Last updated: June 19, 2026
Optimum Integrative Health Centre (“Optimum,” “we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of your personal information and personal health information. This Privacy Policy explains what information we collect, how we use and protect it, and the choices you have. It adheres to Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
Who We Are
Optimum Integrative Health Centre is an integrative health clinic located in Fergus, Ontario, providing naturopathic medicine, chiropractic care, massage therapy, acupuncture, and related health services. As a “health information custodian” under PHIPA, we are responsible for the personal health information in our care.
What Is Personal Health Information?
Personal health information (“PHI”) is identifying information about you relating to your physical or mental health, the health care you receive, your health history, and related contact and billing details. Personal information also includes non-health details such as your name, email address, and telephone number.
Information We Collect
- In the clinic: health history, symptoms, treatment notes, and information you provide during appointments.
- When you book online: your name, contact details, and appointment information submitted through our online booking provider.
- When you contact us: information you provide through our website contact and intake forms or by email and telephone.
- Automatically through our website: limited technical and usage data (see Cookies & Website Analytics below).
How We Use Your Information
We collect, use, and disclose your information only for purposes you would reasonably expect, including: providing and coordinating your care; booking and managing appointments; processing payments; communicating with you; meeting our legal, regulatory, and professional obligations; and administering our practice. We collect only the information necessary for these purposes.
Online Booking & Virtual Care (Jane)
We use Jane (JaneApp), a Canadian practice-management and online-booking platform, to schedule appointments, manage records, and deliver secure virtual (video) care. Jane is hosted in Canada and is designed to meet Canadian privacy laws, including PHIPA and PIPEDA. Information you submit through online booking or virtual visits is handled in accordance with Jane’s privacy practices and this Policy. You can review Jane’s privacy notice at jane.app/legal/privacy-notice.
Cookies & Website Analytics
Our website uses cookies and similar technologies to operate the site and to understand how visitors use it. We use Google Analytics to measure website traffic and Google Ads to measure the effectiveness of our advertising. These tools may set cookies and collect anonymized usage data such as pages visited and approximate location.
We use a cookie-consent banner together with Google Consent Mode, so analytics and advertising cookies are only used where permitted by your consent settings. You can accept or decline non-essential cookies at any time through the consent banner. You can also disable cookies in your browser settings. No personal health information is ever shared with advertising or analytics providers.
Electronic Communication (Email & Text)
Email and text messages are convenient but cannot be guaranteed to be secure. If you choose to communicate with us this way, you accept the associated risks. Please do not send sensitive health details by email. We will use the contact methods you provide to reach you about your care unless you tell us otherwise.
Disclosure of Personal Health Information
We do not sell your information. We disclose PHI only with your consent or as permitted or required by law, including where necessary to: provide your care; eliminate or reduce a significant risk of serious harm to you or others; report suspected abuse or neglect as required by law; respond to a court order or legal requirement; or as otherwise authorized under PHIPA. Where we use third-party service providers (such as our booking platform), they are required to protect your information and use it only for the services they provide to us.
Storage, Retention & Destruction
Your records are stored securely, whether in paper or electronic form. We retain personal health information for at least ten (10) years after your last interaction with us, or, for patients who are minors, ten (10) years after the patient turns 18, whichever is longer, in keeping with our professional regulatory requirements. When records are no longer required, they are securely destroyed.
Your Rights: Access & Correction
You have the right to access your personal health information and to request corrections. We will respond to access requests within 30 days where possible. We may decline a correction in limited circumstances permitted by PHIPA, in which case we will note your statement of disagreement in the record.
Safeguards
We protect your information using physical, technical, and administrative safeguards appropriate to its sensitivity, including restricted access, secure systems, and confidentiality obligations for everyone who works with us.
Questions, Concerns & Complaints
If you have questions about this Policy or how we handle your information, or wish to make a request or complaint, please contact our Privacy Officer:
Optimum Integrative Health Centre — Privacy Officer
Fergus, Ontario
Email: info@ontariohealth.org
Telephone: 519-787-4100
You also have the right to contact the Information and Privacy Commissioner of Ontario (ipc.on.ca) about the handling of your personal health information.
Changes to This Policy
We may update this Privacy Policy from time to time. The current version will always be posted on this page with its effective date.