COMMITMENT TO PRIVACY

The Ottawa Fertility Centre ("OFC") is committed to protecting the privacy, confidentiality, and security of your Personal Health Information (PHI) and Personal Identifying Information (PII).

Our privacy practices comply with Ontario's Personal Health Information Protection Act (PHIPA) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

We collect, use, and disclose personal information only as necessary to provide fertility and reproductive healthcare services, manage appointments and billing, operate our clinic, meet legal and regulatory requirements, and improve the quality and safety of patient care.

All OFC physicians, employees, contractors, students, and service providers who have access to personal information are required to protect its confidentiality and use it only for authorized purposes.

To obtain a copy of OFC's full Privacy Policy, please contact the OFC Privacy Officer using the information provided below.

HOW WE USE AND SHARE INFORMATION

We collect information such as your contact information, health history, test results, treatment information, billing details, and information relating to reproductive materials and fertility treatment.

Your information may be shared within your circle of care, including healthcare professionals, laboratories, pharmacies, and other authorized providers involved in your treatment, as permitted by law and your consent.

We may also use trusted third-party service providers to support services such as electronic medical records, patient communications, secure data storage, technology support, payment processing, and patient portals. These providers are required to protect your information and only use it for authorized purposes.

ELECTRONIC COMMUNICATIONS

By providing your email address, telephone number, or mobile number, you consent to OFC communicating with you regarding your care, appointments, treatment, billing, and related services.

Communications may occur by telephone, email, text message (SMS), video conferencing, patient portals, or other electronic methods. While OFC takes reasonable steps to protect your information, patients should be aware that email and text messaging may not always be encrypted and may carry some privacy risks.

STORAGE OF INFORMATION

Your information may be stored electronically or physically by OFC or its authorized service providers. In some circumstances, information may be processed, backed up, or stored outside Ontario or outside Canada, subject to appropriate privacy and security safeguards.

BUSINESS CHANGES AND CONTINUITY OF CARE

If OFC becomes involved in a merger, acquisition, restructuring, sale, affiliation, or similar business transaction, your information may be transferred to a successor organization in accordance with applicable legal, regulatory, and professional requirements. Any organization receiving your information will be required to continue protecting it and to support the continuity of your care.

In the event of a clinic closure or physician retirement, patient records and information relating to stored reproductive materials may be transferred to another authorized healthcare provider or records custodian to ensure ongoing access to care and compliance with legal obligations.

SECURITY

OFC maintains physical, administrative, and technical safeguards designed to protect your information against unauthorized access, use, disclosure, loss, theft, or alteration.

For the safety and security of patients, staff, and visitors, video surveillance may be used in public areas of the clinic such as entrances, exits, and reception areas.

ACCESSING YOUR PERSONAL HEALTH INFORMATION

With limited exceptions, you may request access to the information we maintain about you. Requests must be made in writing and satisfactory identification may be required.

We will respond within the timeframes established by law, generally within 30 days. Applicable fees may apply and will be communicated before processing your request.

Forms are available through our Access Records Team at:

accessrecords@conceive.ca

If access is refused, you will be informed of the reason and advised of your rights of review.

CORRECTION OF YOUR PERSONAL HEALTH INFORMATION

If you believe your Personal Health Information is inaccurate or incomplete, you may request a correction in writing.

We will respond within the timeframes established by law. We are not required to correct information that consists of professional opinions or clinical observations made in good faith. If a correction request is denied, you may request that a statement of disagreement be added to your record.

If your contact information or other identifying information changes, please notify your physician's office or reception staff as soon as possible.

CONTACT INFORMATION

If you have questions, concerns, or complaints regarding OFC's privacy practices, please contact the Privacy Officer.

OFC Privacy Officer

Email: privacy@conceive.ca

Most concerns can be resolved quickly by contacting us directly so that we can investigate and address the matter.

If you are not satisfied with our response, you may contact:

Information and Privacy Commissioner of Ontario

2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8

Telephone: 1-800-387-0073
Fax: 1-416-325-9195
Website: www.ipc.on.ca