Privacy Policy
Ajax Ophthalmology Associates https://ajaxeyes.ca/
Effective Date: May 1, 2025 Last Updated: May 1, 2025
Introduction
Ajax Ophthalmology Associates (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of your personal information and personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website at https://ajaxeyes.ca/ or interact with our clinic.
We comply with the Personal Health Information Protection Act, 2004 (PHIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as all other applicable federal and provincial privacy legislation in Ontario.
Please read this policy carefully. By using our website or providing us with your information, you consent to the practices described in this Privacy Policy.
1. Information We Collect
1.1 Personal Health Information
As an ophthalmology practice, we collect personal health information (PHI) to provide you with medical care. This may include:
- Your name, date of birth, health card number, and contact details
- Medical and ocular history, diagnoses, and clinical notes
- Medications, allergies, and surgical history
- Examination results, imaging, and diagnostic test data
- Referral letters and correspondence with other healthcare providers
- Billing and insurance information
We collect this information directly from you, from your authorized representatives, or from referring physicians and other members of your circle of care.
1.2 Website Information
When you visit https://ajaxeyes.ca/, we may automatically collect certain non-personal technical information, including:
- Browser type and version
- Device type and operating system
- Pages visited and time spent on each page
- Referring website or search terms
- IP address (collected in anonymized or aggregated form where possible)
1.3 Contact Form and Inquiry Information
If you submit a contact form, appointment request, or email inquiry through our website, we collect the information you provide, which may include your name, email address, phone number, and the content of your message.
Please note that general internet email and web contact forms are not fully secure methods of communication. We ask that you do not submit sensitive personal health information through our website contact form.
2. How We Use Your Information
2.1 Personal Health Information
We use your personal health information only for the purposes for which it was collected or as otherwise permitted by law. Primary purposes include:
- Providing, coordinating, and managing your ophthalmic care
- Communicating with other healthcare providers involved in your care
- Scheduling appointments and managing clinic operations
- Processing billing and submitting claims to OHIP or private insurers
- Complying with legal, regulatory, and professional obligations
- Quality assurance, patient safety activities, and accreditation
We do not sell, rent, or trade your personal health information.
2.2 Website and Inquiry Information
We use website and inquiry information to:
- Respond to your questions, appointment requests, or general inquiries
- Improve the content, functionality, and performance of our website
- Analyze how visitors use our site in order to enhance the patient experience
- Comply with applicable laws and regulations
3. Disclosure of Your Information
We do not disclose your personal health information except as permitted or required by law. We may share information in the following circumstances:
- Circle of care: With other healthcare providers directly involved in your treatment, such as referring or consulting physicians, optometrists, and surgical facilities.
- Your consent: When you have provided express or implied consent.
- Legal requirements: When required by law, a court order, or a regulatory authority.
- Safety: Where necessary to prevent serious harm to you or another person.
- Service providers: With trusted third-party vendors (such as electronic medical record systems and IT service providers) who assist us in operating our clinic and website. These parties are bound by confidentiality agreements and are not permitted to use your information for any other purpose.
We do not sell, rent, or otherwise disclose your personal health information to third parties for marketing purposes.
4. Cookies and Website Analytics
Our website may use cookies and similar tracking technologies to improve your browsing experience and gather aggregate website usage data. Cookies are small text files stored on your device.
We may use:
- Essential cookies required for basic website functionality.
- Analytics cookies (such as Google Analytics) to understand how visitors interact with our site. Data collected through analytics tools is anonymized and aggregated and is not used to identify individual users.
You can disable cookies through your browser settings at any time. Please note that disabling certain cookies may affect the functionality of the website.
5. How We Protect Your Information
We take the security of your personal and personal health information seriously. We maintain physical, administrative, and technical safeguards appropriate to the sensitivity of the information, including:
- Secure electronic medical record systems with role-based access controls
- Password protection and encryption for digital records
- Secure physical storage for any paper records
- Staff training on privacy obligations and confidentiality
- Regular review of our privacy and security practices
While we take reasonable precautions to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.
6. Retention of Information
We retain personal health information for the minimum period required by law and our professional obligations. Under Ontario law, patient records are generally retained for at least ten years from the date of last entry, or, in the case of a minor, until the patient reaches the age of 28, whichever is later. When information is no longer required, it is securely destroyed or anonymized.
7. Your Rights
You have the right to:
- Access your personal health information held by our clinic, subject to limited exceptions under PHIPA.
- Request correction of inaccurate or incomplete information.
- Withdraw consent to certain uses or disclosures, where legally permissible. Please note that withdrawing consent for necessary treatment-related uses may affect our ability to provide care.
- File a complaint with our Privacy Officer or with the Information and Privacy Commissioner of Ontario if you believe your privacy rights have been violated.
To exercise any of these rights, please contact our Privacy Officer using the information below.
8. Children’s Privacy
Our website is not directed to children under the age of 16, and we do not knowingly collect personal information from children through the website. Clinical information for patients who are minors is collected and managed in accordance with PHIPA and applicable professional standards.
9. Third-Party Links
Our website may contain links to third-party websites for your convenience and information. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any external websites you visit.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. The updated policy will be posted on this page with a revised “Last Updated” date. We encourage you to review this policy periodically.
11. Contact Our Privacy Officer
If you have questions or concerns about this Privacy Policy, how your information is handled, or if you wish to make a privacy-related request, please contact our Privacy Officer:
Ajax Ophthalmology Associates Ajax, Ontario Website: https://ajaxeyes.ca/
You also have the right to contact the Information and Privacy Commissioner of Ontario if you believe your privacy rights under PHIPA have not been respected:
Information and Privacy Commissioner of Ontario 2 Bloor Street East, Suite 1400 Toronto, Ontario M4W 1A8 Telephone: 1-800-387-0073 Website: www.ipc.on.ca
This Privacy Policy is provided for informational purposes. It does not constitute legal advice. Ajax Ophthalmology Associates recommends consulting with a qualified healthcare privacy lawyer to ensure full compliance with all applicable legislation.