The privacy of your personal information is important to us. We are committed to collecting, using, and disclosing personal information responsibly, only to the extent necessary for the goods and services we provide.
What is personal information?
Personal information includes information that relates to:
- An individual’s personal characteristics (e.g., sex, gender, age, income, home address or telephone number, ethnic background, family status),
- Health (e.g., health history, health conditions, health services received by other practitioners),
- Activities and views (e.g., opinions expressed by an individual, an opinion or evaluation of an individual).
Primary reason for collecting information
Like all medical professionals, VS RMT collects, uses, and discloses personal information in order to serve 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, and function in order to help with assessing what their health needs are, to advise them of their options, and then to provide the health care they choose to have.
Secondary reasons to collect information
Like most health care organizations, VS RMT also collects, uses, and discloses information to invoice clients for services that were not paid for at the time of their appointment, to process credit card payments, or to submit claims on the clients behalf to insurance providers.
We will never release your personal information to anyone for marketing purposes.
We review client and other files for the purpose of ensuring quality services. In addition, external consultants (peer assessors, auditors) may, on our behalf, do audits, and continuing quality improvement reviews of our clinic, including reviewing client files.
Registered Massage Therapists are regulated by the College of Massage Therapists of Ontario (CMTO). The CMTO may inspect our records and interview us as part of their regulatory activities in the public interest. External regulators (e.g., Canada Customs and Revenue Agency, Information and Privacy Commissioner, Human Rights Commission, etc.) have the authority to review our files and interview us 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 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.
Protecting personal information
We understand the importance of protecting personal information. For that reason, VS RMT has the following measures in place to keep your information protected:
- All of our client information is stored digitally on a secured, cloud-based server, owned and operated by a third party company that is governed by the same privacy laws.
- Electronic hardware is either under supervision or secure in a restricted area at all times. Paper information (when required) is transmitted through sealed, addressed envelopes or boxes by reputable companies.
- Electronic information is transmitted either through a direct line or has identifiers removed or is encrypted.
- External consultants and agencies with access to personal information must enter into privacy agreements with us.
Retention and Destruction of Personal Information
We retain personal information to ensure that we can answer any questions clients may have about the services provided and for accountability to external regulatory bodies. VS RMT keeps clients files for ten year after the last date of service according to CMTO regulations. We destroy paper files that contain personal information by shredding. Electronic files are destroyed by the owner of the cloud-based server. No electronic files containing personal client information is stored on any electronic device used by VS RMT.
Your information is available to you
You have the right to see what personal information we hold about you. VS RMT can help you identify what records we may have about you. We will also try to help you understand any information you do not understand (e.g., short forms, technical language or terms, etc.). We reserve the right to charge a nominal fee for providing copies of your file. If we cannot give you access (for legal reasons), we will notify you within 30 days and give the reason as to why we cannot give you access. If you believe there is a mistake in the information in your file, you have the right to ask for it to be corrected. This applies to factual information and not to any professional opinions or assessment results.