THE WAY Chiro ("we," "us," "the clinic") is committed to protecting the privacy and confidentiality of the personal information and personal health information entrusted to us. This policy explains what we collect, why, how we protect it, and what rights you have.
Two different sets of rules apply
It's worth understanding the distinction, because different laws govern different information:
| Type of information | Governing law |
|---|---|
| Your health records — clinical history, assessment findings, treatment notes, correspondence | Ontario's Personal Health Information Protection Act, 2004 (PHIPA) |
| General business and website information — enquiries, website analytics | Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) |
As a regulated chiropractor, Dr. Daniel Whyte is a health information custodian under PHIPA, with specific legal duties regarding the health information in our custody.
Information we collect
At the clinic
- Identifying information — name, date of birth, address, phone number, email
- Health information — health history, current symptoms, examination and assessment findings, diagnoses, treatment provided, progress notes, and any imaging or reports you provide or authorize us to obtain
- Insurance and billing information — extended health plan details, auto insurance or WSIB claim information where applicable, and payment records
- Correspondence — communications between you and the clinic
We collect only what is reasonably necessary to provide safe, effective care and to administer the clinic. We do not collect health information "just in case."
Through this website
- Google Analytics — we use Google Analytics to understand how visitors use the site. This collects information such as pages viewed, approximate location (city-level), device and browser type, and how you arrived at the site. This is aggregate, statistical information and is not used to identify you personally.
- Online booking — appointments are booked through Jane App, a third-party practice management platform. Information you enter into the booking system is collected and processed by Jane App under their own privacy policy and security controls. Jane App stores health information on Canadian servers.
- Enquiries — if you email or call us, we retain that correspondence.
We do not sell, rent, or trade your information to anyone, under any circumstances.
Cookies
This website uses cookies set by Google Analytics to distinguish between visitors and measure site usage. You can block or delete cookies through your browser settings, or install Google's Analytics opt-out browser add-on. Blocking cookies will not prevent you from using this site or booking an appointment.
How we use your information
- To assess, diagnose, and treat you
- To communicate with you about appointments, care, and follow-up
- To process payment and provide receipts for insurance reimbursement
- To submit claims where you have authorized us to bill an insurer, auto insurer, or WSIB directly
- To comply with our legal, regulatory, and professional obligations, including those of the College of Chiropractors of Ontario
- To improve our website and understand how it is used
Consent
We collect, use, and disclose your personal health information with your knowledge and consent. For treatment purposes, your consent is generally implied when you attend for care — but you have the right to withhold or withdraw consent at any time, including placing a "lockbox" restriction on sharing specific information with other providers.
If withdrawing consent would affect our ability to treat you safely, we'll explain that clearly so you can make an informed decision.
Express written consent is required before we disclose your health information for purposes other than your care — for example, to an employer, a lawyer, or a family member.
When we may disclose information
We may disclose your information without consent only where the law requires or permits it, including:
- Where there is a significant risk of serious bodily harm to you or another person
- Where required by a court order, subpoena, or warrant
- To the College of Chiropractors of Ontario in the course of a regulatory investigation
- Where mandatory reporting obligations apply, such as suspected child abuse or neglect
How we protect your information
- Physical safeguards — records are kept in a secure environment with restricted access
- Technical safeguards — electronic records are password-protected and encrypted, held within Jane App's secure Canadian-hosted platform
- Administrative safeguards — access is limited to those who need it to provide or support your care, and anyone with access is bound by confidentiality obligations
- Secure disposal — records are destroyed securely at the end of the retention period
Retention
We retain health records for the period required by the College of Chiropractors of Ontario and applicable Ontario law. For adult patients this is a minimum of ten years from the date of the last interaction; for patients who were minors, the retention period runs from the date they would have turned eighteen. Records are then securely destroyed.
Your rights
- Access — you have the right to see and obtain a copy of your health record. Requests are normally fulfilled within 30 days. A reasonable fee may apply for copying.
- Correction — if you believe your record contains an error, you may request a correction. Where we don't agree, you have the right to have a statement of disagreement attached to the record.
- Withdraw consent — you may withdraw consent for the sharing of your information, subject to legal limits.
- Complain — you may raise a concern with us directly, or with the Information and Privacy Commissioner of Ontario.
Privacy breaches
If your personal health information is lost, stolen, or accessed by an unauthorized person, we will notify you at the first reasonable opportunity and report to the Information and Privacy Commissioner of Ontario and the College of Chiropractors of Ontario where required by law.
Contact us
To ask a question, request access to your record, or raise a privacy concern, contact our Privacy Officer:
THE WAY Chiro
2380 Bristol Circle, Unit 10, Oakville, ON L6H 6M5
Email: daniel@thewaychiro.com
Phone: (365) 228-2506
If you are not satisfied with our response, you may contact the Information and Privacy Commissioner of Ontario at 2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8 · 1-800-387-0073 · ipc.on.ca
Changes to this policy
We may update this policy from time to time. The date at the top of this page reflects the most recent revision. Material changes will be noted on this page.