Policy
We may revise this Privacy Policy from time to time to reflect changes in law or clinic practices. Updates will be posted on our website with a revised effective date. Continued use of our services constitutes acceptance of the updated policy.
14. Contact Us
If you have any questions, requests, or complaints regarding this Privacy Policy or your PHI, please contact our Privacy Officer:
Privacy Officer
Relief Plus Wellness
1403 Gerrard St E, Toronto, ON M4L 1Z5
📧 Email: info@reliefpluswellness.com
📞 Phone: +1 (416) 461-1118
