Viva Health Centre is operated by HPashaei Medicine Professional Corporation ("we", "us" or "our"). This policy explains how personal information is handled when you visit vivahealthcentres.com, contact us using the details on it, or access online appointment booking. It also explains your privacy choices and how to contact us.

Information we collect and how we use it

You can browse our website without creating an account. You can contact the clinic by telephone or access online appointment booking through Cortico.

When you visit, our website infrastructure and analytics tools process technical and usage information. This can include your IP address, browser and device characteristics, pages viewed, referring website or campaign information, visit times, and interactions such as clicks and scrolling. Cookies and similar technologies may associate activity with a browser or device. This information is not necessarily anonymous; visiting a particular health-related page may reveal an interest in a health topic.

We use website information to deliver and maintain the site, understand how visitors find and use it, identify technical problems, protect against misuse, and improve content and navigation. Analytics may also help us understand the effectiveness of links and campaigns that bring visitors to the site.

If you call or email us, we collect the information you choose to provide, such as your name, contact details and the substance of your request. We use it to respond, arrange the requested service, or handle your privacy concern. Providing contact details for an enquiry or booking does not by itself authorise promotional messages. Please avoid sending medical records, health card numbers or detailed medical information to our privacy email address; contact us first to arrange an appropriate way to provide information that is needed.

Patient information and online booking

Our online booking service is provided through Cortico. When you use it, information you enter is processed to arrange your appointment and make relevant booking information available to the clinic. Depending on the booking process, this may include identifying, contact and appointment information, and information relating to your health. Review the notices shown within the booking service before submitting your information.

We remain responsible for personal information under our custody or control. Where booking information is personal health information, we handle it in accordance with Ontario's Personal Health Information Protection Act, 2004 and other applicable requirements. You may call us instead of booking online.

For details about Cortico's handling of information, see the Cortico Privacy Policy.

Cookies and website analytics

We use Google Analytics to measure website traffic and Microsoft Clarity to understand how visitors use our pages, including through heatmaps and session replay of webpage interactions. These services receive technical and usage information and may use cookies or similar technologies. Microsoft also processes information as an independent controller for its own purposes, including service improvement and Microsoft Advertising, as described in its Privacy Statement.

Our Cookie and Tracking Policy provides further details about these technologies and your choices. This policy does not itself obtain consent where separate consent is required. You can also read how Google uses information from sites that use its services and the Microsoft Privacy Statement.

Who can receive information

Information may be available to clinic personnel and service providers who need it to operate the website, administer booking, respond to requests, provide technical support, or protect our systems. The website and analytics providers described above receive information when their services are used. Some providers, including Microsoft in relation to Clarity, also process information for their own purposes as described in their privacy notices.

We may also disclose information when required or permitted by applicable law, including to comply with a lawful request or address fraud, security incidents or a legal claim. The nature and extent of any disclosure depend on the circumstances and the legal requirements that apply.

Processing outside Canada

Website and analytics providers may process or store information in Canada, the United States and other countries where they or their service providers operate. Information processed outside Canada may be accessible to courts, law enforcement or other authorities under the laws of those countries. Contact us if you have questions about the service providers involved in handling your information.

Retention and protection

We retain personal information under our control for as long as reasonably needed for the purpose for which it was collected, including responding to requests, maintaining necessary records, resolving complaints and meeting legal obligations. Retention varies by the type of information. Providers that process information for their own purposes apply their own retention practices, as described in their privacy notices. We delete or de-identify information when it is no longer needed, subject to applicable requirements.

We use reasonable administrative, technical and physical safeguards appropriate to the sensitivity of the information. No website, transmission method or storage system is completely secure. If a privacy breach occurs, we will take steps to address it and provide notices where required by law.

Access requests and privacy concerns

Subject to applicable law, you may request access to personal information under our custody or control, ask for a correction, or request withdrawal of consent to an optional use. You may also ask us to delete information that is no longer required. These rights are subject to legal exceptions and retention obligations. We may need to verify your identity before responding. We will respond within applicable legal time limits and explain any restriction, available complaint route, or effect of withdrawing consent. Withdrawal applies to future processing and does not invalidate earlier lawful processing.

Please direct privacy questions, requests and complaints to:

Privacy Contact — Viva Health Centre
9580 Yonge Street, Unit 6
Richmond Hill, ON L4C 1V6
Telephone: (905) 237-8482
Email: privacy@vivahealthcentres.com

You may raise a concern directly with the appropriate privacy regulator without first completing our complaint process. For personal health information in Ontario, contact the Information and Privacy Commissioner of Ontario. For matters within federal private-sector privacy jurisdiction, contact the Office of the Privacy Commissioner of Canada.

Changes to this policy

We may update this policy when our website, services or privacy practices change. The current version will appear on our website with an updated effective date. Where required, we will provide additional notice or obtain consent before introducing a new use of personal information.