Privacy Policy

Effective Date: August 1, 2025

1. Who We Are

Still Collective Osteopathy and Wellness (“we”, “us”, “our”) is committed to protecting your privacy and the confidentiality of your personal health information in accordance with the Personal Health Information Protection Act (PHIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Privacy Officer

Our designated Privacy Officer is responsible for upholding compliance, overseeing staff education on privacy, handling breach protocols, and responding to patient inquiries or requests.

3. What We Collect

a) Website & Communications:

Contact information (e.g., name, email, phone) when you submit forms online.
Anonymous website usage data such as IP address and browser type (used for analytics purposes only).
Cookie data (you may disable cookies via browser settings).

b) Clinical & Health Records:

Identifying data: name, date of birth, contact details, emergency contact.
Clinical data: medical history, assessments, treatments, progress notes.
Billing and insurance details when applicable.
Any additional documents you provide (e.g., referrals, medical imaging).

4. How We Store Your Information

All clinical records are securely stored exclusively within the Jane App—a PHIPA-compliant electronic medical record (EMR) system.

We do not maintain any paper records unless they are physically provided by the patient.
No patient files are stored locally on clinic computers or mobile devices.

5. Why We Collect Your Information

To assess and treat your condition effectively.
To manage appointment bookings and communicate with you.
For administrative, insurance, and billing purposes.
To comply with applicable laws and regulations.

6. Consent

We rely on implied consent for the use and sharing of your information in the context of treatment, billing, and internal clinic operations.
Express consent is required in the following cases:

Sharing your information outside of the circle of care
Sending marketing or promotional content
Participating in surveys, research, or testimonials

All marketing emails and newsletters are strictly on an opt-in basis only. You may unsubscribe at any time by clicking the “unsubscribe” link in the email or contacting us directly.

7. Disclosure

We only share your personal health information with:

Health professionals involved in your care
Insurance providers (if applicable)
Legal bodies as required by law (e.g., subpoena)
We never sell or trade your personal information.

8. Retention & Destruction

We retain clinical records in Jane for at least 10 years from the date of last interaction, as required by Ontario regulations.
No paper copies are maintained, unless they were provided by the patient and deemed necessary for treatment.
Upon expiry, digital files are securely deleted from Jane’s servers in accordance with their retention policy.

9. Your Rights

You have the right to:

Access or request a copy of your health records
Request corrections to your records
Withdraw consent to the use or disclosure of your information (subject to legal and clinical limitations)

To make a request, contact us at StillCo.Osteo@gmail.com.

10. Safeguards

We use multiple layers of protection, including:

Technical: Encrypted EMR, secure servers, password-restricted access
Administrative: Staff training, limited access on a “need-to-know” basis
Physical: Paperless workflow, secure digital-only recordkeeping

11. Data Breach Notification

In the rare event of unauthorized access, loss, or disclosure of personal health information, affected individuals will be notified promptly, and appropriate reporting will be completed in accordance with PHIPA.

12. Policy Updates

This privacy policy may be updated from time to time. All updates will be posted to our website with the effective date clearly listed.

13. Contact Us

Still Collective Osteopathy and Wellness
Email: StillCo.Osteo@gmail.com

If you have concerns that are not resolved to your satisfaction, you may contact the Office of the Information and Privacy Commissioner of Ontario at 1-800-387-0073 or visit www.ipc.on.ca.