Privacy & Personal Health Information Policy
At The Pink Syringe, your privacy is taken seriously. We are committed to protecting the confidentiality, accuracy, and security of your personal and personal health information in accordance with applicable privacy legislation, including the Personal Health Information Protection Act (PHIPA) and professional standards set by the College of Nurses of Ontario (CNO).
This policy outlines how we collect, use, store, and protect your information when you visit our website, book services, or receive treatments with us.
Information We Collect
We may collect personal and personal health information necessary to provide safe, ethical, and appropriate care. This may include:
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Name, contact information, and date of birth
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Medical history and relevant health information
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Treatment history and clinical notes
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Consent forms and assessment documentation
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Payment and billing information
This information may be collected when you:
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Book an appointment
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Complete consultation, intake, or consent forms
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Receive treatment
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Contact us directly (by phone, email, or online)
How We Use Your Information
Your information is collected and used only for purposes related to your care and our professional obligations, including to:
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Assess suitability for treatments and provide safe, appropriate care
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Develop and document individualized treatment plans
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Communicate appointment reminders and updates
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Process payments and issue receipts
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Meet legal, regulatory, and professional documentation requirements
Where required, your information may be reviewed or shared with our Medical Director / Nurse Practitioner to support clinical oversight, prescribing decisions, and treatment planning. This sharing is limited to what is necessary for your care and is done in compliance with privacy legislation.
Electronic Medical Records (EMR)
All client information is securely stored in a password-protected, encrypted Electronic Medical Records (EMR) system. Access is restricted to authorized personnel at The Pink Syringe who are directly involved in your care.
Personal health information may be accessed by or shared with a licensed Nurse Practitioner or other regulated healthcare professional as part of assessment, prescribing, medical oversight, or continuity of care.
Disclosure of Information
We do not sell, trade, or disclose your personal information for marketing purposes.
Your information may only be disclosed:
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With your consent
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To regulated healthcare providers directly involved in your care
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When required by law or regulatory authorities
Data Storage & Security
We use industry-standard administrative, technical, and physical safeguards to protect your information against unauthorized access, loss, or misuse. Access is limited to authorized individuals only.
Your Rights
You have the right to:
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Request access to your personal or personal health information
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Request corrections to inaccurate or incomplete information
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Withdraw consent for certain uses of your information, where legally permitted
Requests can be made by contacting The Pink Syringe directly.
Cancellation & No-Show Policy
We value both your time and ours. To ensure availability for all clients, we require at least 24 hours’ notice for appointment cancellations or rescheduling.
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Cancellations made with less than 24 hours’ notice may be subject to a $50 late cancellation fee
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Missed appointments (no-shows) will incur a $50 fee
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Repeated late cancellations or no-shows may result in restrictions on future bookings
Thank you for your understanding and cooperation in helping us maintain an efficient and respectful schedule for all clients.