Privacy Policy at Whitby Family Footcare

Last updated: {March 2026)

At Whitby Family Footcare, we are committed to protecting your privacy and safeguarding your personal health information. This Privacy Policy explains how we collect, use, disclose, and protect your information in accordance with the Personal Health Information Protection Act (PHIPA) of Ontario.

1. What Information We Collect

We collect only the information necessary to provide safe, effective chiropody care.

Personal Information

• Name
• Address
• Phone number
• Email address
• Date of birth
• Insurance information

Personal Health Information (PHI)

• Medical history
• Foot and lower‑limb assessment findings
• Treatment records
• Diagnostic information
• Orthotic prescriptions
• Referring provider information (if applicable)

2. How We Use Your Information

We use your information to:

• Provide chiropody/podiatry assessment and treatment
• Maintain accurate clinical records
• Communicate with you about appointments and care
• Process payments and insurance claims
• Coordinate care with other healthcare providers (with your consent)
• Meet regulatory and legal requirements

We do not use your information for marketing without your explicit consent.

3. How We Protect Your Information

We take multiple steps to keep your information secure:

• Encrypted digital records
• Password‑protected systems
• Secure email and communication practices
• Locked filing and restricted access to physical records
• Staff training on PHIPA compliance
• Regular security and privacy reviews

Only authorized staff involved in your care have access to your information.

4. When We May Share Your Information

We may share your information only when necessary and only with your consent, except where required by law.

With your consent, we may share information with:

• Your family doctor or specialist
• Insurance providers (for claims)
• Legal representatives (upon request)
• Other healthcare professionals involved in your care

Without your consent, we may disclose information only when required by law, such as:

• Court orders
• Public health reporting
• Regulatory investigations

We never sell or trade your information.

5. How Long We Keep Your Information

We retain your clinical records for the period required by Ontario regulations:

• At least 10 years from the date of your last visit
• For minors, 10 years after they turn 18

After this period, records are securely destroyed.

6. Your Rights as a Patient

Under PHIPA, you have the right to:

• Access your personal health information
• Request corrections to your record
• Withdraw consent for information sharing
• Ask how your information has been used or disclosed
• Express concerns about privacy practices

Requests can be made in writing to our clinic.

7. Website & Online Privacy

When you visit our website:

• We may collect non‑identifying information such as browser type, device, and pages visited
• Cookies may be used to improve website performance
• Online forms are encrypted and securely transmitted

We do not store credit card information on our website.

8. Contact Information

If you have questions about our Privacy Policy or how your information is handled, please contact:

Whitby Family Footcare Clinic

107‑420 Green St., Whitby, Ontario L1N 8R1

Tel: 905‑668‑8233 Email: {[email protected]}

9. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.