1. Introduction

Ottawa & River Walk-in Clinic (“we,” “our,” or “the clinic”) is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy describes how we collect, use, disclose, and safeguard information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

2. Information We Collect

We may collect the following types of personal information:

• Identifying information: full name, date of birth, health card number, contact details (address, phone number, email address).
• Health information: medical history, diagnoses, prescriptions, test results, and clinical notes created or received in the course of providing care.
• Appointment information: booking details, visit history, and communications related to your care.
• Billing information: provincial health insurance details and, where applicable, third-party insurance or payment information.
• Website usage data: anonymized browser and session data collected via standard web analytics when you visit our website.

3. How We Use Your Information

Your information is used to:

• Provide, coordinate, and document medical care and treatment.
• Communicate with you about appointments, follow-ups, and health reminders.
• Process billing and submit claims to provincial health programs or insurers.
• Meet legal, regulatory, and professional obligations.
• Improve the quality and safety of care provided at our clinic.

4. Disclosure of Your Information

We do not sell or rent your personal information. We may share your information only in the following circumstances:

• With your consent: for referrals to specialists, allied health providers, or other healthcare facilities.
• As required by law: to comply with legal obligations, court orders, or public health reporting requirements.
• For continuity of care: with covering or on-call physicians when required for your treatment.
• With service providers: third parties who assist us in operating our clinic systems under strict confidentiality agreements.

5. Retention of Records

Patient records are retained for a minimum of ten (10) years from the date of the last visit, or until a patient reaches age 18 (whichever is later), in accordance with provincial regulatory requirements. After this period, records are securely destroyed.

6. Safeguards

We implement physical, administrative, and technical safeguards appropriate to the sensitivity of your information. These include secure electronic medical record systems, restricted staff access on a need-to-know basis, and secure disposal of paper records.

7. Your Rights

You have the right to:

• Request access to your personal health information held by our clinic.
• Request corrections to inaccurate or incomplete information.
• Withdraw consent for uses of your information that are not required for treatment or legally mandated, subject to reasonable notice.
• File a complaint with our Privacy Officer or with the Office of the Privacy Commissioner of Canada.

8. Contact Our Privacy Officer

If you have questions, concerns, or wish to exercise your rights, please contact our Privacy Officer:

This policy may be updated from time to time. The most current version will always be available on this page. © 2026 Ottawa & River Walk-in Clinic. All rights reserved.