Privacy Policy

Clinic Name: Vaughan Medical Centre

 Address: 9-9000 Weston Rd. Woodbridge, On L4L0L1 Phone: 905-605-7070 

Email: vaughanmedical1@gmail.com 

Effective Date: Dec 23/2024 Last Updated: Sep 24/2025 

1. Purpose 

This Privacy Policy outlines how Vaughan Medical Centre collects, uses, stores, shares, and protects personal health information (PHI) in compliance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and other applicable Canadian privacy laws. The policy applies to all patients and staff interacting with the clinic. 

2. Accountability 

● Physicians and staff are responsible for safeguarding PHI under their control.

● A designated Privacy Officer ensures adherence to privacy policies, manages training, and handles breaches and inquiries. 

● All staff, affiliates, and service providers with access to PHI are trained and bound by confidentiality agreements. 

3. Collection of Personal and Health Information 

We may collect the following types of information for the purposes of providing healthcare and clinic administration: 

● Personal identification information: Name, address, date of birth, phone number, email, emergency contact. 

● Medical information: Health history, symptoms, diagnoses, treatments, medications, allergies, lab or imaging results. 

● Billing information: Insurance details, payment records, and provincial health numbers. Information is collected directly from the patient or authorized healthcare providers. 

4. Use of Information Your PHI may be used for the following purposes: 

● Treatment: To provide medical care, diagnostic services, and ongoing health management. 

● Billing and payment: For insurance claims, invoicing, and processing fees. 

● Healthcare operations: Quality assurance, clinic administration, audits, and compliance with legal obligations. 

● Follow up and communicating within the circle of care: Sharing information with other healthcare professionals within the circle of care e.g. with specialists or hospitals Any other use requires patient consent unless permitted or mandated by law. 

5. Disclosure of Information PHI may be disclosed: 

● To healthcare providers: Involved in your direct care or follow-up. 

● To insurers: For processing claims or reimbursements. 

● Legally required disclosures: As per PHIPA, court orders, mandatory reporting (e.g., infectious diseases, child abuse). 

● Other disclosures: Only with explicit patient consent. Staff accessing PHI outside the circle of care without authorization may be subject to disciplinary or legal action. 

6. Consent 

● Implied consent: Receiving care implies consent for the clinic and authorized providers to use PHI for treatment. 

● Express consent: Required for sharing information outside treatment purposes or for research, marketing, or third-party communications. 

● Patients may withdraw consent at any time, with knowledge of potential limitations to their care. 

7. Safeguards We employ administrative, technical, and physical safeguards to protect PHI: 

● Administrative measures: Policies, staff training, confidentiality agreements, access restricted to “need-to-know.” 

● Technical measures: Password-protected systems, encrypted records, secure email transmission, firewalls, antivirus software. 

● Physical measures: Locked offices, controlled access, shredding of paper records when no longer needed, secure disposal of electronic storage devices. 8. Access and Correction 

● Patients may request access to their records in writing and copies will be provided at a reasonable cost. 

● Corrections can be requested and documented. Disputes regarding clinical opinions may result in appending a statement of disagreement. 

● In limited circumstances, access may be restricted to protect the health or privacy of others. 9. Retention and Destruction 

● Records are retained as required by law and professional standards. 

● Obsolete or unnecessary records are destroyed securely to prevent unauthorized access. 

● Logs of destruction or disposal are maintained for accountability. 

10. Privacy Complaints 

● Complaints about PHI handling should first be directed to the clinic’s Privacy Officer. 

● Patients may escalate unresolved issues to the Information and Privacy Commissioner of Ontario (IPC). 

11. Updates to the Policy 

● This Privacy Policy may be updated periodically to reflect changes in law, technology, or clinic practice. 

● Significant updates will be communicated via the clinic website or direct patient notice. 

12. Contact 

For questions or concerns regarding this policy or personal health information: ● Privacy Officer: Dimiana Botros ● Email: westondownsida@gmail.com ● Phone: 905-605-7070 Acknowledgment: By receiving care at Vaughan Medical Clinic, you acknowledge that you have been informed of this Privacy Policy and your rights under PHIPA.