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Your Health Data Privacy Policy

1. Introduction

At ClearScan, we are dedicated to keeping your personal and health information private and secure. This Privacy Policy explains how we collect, use, share, and protect your information when you visit our website or use our medical imaging and diagnostic services.

ClearScan follows Canada’s laws on personal information protection, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and all relevant provincial health privacy laws, such as Ontario’s Personal Health Information Protection Act (PHIPA). PHIPA is a provincial law that specifically governs how personal health information is collected, used, and disclosed by healthcare providers and organizations operating in Ontario. It ensures that your medical data is handled responsibly, with strict safeguards for confidentiality and patient consent.

We only collect the information we need to provide you with high-quality medical care and diagnostic services. By accessing our website or using ClearScan’s services, you agree to the practices described in this policy. We aim to be clear about how we handle your data while maintaining the highest standards of trust, professionalism, and patient care.

 

2. Definitions

For this Privacy Policy, the following terms are used:

  • Personal Information (PI): Any information about an identifiable individual, such as your name, contact details, date of birth, or billing information.
     
  • Personal Health Information (PHI): Details related to your medical history, scan results, physician referrals, health card number, or any data collected in connection with providing medical imaging services.
     
  • Cookies and Tracking Data: Small data files or technologies that record information about your website usage, preferences, and browsing activity to enhance your online experience.
     
  • Anonymized or Aggregated Data: Information that has been processed to remove personal identifiers and cannot be used to identify you directly or indirectly.

These definitions help clarify how ClearScan manages different types of information to ensure transparency and compliance with Canadian privacy standards.


 

3. Scope of Application

This Privacy Policy explains how ClearScan collects, uses, and shares personal and health information. This applies to information gathered through our website, online forms, appointment bookings, patient communications, and in-person diagnostic services.

 It covers both online and offline interactions with ClearScan, including information obtained directly from patients, referring doctors, and authorized representatives.

This policy is for anyone who visits our website, books an appointment, or uses our medical imaging services in Canada.

It does not cover third-party websites, apps, or service providers linked to our site. ClearScan encourages users to check the privacy policies of any external sites before sharing personal information.

 

4. Legal Compliance & Consent

ClearScan follows the Personal Information Protection and Electronic Documents Act (PIPEDA) and all relevant provincial health privacy laws in Canada regarding personal and health information. 

This includes compliance with Ontario’s Personal Health Information Protection Act (PHIPA), which outlines how healthcare organizations must collect, use, retain, and disclose personal health information within the province. 

Under PHIPA, ClearScan is committed to obtaining meaningful consent, maintaining transparency, and ensuring that patients can access or correct their information when required.

We only collect the information we need to provide medical imaging and related healthcare services. We get your consent to use your information in two ways: directly (for sensitive or health-related data) or indirectly (when you voluntarily provide information for our services). You can withdraw your consent at any time, but doing so may impact our ability to provide certain diagnostic or follow-up services, depending on applicable legal, regulatory, or contractual requirements.

ClearScan guarantees that we handle your personal and health information transparently, lawfully, and only for the reasons stated in this Privacy Policy, in full alignment with both PIPEDA and PHIPA standards.

 

5. Information We Collect

ClearScan collects only the information necessary to provide safe, accurate, and efficient medical imaging services. The types of information we collect include:

  • Information provided directly by you: such as your name, address, email, phone number, date of birth, health card or insurance details, appointment preferences, and any medical information or referrals submitted to schedule or complete your scan.
     
  • Health-related information: including medical history, physician referrals, scan requisitions, imaging results, and diagnostic interpretations needed to deliver accurate healthcare services.
     
  • Automatically collected information, such as your IP address, browser type, device details, and website usage data collected through cookies or analytics tools, is used to improve our website’s performance and user experience.
     
  • Third-party information: received from referring physicians, clinics, or authorized representatives for the purpose of coordinating care.

All information is collected fairly, with your knowledge and consent, and handled in accordance with Canadian privacy legislation.

 

6. How We Use Personal & Health Information

ClearScan uses your personal and health information strictly for purposes related to your medical care and service experience. This includes scheduling and managing appointments, conducting diagnostic imaging procedures, generating and delivering scan reports, and securely sharing results with your referring physician or healthcare provider. 

We also use your information for billing, insurance claims, and administrative record-keeping in compliance with healthcare regulations. Additionally, your data may be used to improve our services, enhance patient care, perform quality assurance reviews, or support anonymized research and analytics. 

Communication, such as appointment reminders or service updates, may also be sent using your provided contact details. ClearScan does not use personal or health information for unrelated marketing purposes without obtaining explicit consent.

 

7. Disclosure & Sharing of Information

ClearScan may disclose your personal and health information only when necessary and in accordance with applicable privacy laws. Information may be shared with:

  • Referring physicians or healthcare providers directly involved in your care.
     
  • Authorized third-party service providers who assist with IT support, secure data storage, billing, or analytics, bound by confidentiality agreements.
     
  • Regulatory or legal authorities, when required by law, court order, or to ensure patient safety.
     
  • Emergencies to protect your health or that of others.
     
  • Corporate or administrative purposes, such as audits or business transitions, are under strict data protection safeguards.

ClearScan does not sell, rent, or trade your personal or health information for commercial gain. All disclosures are limited to legitimate healthcare or operational purposes, ensuring your data remains secure and confidential.

 

8. Cookies, Analytics, and Tracking Technologies

ClearScan uses cookies and similar technologies to improve website functionality, analyze visitor traffic, and enhance user experience. Cookies help us remember user preferences, streamline navigation, and gather non-identifiable analytics data such as browser type, device, and session duration. 

We may use trusted third-party tools, such as Google Analytics, to better understand website usage patterns. No personal or health information is collected through these tools without your consent.

You can choose to disable cookies through your browser settings; however, certain features of the website may not function properly as a result. ClearScan does not use tracking technologies to collect sensitive medical information or for targeted advertising purposes.

 

9. Security & Safeguards

ClearScan employs comprehensive physical, administrative, and technical safeguards to protect your personal and health information against loss, theft, unauthorized access, disclosure, alteration, or misuse. Security measures include encrypted servers, secure networks, restricted staff access, password protection, and staff training on confidentiality practices. 

All electronic medical records are stored and transmitted securely in compliance with Canadian healthcare standards. While ClearScan takes every reasonable step to safeguard your data, it is important to note that no online system or electronic transmission is entirely risk-free. In the unlikely event of a data breach, ClearScan will promptly investigate and take necessary actions in accordance with applicable privacy laws.

 

10. Data Retention & Storage

ClearScan retains personal and health information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. 

Medical records are maintained in compliance with provincial health record-keeping regulations, typically for at least ten (10) years from the date of the last entry, or longer for minors and specific clinical requirements. 

Once information is no longer needed, it is securely destroyed or anonymized to prevent unauthorized access or identification. All data, whether stored electronically or in paper form, is handled with the highest level of confidentiality and integrity. 

 

11. Cross-Border Data Transfers

All personal and health information collected by ClearScan is primarily stored and processed within Canada. In limited cases where third-party service providers operate outside Canada (such as cloud or IT vendors), your information may be transferred securely across borders. 

When such transfers occur, ClearScan ensures that appropriate contractual and security safeguards are in place to maintain equivalent levels of privacy protection consistent with Canadian standards.

 

12. Patient Rights

As a ClearScan patient, you have the right to access, review, and obtain a copy of your personal or health information, subject to applicable legal limitations. You may request corrections to inaccurate or incomplete data, withdraw consent for certain uses, or ask about how your information is handled. 

To exercise these rights, you can contact our Privacy Officer using the details provided below. Requests will be addressed within a reasonable timeframe and in accordance with Canadian privacy laws.

 

13. Email & Communication Preferences

ClearScan complies with Canada’s Anti-Spam Legislation (CASL). We will only send you promotional or informational emails if you have provided express consent. You may also receive non-promotional messages related to your appointments, test results, or healthcare services. 

Please note that opting out of marketing messages will not affect essential service-related communications.

 

14. Third-Party Links

Our website may contain links to external websites operated by third parties. ClearScan is not responsible for the privacy practices, content, or policies of these external sites. 

We encourage visitors to review the privacy statements of any website they access through our links before providing personal information.

 

15. Changes to This Policy

ClearScan may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or technological advancements. Any significant updates will be posted on our website with an updated “Last Revised” date.

We encourage you to review this page regularly to stay informed about how we protect your personal and health information. Continued use of our website or services after such updates indicates your acceptance of the revised policy.