PRIVACY POLICY

Effective date: August 27, 2026

At Becky & Co. Medical Foot Care, we are committed to protecting the privacy, confidentiality and security of personal information and personal health information.

Becky Smith, RN, operating as Becky & Co. Medical Foot Care, is responsible for personal health information in our custody or control and acts as the Health Information Custodian and Privacy Contact. As a nurse-led health care provider in Ontario, we handle personal health information in accordance with Ontario's Personal Health Information Protection Act, 2004 (PHIPA), applicable professional requirements and other privacy laws that may apply, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable.

SCOPE OF THIS POLICY

This policy explains how we collect, use, disclose, protect, retain and provide access to information obtained through our clinic, home visits, website, online booking, communications and related services.

Personal health information includes identifying information about an individual's physical or mental health, health history, health care, eligibility for health services or payment for health care. Other personal information may include contact, payment, website-use and business information that is not part of a clinical record.

INFORMATION WE COLLECT

Depending on how you interact with us, we may collect:

• Name, date of birth and contact information

• Address and emergency-contact information

• Medical and health history relevant to foot care

• Medications, allergies and known health risks

• Foot assessments, clinical findings, treatment plans and progress notes

• Clinical photographs, when appropriate and with consent

• Referral information and information from other health care providers

• Appointment and scheduling information

• Insurance, Veterans Affairs Canada or other benefit information

• Payment, invoice and receipt information

• Information about an authorized family member, caregiver or substitute decision-maker

• Information submitted through our website, booking system, email, telephone, text message or other communication channels

We collect information directly from you whenever possible. We may also collect information from an authorized representative, referring health care provider, insurer, benefit administrator or another source when you consent or when permitted or required by law.

HOW WE USE INFORMATION

We use information only for purposes related to providing and administering our services, including to:

• Assess your foot health and care needs

• Plan, provide, monitor and document treatment

• Communicate with you about your care

• Schedule and confirm appointments and send reminders

• Coordinate care and communicate with other health care providers when appropriate

• Provide referrals, education and follow-up information

• Process payments, invoices, receipts, insurance and benefit claims

• Maintain required clinical and business records

• Meet legal, regulatory, professional, insurance and quality-assurance obligations

• Respond to questions, requests and website inquiries

• Operate, secure, understand and improve our website and services

We limit collection and use to information that is reasonably necessary for these purposes.

WEBSITE FORMS, COOKIES AND ANALYTICS

When you use our website, we may receive information you choose to submit, such as your name, email address, telephone number, address, message and appointment-related information. Website forms may be processed or stored by Squarespace and delivered to us through email or other storage methods configured for the site.

Our website and its service providers may also collect technical information such as IP address, browser and device type, approximate location, pages viewed, referral source and interactions with the site. Cookies and similar technologies may be used to operate the website, protect forms from spam, remember preferences, measure use and improve performance.

The website currently uses or links to services that may include Squarespace for hosting, forms and analytics; Google services such as Tag Manager, Maps and reCAPTCHA; Cliniko for appointment booking and electronic health records; and Square for gift cards or payment-related services. These providers may process information on our behalf or collect information under their own privacy policies when you use their services.

You can control cookies through your browser settings. Where a cookie-preference tool is displayed, you can use it to manage non-essential cookies. Disabling some cookies may affect website functionality.

Please do not use a general website form or ordinary email to send urgent or highly sensitive medical information. For a medical emergency, call 911 or seek appropriate emergency care.

CONSENT AND YOUR CHOICES

We obtain express or implied consent as required by law and appropriate to the sensitivity of the information and the circumstances. You may ask questions, withdraw consent or place limits on certain uses and disclosures, subject to legal, regulatory and practical restrictions. We will explain if a requested limitation may affect our ability to provide care or complete a requested service.

We do not use contact information for promotional marketing without any separate consent required by law. You may withdraw consent to optional promotional communications at any time.

SHARING AND DISCLOSURE

We do not sell personal information or personal health information.

We disclose information only with consent or as otherwise permitted or required by law. This may include disclosure to:

• Health care providers involved in your care, when appropriate

• Authorized family members, caregivers or substitute decision-makers

• Insurers, Veterans Affairs Canada or benefit administrators when authorized

• Service providers that support our clinical, booking, website, communications, payment, record-keeping or technology operations

• Regulators, law-enforcement bodies or other organizations when disclosure is required or permitted by law

We do not disclose information to a relative, friend, caregiver, insurer or other person merely because they request it. Authorization will be verified when required. Service providers are expected to handle information only as necessary to provide contracted services and to use appropriate privacy and security safeguards.

ELECTRONIC HEALTH RECORDS AND ONLINE BOOKING

We use electronic systems to manage clinical records, appointments and related information. Access is limited to authorized individuals who require the information for legitimate care, administrative or legal purposes. We select and configure systems with privacy and security in mind, but no electronic system or method of transmission can be guaranteed to be completely risk-free.

EMAIL, TELEPHONE AND ELECTRONIC COMMUNICATIONS

We may use telephone, voicemail, email, text message and booking systems for scheduling, reminders, follow-up and care-related communications. Electronic communications can carry risks, including misdirection, interception or access by another person. We take reasonable precautions and limit sensitive information where practical.

Please contact us if you have communication preferences or do not want us to leave detailed voicemail, email or text messages. Some essential communications may still be required to provide a requested service.

CLINICAL PHOTOGRAPHS

Clinical photographs may be taken with appropriate consent for assessment, documentation or monitoring. Clinical photographs are treated as personal health information and protected as part of the clinical record.

We obtain separate authorization before using an identifiable image for advertising, social media, education outside your care team, promotional purposes or another non-clinical purpose.

STUDENTS AND CLINICAL EDUCATION

Students or other supervised learners may occasionally participate in clinical education. You will be informed and may decline student involvement without affecting your care. Learners must follow privacy and confidentiality requirements and may access information only as necessary for their supervised role.

PROTECTING INFORMATION

We use reasonable administrative, physical and technical safeguards appropriate to the sensitivity of the information. These may include access controls, passwords, confidentiality obligations, staff education, secure handling and storage practices, device and system protections, and procedures for the secure disposal of records.

These safeguards apply to our nurses, administrative support, students, contractors and service providers as appropriate, and to care delivered in the clinic, in a client's home or through electronic communications.

PRIVACY BREACHES

If a privacy or security incident occurs, we take reasonable steps to contain it, investigate what happened, reduce the risk of harm and prevent recurrence. We notify affected individuals, the Information and Privacy Commissioner of Ontario, professional regulators or other authorities when required by law.

RETENTION AND SECURE DISPOSAL

We retain clinical and business records for the periods required by law, professional and regulatory standards, contracts, insurance requirements and legitimate business needs. When information is no longer required, we securely destroy it or de-identify it in a manner appropriate to its format and sensitivity.

PROCESSING OUTSIDE ONTARIO OR CANADA

Some technology and service providers may process or store information outside Ontario or Canada. Information handled in another jurisdiction may be subject to the laws of that jurisdiction and may be accessible to courts, law-enforcement or regulatory authorities in accordance with those laws. We consider privacy and security when selecting providers and limit the information provided to what is reasonably necessary.

ACCESSING OR CORRECTING YOUR HEALTH RECORD

You may request access to your health record or ask us to correct information that you believe is inaccurate or incomplete, subject to limited exceptions under applicable law. We may ask for information to verify your identity and authority before responding. Reasonable fees may apply where permitted by law, and we will explain any fee in advance.

Requests should be directed to the Privacy Contact listed below.

CHILDREN, CAREGIVERS AND SUBSTITUTE DECISION-MAKERS

Where a person is not able to provide consent, we work with an authorized substitute decision-maker in accordance with applicable law. We verify authority where appropriate and continue to respect the individual's dignity, privacy and participation in decisions to the extent possible.

PRIVACY QUESTIONS OR COMPLAINTS

Please contact our Privacy Contact if you have a question, want access to or correction of a record, or wish to raise a privacy concern. We will review concerns respectfully and confidentially. Raising a privacy concern will not affect the quality of care you receive.

You also have the right to contact the Information and Privacy Commissioner of Ontario.

PRIVACY CONTACT

Becky Smith, RN

Owner, Health Information Custodian and Privacy Contact

Becky & Co. Medical Foot Care

Queensway Medical Centre

Suite 300, 5307 Canotek Road

Gloucester, Ontario K1J 9M1

Email: beckyandco.info@gmail.com

Telephone: (613) 746-6223 Ext. 4

CHANGES TO THIS POLICY

We may update this policy from time to time to reflect changes in our practices, services, technology or legal requirements. The current version will be posted on this website with its effective date.