Privacy Statement for Guelph Internal Medicine Clinic

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Protecting Your Information under PHIPA and PIPEDA

Effective Date: 2025-07-29

Our Commitment to Your Privacy

At Guelph Internal Medicine Clinic, we are dedicated to protecting your Personal Health Information (PHI) in accordance with the Personal Health Information Protection Act (PHIPA) of Ontario and the Personal Information Protection and Electronic Documents Act (PIPEDA) of Canada. We handle your information responsibly, respecting your privacy at every step.

Collection and Use of Personal Health Information

We collect only the PHI needed to provide you with optimal care and to operate our services, including:

· Name, address, and contact details

· Medical history and health records

· Consultation, treatment, and service details

· Health insurance or payment information

Your PHI is used for medical care, communication with healthcare providers, billing and payment, quality assurance, and to meet legal and regulatory requirements.

Disclosure and Protection of Your Information

We may share your PHI with:

· Healthcare professionals involved in your care

· Health insurance companies or payers

· Contractors and service providers who help deliver our services (bound by strict confidentiality agreements)

· Regulatory bodies as required by law

· Other third parties only with your consent or as authorized by law

We protect your information using encrypted electronic systems, access controls, regular audits, and yearly staff training. Your PHI is never used to train AI systems, and no recordings are kept beyond specified limits.

Services Requiring Personal Information

We offer several digital services that require personal information to function:

1. Artificial Intelligence Scribe and Dictation Solutions:

With your consent, your appointment may be recorded and securely uploaded to a Canadian server for transcription. Recordings are deleted within 48 hours, and transcripts are de-identified for possible service improvement. Dictations (no patient voice) may be kept for up to 30 days. Your clinician reviews all notes before they become part of your medical record. No PHI is used for AI training, and data never leaves Canada.

2. GOALS App, Body Composition Analysis, and Educational Video Portal:

To use these services, you must provide information such as your name, date of birth, email, height, weight, ethnicity, and activity levels. The GOALS App and Body Composition Analysis may require additional health details, whereas the video portal only needs your name and email.

Third-party vendors in the United States store data for these services. All data is encrypted and handled in accordance with applicable legislation; however, foreign storage may introduce additional privacy risks. If you wish to avoid data storage outside Canada, please inform us—this will affect your access to these services.

3. Online and card payments

OHIP does not cover all the services we offer, and some will require private payment. We may store your payment details for your convenience. By agreeing to these terms, you authorize us to use your stored payment method for:

• Scheduled Appointments: Deposits or payments for services you book.
• Outstanding Balances: Co-pays or service fees after notification.
• Missed Appointment Fees: As per the cancellation policy.
• Product Purchases: With your consent.
• Recurring Services: For automated billing.
• Dispute Resolution: For legitimately owed amounts.

Your Rights and Responsibilities:

• Consent: You must provide explicit consent before storing your payment method.
• Notification: You’ll receive timely notifications (e.g., email receipts) for transactions made without your immediate presence.
• Security: Your information will be protected with industry-standard security measures.
• Updating Information: Please ensure that your payment information is accurate.
• Revocation: You can revoke authorization at any time by contacting GIM Clinic, which may affect future bookings and services that are not covered under OHIP.

Your Rights and Contact Information

You may access or request corrections to your PHI by submitting a written request to our Privacy Officer. We will respond within 30 days.

Privacy Officer:

Dr Marcello Schmidt

PO Box 27030, Guelph RPO Clair, ON, N1L 0C1

(226) 270-8618

privacy@gimclinic.ca

Policy Updates

This statement may be updated to reflect changes in our practices or legal requirements. Significant updates will be posted on our website.

Conclusion

Your privacy is our priority. Thank you for trusting Guelph Internal Medicine Clinic with your care.