What is personal information?
Personal information is information about an identifiable individual, including that which relates to their personal characteristics, gender, age, home address or phone number, their health, health history, conditions and any services received by them.
Who we are:
As Registered Massage Therapists with the College of Massage Therapists of Ontario, we are obligated to uphold our standards of practice and all legislation regarding Privacy in Ontario. The health history files and all personal information that you willingly give to us will be used for the sole purpose of designing and implementing a treatment plan and for contact with you regarding appointments. The staff at Body & Health Wellness Spa will have access to the contact information and may inadvertently see some health information in the process of filing the health history files. However we will make all assurances that they follow appropriate privacy principles.
Collection of Personal Information: Primary Purpose
As Health Care Professionals, we collect the personal and health information in order to provide the best treatment according to the needs of you, the client. We will collect clients health history, including familial history, current symptoms and information regarding occupational hazards in order to fully understand the needs of the client and therefore implement the treatment specifically designed for their needs. Secondary to that we will be able to use past health history and ongoing notes in order to identify any changes to the health status or needs on an ongoing basis. In an extreme circumstance such as health emergency we may use information without express consent from the client. (e.g., the client is unconscious) or in the circumstances of leaving a message.
We may use personal information such as email addresses to send information about upcoming events, classes etc that may be taking place at Body & Health Wellness Spa. We will attempt to obtain consent prior to using this information however; we will immediately remove any personal information from our mailing lists upon request.
Related and Secondary Purposes:
To invoice clients for goods and services not paid for and the processing of credit card payments or to collect unpaid accounts.
As Registered Massage Therapists we are regulated by the College of Massage Therapists of Ontario, and thus under the Quality Assurance Program we are required to allow them access to review our files. All personal and health information seen during this process is considered confidential. Regulatory bodies of the government may also access information, such as Revenue Canada, Privacy Commissioner, etc. If need be we will consult with professionals who will aid in the above processes, (lawyers, accountants etc.)
Body & Health Wellness Spa were to be sold, the purchaser would want to conduct review of the clinics financial records. The purchaser would not be able to remove or record files. Any purchaser would be required to sign a written agreement that any and all information that is accessed would remain confidential.
You can choose not to be part of some of these related or secondary purposes (e.g., by declining to receive notices of special events etc). However, the Regulations require that personal and health information be accessed by the Regulatory bodies and therefore as a client of Body & Health Wellness Spa your file may be accessed for this purpose.
Protection of your Personal Information
Your health information/personal information will either be in a locked filing case or in a restricted area.
Electronic hardware is either under supervision, and passwords are used on computers.
Our staff will only collect, use and disclose personal information as necessary to fulfill their duties.
External consultants that may have access to personal information must enter into a privacy agreement with Body & Health Wellness Spa in order to ensure that all information is kept strictly confidential.
Disclosure of Personal Information
In the case that a lawyer or insurance company requires copies of a clients file we at Body & Health Wellness Spa will only grant such a request once a formal request is received with a signed copy of a release of information form from the client. The release of information form must state specifically who the information may be released to.
The following exceptions may apply:
To the company lawyer
To comply with a subpoena, warrant or court order.
At the request of a government institution for national security, law enforcement or administration.
At the initiative of Body & Health Wellness Spa to provide information to a government institution for national security, law enforcement or administration.
Where disclosure is required by law.
Retention and Disposing of Files
We are required to retain personal information for 10 years to ensure that we can answer any questions that may arise in reference to the services provided and for our own accountability to the College of Massage Therapists of Ontario.
Under our regulations we are required to retain all files for ten years. Body & Health Wellness Spa will destroy paper files containing personal information by shredding, and electronic files by deleting the information and when the hardware is discarded, we will ensure that is cleared of all information and destroyed.
You have the right to see what personal information we hold in reference to you. All we require is that you ask for such information in person if possible. In the case that we are not familiar with you we will require some identification to verify your identity. We will try and help you understand the short forms and technical terms used. If you wish to change any information in regards to the personal information/health information you have the right to do so. This applies to factual information, not to any professional opinions. We may ask that you provide documentation that our files are incorrect, and if need be we will send a revised form and explanation to anyone that form may have been forwarded to (with your request). If a mistake was not made in the file we will keep a copy of your request and statement in the health history and again forward to anyone that may have received the previous information.
I understand my personal information may be used by my Registered Massage Therapist, Brittany A Humes. I also understand that Body & Health Wellness Spa/Brittany A Humes daily schedule, with new clients being marked are shared with her spouse, Mike Hester, for the safety and protection of Brittany A Humes well being.
Tablets/Computers/Phones/&/or Any Other Recording Devices that are used in this clinic are used for the purpose of treatment notes, assessments, playing music and processing payments only. At NO TIME is the Voice/Video/&/or Any Other Recording function TURNED ON. At all times, the recording functions will remain inactive/blocked for the purpose of client privacy.
I give my informed consent to allow my Registered Massage Therapist (Brittany A Humes), to perform assessments and treatments as discussed during my Massage Therapy Treatments. I understand that at any time I may revoke my consent to sharing my personal information and to assessments/treatments and understand that the contents of my file are mine (the clients) and can be made available upon request.
Furthermore, I consent and give my permission to receive services from the employees of Body & Health Wellness Spa and agree to release and hold harmless the owner of Body & Health Wellness Spa from any and all liability claims, damages, actions and causes of actions whatsoever for loss, damage, or injury to person or property that may result from Body & Health Wellness Spa services, use of equipment and facilities or participation in any related services.