Privacy Policy

Effective Date: 2025-12-01
Business Name: Canada TravelMED
Address: 101-444 Concession St, Hamilton, ON, L9A 1C2
Privacy Contact: support@canadatravelmed.ca | (289) 309-1920

1. Introduction

Canada TravelMED (“we,” “our,” or “us”) provides virtual travel medicine consultations and vaccination advice to patients across Canada. We are committed to protecting your personal information and personal health information in compliance with the Personal Health Information Protection Act (PHIPA) and all applicable Canadian privacy laws.

This Privacy Policy explains:

  • What information we collect
  • How we use and protect it
  • When it may be shared
  • Your rights regarding your information

By using our services or booking an appointment, you agree to this Privacy Policy.

2. Information We Collect

When you book an appointment or receive care from us, we collect the following information:

Personal Information

  • Name
  • Email address
  • Phone number
  • Date of birth
  • Sex assigned at birth
  • Payment information (handled directly by Stripe; we do not store card numbers)

Personal Health Information (PHI)

  • OHIP number (collected for informational purposes only)
  • Medical history
  • Travel itinerary
  • Vaccination history
  • Information provided during consultation
  • Prescriptions or medical recommendations
  • For minors: parent/guardian contact and consent information

Website & Technical Information

  • IP address
  • Browser type and version
  • Device information
  • Pages visited and actions taken
  • Cookies and similar tracking technologies
  • This helps us optimize website performance and user experience.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To book and manage appointments
  • To provide virtual travel medicine assessments
  • To review medical and vaccination history
  • To provide prescriptions or medical recommendations
  • To send appointment reminders and virtual call links
  • To send receipts and payment confirmations
  • To comply with medical, legal, and record-keeping requirements
  • To maintain accurate patient records for 10 years
  • Improve website functionality and user experience
  • Optional future use: to send marketing or clinic updates (patients can opt out anytime)

We do not use your OHIP number for billing and collect it only for informational or clinical reference.

4. How Your Information Is Stored

Your information is securely stored in the following Canadian systems:

  • OceanMD (appointment and intake system)
  • TELUS Health EMR (Electronic Medical Records system)

Both companies are Canadian and designed to comply with PHIPA and Canadian privacy standards.

Access to your information is strictly limited to:

  • The physician
  • Registered nurse
  • Authorized administrative staff

5. Payment Processing

We use Stripe to process payments.
When you pay, you are redirected to Stripe’s secure payment page.

Canada TravelMED does not store or access your full credit card number.

Stripe processes payments in compliance with PCI-DSS security standards.

6. Third-Party Services

We use the following external services to operate our service:

  • OceanMD – appointment booking, forms, email notifications
  • Stripe – secure payment processing
  • Google Analytics – website traffic and performance analytics

These third-party providers may process limited personal information necessary to deliver their services. They do not have access to your full medical chart.

7. Cookies and Website Tracking

Our website uses Google Analytics to analyze website usage and improve user experience.

Google Analytics may collect:

  • IP address
  • Browser type
  • Pages visited
  • Time spent on the website

Patients can block analytics cookies through their browser settings.

8. Sharing Your Information

We do not sell or share your information for advertising.

We may share your information only in the following cases:

  • With your consent
  • With other healthcare providers involved in your care
  • With your parent/guardian when required
  • When required by law, such as public health reporting
  • To protect someone from imminent harm
  • When requested by regulatory or oversight bodies

9. Data Retention

We retain patient medical records for 10 years from the date of your last visit, or longer if required by Ontario law.
Records for minors are kept for 10 years after they reach age 18.

10. How We Protect Your Information

We take reasonable steps to protect your personal health information, including:

  • Use of PHIPA-compliant systems
  • Encrypted storage and transmission
  • Role-based access controls
  • Staff training in privacy and confidentiality
  • Secure Canadian servers via OceanMD and TELUS Health

However, no system can be 100% secure, and we cannot guarantee absolute protection.

11. Your Rights

Under PHIPA, you have the right to:

  • Access your health record
  • Request corrections to your information
  • Withdraw consent for certain uses
  • Request a copy of your records
  • Ask how your information has been shared
  • File a complaint with the Information and Privacy Commissioner of Ontario (IPC) if you feel your privacy rights have been violated

To exercise these rights, contact our Chief Compliance Officer.

12. Privacy Contact

If you have any questions or wish to access your personal information, please contact our Chief Compliance Officer at any of the following contacts:

Email: support@canadatravelmed.ca
Phone: (289) 309-1920
Address: 101-444 Concession St, Hamilton, ON, L9A 1C2

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time without notice or liability. Any revisions will be posted on our website with the updated effective date.

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