Privacy Policy

Our Commitment to Your Privacy

Wellness MD (“Wellness MD”, “we”, “us”, or “our”) is a premier physician-led wellness clinic in Ontario, committed to protecting the privacy, confidentiality, and integrity of our patients’ personal and personal health information.

We adhere to the highest standards of privacy protection in accordance with:

• Ontario’s Personal Health Information Protection Act (PHIPA)

• College of Physicians and Surgeons of Ontario (CPSO) policies and guidelines

• Canadian Medical Protective Association (CMPA) recommendations

This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you engage with our clinic, services, and website:
www.wellnessmdhealth.com

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Application of this Privacy Policy

This policy applies to:

• All physicians, regulated health professionals, and staff at Wellness MD

• Contractors and affiliated healthcare providers delivering care through Wellness MD

• All services are provided in person, virtually, or via our digital platforms

All individuals working at Wellness MD are required to comply with PHIPA and applicable CPSO standards regarding confidentiality and record-keeping.

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Personal Information

“Personal information” includes information about an identifiable individual and encompasses personal health information under PHIPA.

We collect only the information necessary to provide safe, ethical, and high-quality medical care in accordance with CPSO and CMPA guidance.

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Information We Collect

We may collect personal information directly from you or from authorized sources, including:

• Name, date of birth, gender

• Contact details (address, phone, email)

• Health card number (where applicable)

• Medical history, family history, and lifestyle factors

• Symptoms, diagnoses, laboratory results, and imaging

• Prescriptions, treatment plans, and referrals

• Payment and billing information

• Communications with our care team

Collection is limited to what is necessary for clinical care, operations, and legal obligations.

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Use of Personal Information

We use your information in accordance with PHIPA, CPSO expectations, and CMPA best practices:

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1. Provision of Health Care

• Assessment, diagnosis, and treatment

• Development of individualized care plans

• Appointment scheduling and follow-up

• Coordination with your healthcare providers (e.g., family physician, specialists, pharmacy, laboratory)

2. Continuity and Quality of Care

• Maintaining accurate and complete medical records

• Clinical quality improvement and peer review

• Risk management and patient safety

3. Administrative and Payment Purposes

• Billing and payment processing

• Insurance documentation (where applicable)

4. Communication

• Appointment reminders and clinical follow-up

• Educational content and service updates (with opt-out option in compliance with CASL)

5. Legal and Regulatory Compliance

• Meeting obligations under PHIPA and other applicable laws

• Responding to court orders, regulatory bodies, or investigations

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Disclosure of Personal Information

We may disclose your information:

• To healthcare providers involved in your care

• To hospitals, laboratories, and pharmacies

• To authorized service providers supporting clinic operations (e.g., secure EMR platforms, payment processors)

• Where required or permitted by law

All disclosures are made in accordance with PHIPA and CPSO confidentiality standards.

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Research and Quality Improvement

Wellness MD may use de-identified information for clinical research, education, and quality improvement initiatives.

Any use of identifiable information will require your informed consent, consistent with ethical and regulatory requirements.

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Storage and Safeguards

We implement safeguards aligned with CPSO and CMPA recommendations, including:

• Secure electronic medical record systems

• Restricted access based on role and necessity

• Administrative, technical, and physical security measures

Your information may be stored in Canada or securely processed by trusted service providers in other jurisdictions (e.g., the United States), in compliance with PHIPA requirements.

While we take all reasonable precautions, no system can guarantee absolute security.

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Your Rights

Under PHIPA, you have the right to:

• Access your personal health information

• Request corrections to inaccurate or incomplete records

• Withdraw consent for certain uses or disclosures (subject to legal and clinical limitations)

We aim to respond to requests within 30 days, as required by law.

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Website and Digital Privacy

When you visit our website, we may collect:

• IP address and device information

• Browser type and usage data

• Pages visited and time spent

We use cookies and similar technologies to enhance user experience and analyze website performance.

You may adjust your browser settings to disable cookies; however, some functionality may be affected.

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Third-Party Services

We use trusted third-party platforms (e.g., EMR systems such as Practice Better, booking systems, and email providers) to support our services.

These providers are contractually obligated to protect your information and comply with applicable privacy standards.

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Changes to This Policy

We may update this Privacy Policy to reflect changes in legal, regulatory, or operational requirements.

The most current version will always be available on our website.

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Contact Us

If you have questions, concerns, or requests regarding your privacy, please contact:

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Wellness MD
Unit 220, 3075 Hospital Gate,

Oakville, ON, L6M 1M1

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