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ProResp Patient Privacy Notice Summary

  •  Information Collected: We collect Personal Health Information (PHI) necessary to provide you with health care, including your medical records, contact information, and health number. 
  •  Use of Information: Your data is used to provide and improve your health care, respond to  your requests and comply with legal obligations.
  •  Sharing Information: We share your PHI within your circle of care (other health providers  involved in your treatment) based on implied consent, but we require your express consent to share it with any outside parties or affiliates. We do not sell your information.
  • Your Rights: You have the right to access and request correction of your PHI. Additionally, you have the right to withdraw or withhold consent, and the right to a complaint to us or the Information and Privacy Commissioner of Ontario.
  • Health Information Custodian (HIC): We are legally accountable for collecting, using, disclosing and protecting your PHI to deliver care, ensure confidentiality, and maintain strong security safeguards.

  •  Contact: For any questions or to exercise your rights, contact our Privacy Officer (see full Notice for details).


    For complete details, please read our full Patient Privacy Notice. 

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

Privacy Policy

I. General

We at ProResp Inc. believe there can be no enduring business relationships without trust. Our commitment to our clients, business partners, website visitors and employees, is to develop and maintain friendly, trustworthy relationships.
As used in the Privacy Policy, the terms “we”, “us” and “our” mean ProResp Inc.

We reserve the right to make changes to the Privacy Policy from time to time without prior notification. The changes will only affect personal information provided after the change comes into effect. 

Canada’s Personal Information Protection and Electronic Documents Act sets out principles which organizations must follow. These are noted below along with a description of our current practices relevant to each principle as noted below. We have also noted below our current practices as they relate to personal information disclosed to us by email or via our website.

II. The Principles

1. Accountability for Personal Information
We are responsible for maintaining and protecting your personal information. The information we collect from clients, business partners or website visitors will differ from employee information. As used in this policy, “personal information” means information about an identifiable individual, such as; age, home address, home telephone number, birth date, personal email address, health card number and relevant health information. In general, personal information does not, for example, include the name, title, business address, business email, and business telephone or fax number of an employee or an organization.
We have appointed a privacy officer to ensure that our organization continues to maintain appropriate security with respect to your personal information.

2. Identifying Purposes

  • We identify the purpose for which the personal information is collected or used before or at the time of collection. Generally, we collect information for the following purposes
  •  to obtain relevant information about our clients thus ensuring our ability to provide service;
  • to communicate with you to develop, enhance, market or provide products or services, upon your consent;
  • to understand your needs and preferences, including voluntary surveys, research and evaluations;
  • to meet legal or regulatory requirements, including to protect or defend a legal interest;to process and follow up on information requests or; for any other purpose we may indicate to you from time to time to which you have provided your consent, or as identified in this Privacy Policy
  • Information is collected voluntarily from you and may also be obtained through a third party. An example of information being collected from a third party would be any relevant medical information provided from a physician or other health care professional.

3. Consent
We will ensure that information is only gained with your consent and that you have knowledge of the purpose and use of the information which you provide. In certain circumstances, consent is sought after the information has already been collected but before use. You may withdraw all or part of your consent for us to use your personal information within certain legal restrictions.

4. Limiting Collection
We will limit the information we collect to that which is necessary for the purposes identified.

5. Limiting Use, Disclosure, Retention and Exceptions to Use Subject to the Exceptions to Use below,

  • we will not use or disclose the information for purpose other than those for which it was collected except with your consent as required by law; and
  • we do not sell or rent your personally identifiable information
  • we do not share your personal information with outside parties, except as identified and with written consent
  • we will retain your information only as long as it is necessary to fulfill the identified purpose, or as required by law. 

6. Accuracy
Regardless of how your personal information is collected we will do our best to ensure it is accurate, complete and up to date. It is important that you let us know, through your Health Care Professional, or directly, of any changes to this information.

7. Safeguards
One of the key elements in establishing and maintaining your trust is the protection of your personal information. We have established controls including the access to our office, data records and passwords. Our employees have access to your personal information only for the purposes of performing their duties in providing service to you.

8. Openness
Your may request access to your personal information through a written request. Should you have any questions about its accuracy or completeness we will respond within 30 days of receiving your written request.

9. Individual Access
You may, access your personal information through a written request. We will respond within 30 days of receiving your written request. We expect that most questions can be answered by a telephone call. We are committed to quickly answering any questions, thereby clarifying or explaining our privacy policies.

10. Challenging Our Compliance
You have our assurance that we will do everything possible to maintain a relationship of trust with you. Upon your request we will immediately investigate and respond with our explanation of any aspect of our policies for the protection of your personal information.

We welcome your privacy questions. Patients, business partners and employees may contact their local branch office or the Privacy Officer at:

privacy@proresp.com
Privacy Officer
1909 Oxford Street East, Unit 1
London, ON N5V 4L9
519-686-2615 ext. 1194

III. Website Specific Practices

External Connectivity
For your convenience, our web site may contain links to third-party web sites. You should review the Privacy Policy of these third-party web sites as their Privacy Policy may differ from ours and we do not control those third- party webs sites or their privacy practices.

We are not responsible for the privacy practices of other web sites and we do not endorse or make any representations regarding third party web sites.

Keep in mind that personal information transmitted to us by e-mail or otherwise through our web site is transmitted without encryption. In other words, the information is not converted into code text but instead is sent in the same form as submitted by you on our web site. Although it is unlikely that a third party will intercept the transmission, there is always a possibility of that occurring.

Last Reviewed: May 12, 2014