Village Rehab Team Privacy Policy
Effective date: October 1st, 2025
Who we are
Village Rehab Team (“VRT”, “we”, “our”) is a physician-led clinic in Ontario. We are a Health Information Custodian under Ontario’s Personal Health Information Protection Act (PHIPA) and an organization subject to Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
Scope
This policy explains how we collect, use, disclose, and safeguard personal information and personal health information obtained through our clinics, telehealth services, website, and booking/intake forms.
What we collect
• Identity and contact information: name, date of birth, address, phone, email, Ontario ID (e.g., driver’s licence or OHIP card).
• Health information: medical history, symptoms, lab results, prescriptions, treatment plans, notes, and referrals.
• Administrative and payment information: appointment details, billing records, insurance information, and limited payment metadata from our processors (we do not store full card numbers).
• Website/technical data: basic analytics, IP address, device/browser info, cookies or similar technologies if enabled.
Why we collect it (purposes)
• To provide care: assess, diagnose, treat, order labs, prescribe when appropriate, and coordinate with other providers and pharmacies.
• To operate the clinic: scheduling, reminders, billing, fraud prevention, quality improvement, training, and internal audit.
• To meet legal and regulatory obligations: documentation, reporting where required, and compliance with CPSO/college policies.
• With consent: to communicate with you about our services or programs where permitted.
Consent
We obtain consent before collecting, using, or disclosing information, except where the law permits or requires otherwise. Consent may be implied for care (e.g., sharing with pharmacies or labs you use) and explicit when required (e.g., non-care communications). You may withdraw consent, subject to legal or contractual limits and reasonable notice.
Limiting collection, use, and disclosure
We collect only what is necessary for the purposes above. We use and disclose information to deliver care and run the clinic, including to: labs, pharmacies, insurers, and other providers involved in your care; our EMR and telehealth vendors; and service providers who support secure hosting, communications, and payments. We do not sell personal information.
Retention and destruction
Records are retained in accordance with college policies and legal requirements. When no longer required, information is securely destroyed or de-identified.
Accuracy
We make reasonable efforts to keep information accurate and up to date. Please tell us if your contact details or medical information change.
Safeguards
We use administrative, physical, and technical safeguards appropriate to the sensitivity of the information, including role-based access, encryption in transit and at rest where supported, audit logs, secure authentication, and staff training. Access is limited to personnel with a need to know.
Openness and your choices
This policy is publicly available at villagerehabteam.com/privacy. You can contact us at any time with questions about our privacy practices.
Access and corrections
You have the right to access your personal information and request corrections if it is inaccurate or incomplete. To make a request, contact us using the information below. We will respond within the timelines set by law and may ask for ID to verify your identity.
Challenging compliance and complaints
If you have questions or concerns about our privacy practices, contact us first. You may also contact the Information and Privacy Commissioner of Ontario (ipc.on.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca).
Third-party services and international transfers
Some service providers may store or process information outside Ontario or Canada. We use contractual and technical safeguards to protect information in those jurisdictions, but it may be subject to local laws.
Cookies and analytics
We may use basic analytics or pixels to understand site usage. You can adjust your browser settings to limit cookies. We do not use analytics to make automated care decisions.
Children
Our services are intended for adults unless a minor is accompanied or authorized as permitted by law. Additional consent requirements may apply.
Contact
Privacy Officer: Bobby Kheradmand
Village Rehab Team, 56 Ordnance Street, Toronto, ON, Canada
Email: vrtordnance@gmail.com
Phone: 416.530.1234
Updates
We may update this policy from time to time. The effective date will change when updates are posted.