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Effective date: June 16, 2025  ·  Last updated: June 16, 2025

On this page

1. Who we are

2. Information we collect

3. How we use your information

4. Disclosure of information

5. PHIPA & health records

6. Retention & security

7. Your rights

8. Cookies & website data

9. Third-party services

10. Children's privacy

11. Changes to this policy

12. Contact us

Privacy Officer

Dr. Benjamin Matheson, DC
Integrate Healthcare Collective
integratelowertown@gmail.com
102 Lewis St., Ottawa ON

 

Who we are

Integrate Healthcare Collective ("IHC," "we," "us," or "our") is a multi-disciplinary physical rehabilitation clinic operating in Ottawa, Ontario. We offer chiropractic, physiotherapy, integrative co-assessments, and nurse practitioner services across our three locations:

• Centretown — 102 Lewis Street, Ottawa, ON

• Lowertown — 500 Old St. Patrick Street, Ottawa, ON

• Carleton Place — 10 Lake Avenue West, Carleton Place, ON

This Privacy Policy describes how we collect, use, disclose, and protect personal information — including personal health information — when you visit our website (integrateottawa.ca), contact us, or receive care from one of our practitioners.

By using our website or services, you agree to the collection and use of information as described in this policy. If you do not agree, please refrain from using our services and contact us with any concerns.

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Information we collect

Personal health information (PHI) — when you become a patient, we collect information necessary to provide regulated health services, including:

• Full name, date of birth, and contact details

• Health history, current complaints, and clinical examination findings

• Diagnostic imaging reports and referral letters

• Treatment records, progress notes, and clinical correspondence

• Insurance or third-party billing information (e.g., extended health, MVA, WSIB)

Administrative and contact information — when you book an appointment or contact us, we may collect:

• Name, email address, and phone number

• Appointment preferences and scheduling information

• Communications sent to our clinic via email, phone, or contact forms

Website usage data — when you browse our website, we automatically collect certain technical information (see Section 8 on Cookies).

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How we use your information

We use the information we collect for the following purposes:

• Providing, coordinating, and improving clinical care

• Communicating with you about appointments, treatment, and follow-up

• Processing billing and insurance claims on your behalf

• Meeting our legal and regulatory obligations as regulated health professionals in Ontario

• Responding to inquiries submitted through our website or by phone

• Sending appointment reminders (via JaneApp, our practice management system)

• Improving our website and understanding how visitors interact with it

We will not use your personal health information for marketing purposes without your explicit consent.

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Disclosure of information

We do not sell, rent, or trade your personal information. We may disclose your information only in the following circumstances:

• With your consent — for example, to share records with another healthcare provider at your request

• For circle of care — to other regulated health professionals directly involved in your treatment, as permitted under PHIPA

• For billing and insurance — to extended health benefit providers, the Workplace Safety and Insurance Board (WSIB), motor vehicle accident (MVA) insurers, or other third-party payers, as authorized by you

• As required by law — when compelled by court order, legislation, or regulatory body (e.g., the College of Chiropractors of Ontario, the College of Physiotherapists of Ontario)

• In an emergency — where disclosure is necessary to prevent serious harm to you or another person

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PHIPA & your health records

As regulated health professionals practicing in Ontario, IHC practitioners are governed by the Personal Health Information Protection Act, 2004 (PHIPA). Your personal health information is collected, used, and disclosed in strict compliance with PHIPA and with the standards of our respective regulatory colleges.

Your health records are maintained securely within our JaneApp practice management system, which is hosted on Canadian servers and is compliant with applicable Canadian health privacy legislation.

You have the right to access your personal health information held by IHC and to request corrections to records you believe are inaccurate. Please contact our Privacy Officer to make such a request.

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Retention & security

We retain patient health records for a minimum of ten (10) years from the date of last treatment, or as otherwise required by the standards of our regulatory colleges and applicable Ontario law. Records for patients who were minors at the time of treatment are retained until the patient reaches age 28, or ten years from last treatment, whichever is later.

We implement appropriate administrative, physical, and technical safeguards to protect your personal information, including:

• Encrypted, password-protected electronic health record systems

• Role-based access controls limiting staff access to information on a need-to-know basis

• Secure, locked storage for any physical records

• Ongoing staff training on privacy obligations and data handling practices

While no system is entirely immune to security breaches, we take every reasonable precaution to protect your information. In the event of a privacy breach that poses real risk of significant harm, we will notify affected individuals and the Office of the Information and Privacy Commissioner of Ontario as required by PHIPA.

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Your rights

You have the following rights with respect to your personal information held by IHC:

• Access — the right to request a copy of your health records or personal information

• Correction — the right to request correction of inaccurate or incomplete information

• Withdrawal of consent — the right to withdraw consent to certain uses of your information, subject to legal limitations

• Complaint — the right to file a complaint with the Information and Privacy Commissioner of Ontario if you believe your privacy rights have been violated

To exercise any of these rights, please contact our Privacy Officer using the information in Section 12.

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Cookies & website data

Our website uses cookies and similar tracking technologies to enhance your browsing experience and understand how visitors interact with our site. Cookies are small text files stored on your device.

We use cookies for the following purposes:

• Essential cookies — necessary for the website to function properly

• Analytics cookies — to understand aggregate usage patterns and improve our website (e.g., Google Analytics)

• Booking integration — to enable the JaneApp online booking widget embedded on our site

You may disable cookies through your browser settings; however, doing so may affect the functionality of certain features on our website, including online booking.

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Third-party services

We use a limited number of third-party platforms to operate our clinic and website, each of which has its own privacy practices:

• JaneApp — our practice management and online booking system. Jane stores patient records, appointment data, and billing information. Jane is compliant with Canadian health privacy legislation and stores data on Canadian servers.

• Google Analytics — used to analyze website traffic in aggregate, anonymized form. No personal health information is transmitted to Google Analytics.

• Meta (Facebook/Instagram) — we maintain social media profiles on these platforms. Any interactions you have with our social pages are governed by Meta's own privacy policies.

We encourage you to review the privacy policies of any third-party services you interact with through our platforms.

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Children's privacy

We provide clinical services to patients of all ages, including minors. Where a patient is under the age of 16, we collect personal health information with the consent of a parent or legal guardian, except in circumstances where the minor has capacity to consent independently as determined by the treating practitioner in accordance with Ontario law.

Our website is not directed at children and we do not knowingly collect personal information from individuals under 13 through our website. If you believe a child has submitted personal information through our website without appropriate consent, please contact us and we will take steps to remove that information.

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Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or regulatory requirements. When we make material changes, we will update the "Last updated" date at the top of this page.

We encourage you to review this policy periodically. Continued use of our website or services following any changes constitutes your acceptance of the updated policy.

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Contact us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact our Privacy Officer:

Privacy Officer — Dr. Benjamin Matheson, DC
Integrate Healthcare Collective
Email: integratelowertown@gmail.com
Phone: 613-852-7769
102 Lewis Street, Ottawa, ON K2P 0A7

If you are not satisfied with our response, you may also contact the Office of the Information and Privacy Commissioner of Ontario at www.ipc.on.ca or by phone at 1-800-387-0073.