Privacy of personal information is an important principle to Arcadian Massage Inc. We are committed to collecting, using and disclosing personal information responsibly and only to the extent necessary for the goods and services we provide. This document describes our privacy policies.
WHAT IS PERSONAL INFORMATION?
Personal information is information about identifiable individuals. Personal information includes information that relates to:
WE COLLECT PERSONAL INFORMATION: PRIMARY PURPOSES
Like all medical professions, we collect, use and disclose personal information in order to serve our Clients. For our Clients, the primary purpose for collecting personal information is to provide treatment. For example, we collect information about a Client’s health history, including their family history, physical condition, function and social situation in order to help us assess what their health needs are, to advise them of their options and then to provide the health care they choose to have. A second primary purpose is to obtain a baseline of health and social information so that in providing on going health services we can identify changes that occur over time.
WE COLLECT PERSONAL INFORMATION: RELATED AND SECONDARY PURPOSES
Like most organizations, we also collect, use and disclose information for purposes related to or secondary to our primary purposes. The most common examples of our related and secondary purposes are as follows:
To invoice Clients for goods or services that was not paid for at the time, to process credit card payments or to collect unpaid accounts.
Registered Massage Therapists are regulated by Associations, Boards and/or Provincial Regulatory Bodies. These Provincial Regulatory Bodies may inspect our records and interview our staff as a part of their regulatory activities in the public interest. In addition, as professionals, we will report serious misconduct, incompetence or incapacity of other practitioners, whether they belong to other organizations or our own. Also, our organization believes that it should report information suggesting serious illegal behavior to the authorities. External regulators have their own strict privacy obligations. Sometimes these reports include personal information about our Clients, or other individuals, to support the concern (e.g., Canada Customs and Revenue Agency, Information and Privacy Commissioner, Human Rights Commission, etc.) have the authority to review our files and interview our staff as a part of their mandates. In these circumstances, we may consult with professionals (e.g., Lawyers, Accountants) who will investigate the matter and report back to us.
The cost of goods/services provided by the organization to Clients is often paid for by third-parties (e.g., motor vehicle accident insurance, private insurance). These third-party payers often have the Client’s consent or legislative authority to direct us to collect and disclose to them certain information in order to demonstrate Client entitlement to this funding.
Clients or other individuals we deal with may have questions about our goods or services after they have been received. We retain our Client information for a mandatory minimum of seven years after the last contact to enable us to respond to those questions and provide these services.
BOOKING ONLINE: WHAT INFORMATION DO WE COLLECT?
PROTECTING PERSONAL INFORMATION
We understand the importance of protecting personal information. For that reason, we have taken the following steps:
RETENTION AND DESTRUCTION OF PERSONAL INFORMATION
We need to retain personal information for some time to ensure that we can answer any question the Client may have about the services provided and for our own accountability to external regulatory bodies.
We keep our Clients files for seven years.
We destroy paper files containing personal information by shredding. We destroy electronic information by deleting it and, when the hardware is discarded, we ensure that the hard drive is physically destroyed.
YOU CAN LOOK AT YOUR INFORMATION
With only a few exceptions, you have the right to see what personal information we hold about you. We can help you identify what records we might have about you. We will also try to help you understand any information you do not understand (e.g., short forms, technical language, etc.). We will need to confirm your identity, if we do not know you, before providing you with this access. We reserve the right to charge a nominal fee for such requests.
If there is a problem we may ask you to put your request in writing. If we cannot give you access, we will tell you within 30-days if at all possible and tell you the reason, as best we can, as to why we cannot give you access.
If you believe there is a mistake in the information, you have the right to ask for it to be corrected. This applies to factual information and not to any professional opinions we may have formed. We may ask you to provide documentation that our files are wrong. Where we agree that we made a mistake, we will make the correction and notify anyone to whom we sent this information. If we do not agree that we have made a mistake, we will still agree to include in our file a brief statement from you on the point and we will forward that statement to anyone else who received the earlier information.