Privacy Policy
Effective and last reviewed: September 16, 2026
This policy explains how we collect, use, disclose, safeguard, retain and dispose of personal health information, and how patients may exercise their privacy rights. It applies to care provided in person, by telephone, virtually and through other approved communication methods.
1. Information We Collect
We collect only information reasonably necessary to provide care and operate the clinic. This may include:
- name, date of birth, address, telephone number, email address and emergency contacts;
- Ontario health card and other information needed for eligibility, billing or insurance;
- health history, symptoms, diagnoses, medications, allergies, examination findings and treatment plans;
- laboratory, imaging, consultation and hospital reports;
- appointment, referral, prescription and communication records; and
- information received from patients, substitute decision-makers, caregivers and other authorized health-care providers.
2. Why We Use Personal Health Information
We may use personal health information to:
- assess health concerns, provide treatment and coordinate care;
- communicate with patients and authorized members of the circle of care;
- book appointments, process referrals, renew prescriptions and follow up results;
- receive payment from OHIP, insurers or patients;
- maintain clinical records and support quality improvement, risk management and patient safety;
- meet legal, regulatory, accreditation and professional obligations; and
- respond to complaints, audits or investigations.
3. Consent and Disclosure
We seek consent when required. Consent may be express or implied depending on the circumstances and may be provided by an authorized substitute decision-maker when applicable. Patients may withdraw or limit consent, subject to legal, professional and clinical restrictions and reasonable notice.
We disclose personal health information only with consent or when permitted or required by law. This may include disclosure to health-care providers involved in care, laboratories, pharmacies, hospitals, home and community care services, insurers or government programs, and service providers that support clinic operations under appropriate privacy obligations.
PHIPA may permit or require disclosure without consent in limited circumstances, such as preventing or reducing a significant risk of serious bodily harm, complying with a court order, reporting specified conditions or events, or meeting other statutory duties.
4. Protecting Your Information
We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information. These may include role-based access, passwords, secure systems, confidentiality agreements, staff privacy training, secure storage and disposal, and monitoring or auditing where appropriate. Access is limited to individuals who need the information for an authorized purpose.
No system is completely risk-free. If a privacy breach occurs, we will take reasonable steps to contain and investigate it, reduce harm, notify affected individuals when required, and report to the Information and Privacy Commissioner of Ontario or other authorities when legally required.
5. Your Access and Correction Rights
Patients generally have the right to request access to their personal health information and to request correction of information they believe is inaccurate or incomplete, subject to limited exceptions under PHIPA. Requests should be directed to the clinic's Privacy Officer. We may ask for identification, a written request and clarification of the records requested. A reasonable cost-recovery fee may apply, and an estimate will be provided before a fee is charged.
6. Retention and Secure Disposal
Records are retained for the periods required by applicable law and professional standards. When information is no longer required, it is securely destroyed, deleted or anonymized, as appropriate. Records are transferred securely if a practice closes, relocates or changes custodianship.
7. Email, Text Messaging and Virtual Care
Email, text messaging, telephone and video platforms can create privacy and security risks, including misdirected messages, unauthorized access and interception. We use electronic communication only as appropriate and encourage patients to:
- use a private device, secure account and trusted internet connection;
- confirm that the clinic has current contact information;
- avoid sending highly sensitive or urgent information by ordinary email or website form; and
- tell us if they prefer another reasonable communication method.
Virtual care may not be appropriate for every concern. A clinician may recommend an in-person assessment or emergency evaluation when needed.
8. Website and Contact Form
When someone visits this website, hosting systems may automatically record limited technical information such as an internet protocol address, browser type, device type, referring page and date or time of access. This information may be used for security, troubleshooting and website performance. The website may use essential cookies required for normal operation.
Information submitted through the contact form is used to respond to the request and may be added to the clinical record when relevant to care. The website may contain links to third-party websites. Premium 1 Medical Clinic is not responsible for the privacy practices or content of external sites.
9. Questions, Requests or Complaints
Please contact our Privacy Officer first with questions, access or correction requests, consent concerns, or suspected privacy breaches:
Privacy Officer, Premium 1 Medical Clinic631 Queenston Road, Suite 300
Hamilton, Ontario
Telephone: 905-560-0246
Email: info@premium1medical.ca
If the concern cannot be resolved directly with the clinic, a complaint may be made to the Information and Privacy Commissioner of Ontario. The IPC generally requires complaints to be filed within 12 months of becoming aware of the issue.
File a health privacy complaint with the IPC | Telephone: 1-800-387-0073
10. Policy Updates
We may update this policy when our practices, technology or legal obligations change. The current version and review date will be posted on this page.
Additional resources: IPC guidance on collection, use and disclosure | IPC guidance on access and correction