Privacy Policy

Effective Date: July 8, 2026

At Kleinburg Integrative Health (KIH Clinic), we are committed to protecting your privacy and safeguarding your personal and health information. This Privacy Policy outlines how we collect, use, disclose, and protect your information when you visit our clinic, use our website, or book services through our integrated platforms (such as Jane App).

1. Information We Collect

To provide you with high-quality naturopathic, chiropractic, therapeutic, and wellness care, we collect two types of information:

A. Personal Health Information (PHI)

When you become a patient at KIH Clinic, we collect information necessary for your assessment and treatment. This includes:

Your name, date of birth, gender, and contact information (address, email, phone number).
Your medical history, lifestyle habits, family medical history, and current symptoms.
Notes from your consultations, treatment plans, and progress records.
Results from comprehensive laboratory testing, imaging, and external medical reports.
Your financial and billing information for payment processing and insurance claims.

B. Non-Personal & Website Data

When you visit our website, we may automatically collect limited technical information via cookies and analytics tools, including:

Your IP address, browser type, and operating system.
The pages you view, links clicked, and the duration of your visit.

2. How We Use Your Information

We use the information we collect strictly for healthcare and administrative purposes, including to:

Assess your health needs and provide safe, effective, and personalized treatment plans.
Communicate with you regarding appointments, test results, and follow-up care.
Process payments, issue receipts, and facilitate direct billing with insurance providers where applicable.
Improve our website functionality, customer service, and overall patient experience.
Comply with legal, regulatory, and professional obligations enforced by health professional colleges in Ontario.

3. Sharing and Disclosure of Information

We do not sell, rent, or trade your personal information to third parties. Your information is only shared under the following strict conditions:

Your Healthcare Team: With your implied consent, your information may be shared among the multi-disciplinary practitioners at KIH Clinic to ensure continuity of care.
External Care Providers: We will not share your records with external doctors, specialists, or insurance companies without your explicit, written consent.
Third-Party Service Providers: We utilize secure, compliant third-party platforms to manage clinic logistics (such as Jane App for medical charting and booking). These providers are contractually obligated to maintain strict data protection standards and are not permitted to use your data for any other purpose.
Legal Requirements: We may disclose your information if required to do so by law, court order, or regulatory authority standard.

4. How We Safeguard Your Data

We employ robust physical, administrative, and technological security measures to protect your data from unauthorized access, loss, or alteration:

Digital Records: Patient charts and scheduling data are stored in encrypted, password-protected electronic medical record (EMR) systems that comply with Canadian health privacy standards.
Physical Security: Our clinic premises are secured, and any physical documentation is kept in restricted, locked areas.
Staff Training: All practitioners and administrative staff are trained in privacy protocols and are bound by strict confidentiality agreements.

5. Retention of Your Information

We retain your personal health information for as long as necessary to fulfill the purposes for which it was collected, and to comply with statutory legal requirements. In Ontario, health regulations generally require us to maintain adult patient files for a minimum of 10 years following the date of the last entry.

6. Your Rights and Access

You have the right to:

Request access to review your personal health information file.
Request corrections or updates to your records if you believe the information is inaccurate or incomplete.
Withdraw your consent for the use or disclosure of your information at any time (subject to legal or contractual restrictions and reasonable notice).

To exercise any of these rights, please submit a written request to our privacy officer using the contact information below.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The “Effective Date” at the top of this page will be updated accordingly. We encourage you to review this page periodically.