Custodian of Records Privacy Policy

Model Public Statement of Information Practices

1. Collection of Personal Health Information

We collect personal health information directly from you or from a person acting on your behalf. This information may include:

  • Basic identification (name, date of birth, contact details).
  • Health history, assessment findings, and treatment plans.
  • Details of past visits, billing, and payment records.

We may occasionally collect information from other healthcare providers with your consent or as permitted by law.

2. How We Use and Disclose Your Information

Your personal health information is used and disclosed for the following purposes:

  • Direct Care: To provide, plan, and manage your massage therapy treatment (within your circle of care).
  • Billing & Payments: To invoice you, your insurer, or WSIB for services rendered.
  • Clinic Operations: To conduct quality improvement, administrative activities, and risk management.
  • Legal & Regulatory Compliance: To comply with mandatory reporting obligations and regulatory oversight by the College of Massage Therapists of Ontario (CMTO).

3. Safeguards & Security

We take reasonable steps to protect your personal health information against loss, theft, unauthorized access, copying, or modification.

  • Physical files are stored in locked cabinets/secure areas.
  • Electronic records are protected via password protection, strong encryption, and secure backups.
  • Records are retained for a minimum of 10 years from the last visit (or 10 years after a minor turns 18) and destroyed securely thereafter.

4. Your Rights

Subject to limited legal exceptions, you have the right to:

  • Access your health records or request a copy.
  • Request corrections if you believe your record is incomplete or inaccurate.
  • Withdraw or limit consent for certain uses and disclosures of your health information.

5. Contact Information & Complaints

Contact Person / Privacy Officer:

Brian Diemer / Angie McLellan-Mitchell Co-Owners

Hands On Massage Therapy – 486 Advance Blvd, Tecumseh, ON, N8N 0B8

519-727-4242 – handson_rmts@hotmail.com

If you are unable to resolve a concern with our privacy contact, you have the right to file a formal complaint with the Information and Privacy Commissioner of Ontario (IPC):

  • Address: 2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8
  • Telephone: 416-326-3333 / 1-800-387-0073
  • Website: ipc.on.ca

(Note: If you are looking for the CMTO’s corporate privacy policy regarding how the regulatory body itself handles therapist/public data rather than client clinic records, the CMTO Registrar & Director of Corporate Services acts as its internal privacy officer.)