Privacy Policy

Last updated: April 2026

Introduction

The Healing Theory ("we," "us," or "the clinic") is committed to protecting the privacy and confidentiality of your personal and health information. This policy explains how we collect, use, disclose, and safeguard your information in accordance with the Personal Health Information Protection Act (PHIPA), Ontario's health privacy legislation, and the Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable.

Our clinic is located at 2756 Danforth Avenue, East York, Toronto, Ontario, M4C 1L7.

Information We Collect

We collect information necessary to provide you with safe, effective healthcare. This may include:

Name, date of birth, address, phone number, and email address
Health card number and insurance details
Medical history, current symptoms, diagnoses, and treatment records
Practitioner notes, treatment plans, and progress updates
Billing and payment information
Emergency contact details
Information you provide through our online booking system (Jane App)

How We Use Your Information

Your personal health information is used for the following purposes:

Treatment and care: To assess, diagnose, treat, and manage your health needs across our multidisciplinary team
Appointment management: To schedule, confirm, and follow up on your visits
Billing and insurance: To process payments and submit claims to insurance providers on your behalf
Communication: To send appointment reminders, clinic updates, and relevant health information
Legal and regulatory compliance: To meet our obligations under Ontario health privacy law and our practitioners' regulatory college requirements
Quality improvement: To review and improve our services and patient experience

Circle of Care

Under PHIPA, healthcare practitioners involved in your care form a "circle of care." This means that practitioners at The Healing Theory who are directly involved in your treatment may share relevant health information with one another to provide coordinated, effective care -- without requiring your separate consent each time. This is one of the key benefits of our multidisciplinary approach.

If you wish to limit information sharing within your circle of care, you may do so by contacting the clinic in writing. Please be aware that restricting information sharing may affect the quality or coordination of your care.

Consent

We obtain your consent to collect, use, and disclose your personal health information. Consent may be expressed (verbal or written) or implied (for example, by presenting your health card or attending an appointment). You may withdraw your consent at any time, subject to legal or contractual restrictions.

In certain situations, we may collect, use, or disclose your information without consent as permitted or required by law, such as for mandatory reporting obligations or in an emergency.

Disclosure to Third Parties

We do not sell, rent, or trade your personal information. We may share your information with third parties only in the following circumstances:

With your consent, to other healthcare providers for referrals or continued care
To insurance companies for the purpose of processing your claims, with your authorization
To regulatory colleges as required for professional oversight
As required or permitted by law (e.g., public health reporting, court orders)
To third-party service providers who assist with clinic operations (e.g., Jane App for scheduling, payment processors), all of whom are bound by privacy obligations

Online Booking and Digital Tools

We use Jane App as our online booking and practice management platform. Jane App stores your data securely in Canada and complies with PHIPA and PIPEDA requirements. When you book an appointment online, you are subject to Jane App's own privacy practices in addition to ours.

Our website may use cookies and analytics tools to understand how visitors use the site and to improve your experience. These tools do not collect personal health information.

Data Security

We take the protection of your information seriously and use reasonable administrative, technical, and physical safeguards to protect against unauthorized access, loss, or misuse. These measures include:

Secure, encrypted electronic health record systems
Role-based access controls so only authorized staff and practitioners access your records
Secure storage for any physical records
Staff training on privacy obligations and best practices
Regular review of our privacy and security procedures

Retention of Records

We retain your personal health information for the period required by applicable legislation and our practitioners' regulatory college guidelines. In Ontario, health records are generally retained for a minimum of 10 years from the date of the last entry, or 10 years after a minor patient reaches the age of 18. After the retention period, records are securely destroyed.

Your Rights

Under PHIPA, you have the right to:

Access your personal health information held by the clinic
Request corrections to your records if you believe they contain an error
Withdraw consent for the collection, use, or disclosure of your information (subject to legal exceptions)
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 us using the information below.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with a revised "last updated" date. We encourage you to review this page periodically.

Contact Us

If you have any questions about this privacy policy, wish to access or correct your records, or have a privacy concern, please contact our Privacy Officer:

The Healing Theory
2756 Danforth Avenue, East York, Toronto, ON M4C 1L7
Phone: 416-690-7077
Email: info@healingtheory.ca

You may also contact the Information and Privacy Commissioner of Ontario at www.ipc.on.ca or by calling 1-800-387-0073.