As used in this Patient Privacy Notice (“Notice”), the terms “we”, “us”, and “our” mean ProResp. At ProResp, privacy is important to us, and we are committed to protecting your privacy and ensuring the confidentiality of your Personal Health Information to provide excellent care.

For the purpose of this Notice, “Personal Health Information” or “PHI” shall mean identifying information about an individual that relates to: the individual’s physical or mental health, the provision of healthcare to the individual, payments or eligibility for health care, the individual’s health number (ex. health card number), or the identity of the individual’s substitute decisionmaker, or as otherwise defined by applicable privacy legislation. 

This Notice complies with the Personal Health Information Protection Act, 2004 (“PHIPA”)

We collect Personal Health Information that you voluntarily provide us either directly or from the person acting on your behalf (ex. substitute decision maker). We may also collect your Personal Health Information from other sources if the law permits or we have your consent to do so. ProResp collects, uses, and discloses PHI with consent or as otherwise permitted or required by PHIPA. 
ProResp may rely on express or implied consent when collecting, using, or disclosing PHI for the purpose of providing patient care.

Collection of your PHI
To provide you with quality health care, we collect your Personal Health Information in line with PHIPA:

• Direct Collection: We collect information from you when you provide it to us directly. 

• Indirect Collection: As permitted by PHIPA, we may collect PHI indirectly from other sources - such as other health information custodians within your circle of care - for the purpose of providing health care, if we have your consent or where the law permits or requires it. 

  How we Use and Disclose or Share your PHI
  Your Personal Health Information is primarily used and shared for the purpose of providing health care, which includes administration activities necessary for your treatment and care (ex. billing and scheduling). This includes communicating with other health care providers who are involved in your care. 

  We will not use your Personal Health Information for new purposes without your express consent.

  We may share your information with:

• Legal or regulatory bodies: if necessary to comply with laws, for example, in response to a subpoena or government request.
• In a business transfer: such as a merger or acquisition. We will notify you of such a change in ownership or transfer of assets, to the extent we are able to do so.
• Other companies within our corporate group, where necessary to provide requested services or for internal administrative purposes. 

We are accountable for all Personal Health Information under our control, including information transferred to a third-party for processing. We do not sell your Personal Health Information.

Disclosures without Consent

We may disclose your Personal Health Information without your consent to:

• Your legal guardian or substitute decision-maker
• Report suspected abuse
• Report certain diseases to public health authorities
• Prevent serious bodily harm to you or others

At ProResp, we only collect photographic records when necessary for your care, such as for identity verification. To protect the privacy of our patients and staff, no other photography, video or audio recording is permitted during the provision of services to a patient without express permission. 

How We Protect Personal Health Information

ProResp is committed to safeguarding your Personal Health Information through the following measures:

• Robust measures are implemented to protect your Personal Health Information from theft, loss and unauthorized access.
• Regular audits and reviews are conducted to monitor, assess and strengthen privacy compliance.
• Personal Health Information is used strictly for purposes to which individuals have consented, in accordance with applicable privacy legislation. 
• Personal Health Information is retained only for as long as necessary and disposed securely when no longer required.
  All staff receive ongoing training to ensure understanding of responsibilities and protection of your Personal Health Information. 

We maintain administrative, physical and technical safeguards consistent with legal requirements and recognized privacy standards.  

You or a person who can make decisions for you about your Personal Health Information have the right to:

• Access a copy of your Personal Health Information in our custody, subject to limited exceptions.
• Request a correction to your Personal Health Information if you believe it is incomplete or inaccurate for the purposes for which we use it. If a correction is denied, we will attach your Statement of Disagreement to the record.
• Withdraw or withhold consent (the “Lockbox” right) at any time for the collection, use or disclosure of your Personal Health
• Information for health care purposes, subject to legal requirements and the potential consequences for the provision of your care.
• Be notified if your Personal Health Information is stolen, lost or used or disclosed without authority, subject to the notification requirements set out in PHIPA.

To exercise these rights, contact our Privacy Officer using the details provided in the “Contact Us” section of this Notice. We will respond within the required legal timelines and notify you if more time is needed. If a request is denied, we will explain why and inform you of your available complaint options, including how to contact the relevant authority.

Please be aware that certain rights are subject to limited and specific exceptions set out in PHIPA and other laws.

If you are not satisfied with our response to your privacy concern, you have the right to file a complaint with the Information and Privacy Commissioner of Ontario (the IPC):

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8
1-800-387-0073
www.ipc.on.ca

For privacy questions or concerns, please contact our Privacy Officer in writing at:

ProResp Inc.
1909 Oxford Street East, Unit 1 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8
London, ON N5V 4L9
Attention: Privacy Officer

Email: privacy@proresp.com

We may revise this Notice from time to time. The current version will always be posted on our website at www.ProResp.com with the date of the last review clearly indicated.

Any significant changes affecting patient rights, such as new uses or sharing of your PHI, will be communicated within a reasonable time via a summary provided during a health care appointment or a direct email notification.

Last Reviewed: March 20, 2026