Privacy of personal information is an important principle to
Maitri Healing. We are committed to collecting, using and disclosing
personal information responsibly and only to the extent necessary
for the goods and services we provide. We also try to be open
and transparent as to how we handle personal information. This
document describes our privacy policies.
WHAT IS PERONAL INFORMATION?
Personal information is information about an identifiable individual.
Personal information includes information that relates to their
personal characteristics (e.g. gender, age, income, home address
or phone number, ethnic background, family status), their health
(e.g., health history, health conditions, health services received
by them) or their activities and views (e.g., religion, politics,
opinions expressed by an individual, an opinion or evaluation
of an individual). Personal information is to be contrasted with
business information (e.g., an individual's business address and
telephone number), which is not protected by privacy legislation.
WE COLLECT PERSONAL INFORMATION; PRIMARY PURPOSES
Like all Licensed Holistic Practitioners, we collect, use and
disclose personal information in order to serve our clients. For
our clients, the primary purpose for collecting personal information
is to provide care. For example, we collect information about
a client's health history, including their family history, physical
condition and function and social situation in order to help us
assess their health needs, to advise them of their options and
then to provide the health care they choose. Another purpose is
to obtain a baseline of health and social information so that
in providing ongoing health services we can identify changes that
are occurring over time. It would be rare for us to collect such
information without the client's express consent, but this might
occur in an emergency (e.g., the client is unconscious) or where
we believe the client would consent if asked and it is impractical
to obtain consent (e.g., a family member passing a message on
from our client and we have no reason to believe that the message
is not genuine).
About Members of the General Public
For members of the general public, our primary purpose for collecting
personal information is to provide notice of special events (e.g.,
a seminar, health talk or open house) or to make them aware of
complementary therapies in general or our clinic in particular.
For example, while we try to use work contact information where
possible, we might collect home addresses, fax numbers and email
addresses. We try to obtain consent before using any such personal
information, but where this is not, for any reason, possible,
we will upon request immediately remove any personal information
from our distribution list.
On our website we only collect, with the exception of cookies,
the personal information you provide and only use that information
for the purpose you gave it to us (e.g., to respond to your email
message, to subscribe to our newsletter). Cookies are only used
to help you navigate our website and are not used to monitor you.
WE COLLECT PERSONAL INFORMATION: RELATED AND SECONDARY PURPOSES
Like most organizations, we also collect, use and disclose information
for purposes related to or secondary to our primary purposes.
The most common examples of our related and secondary purposes
are as follows:
To invoice clients for goods or services, or to advise clients
and others of special events or opportunities (e.g., a seminar,
development of a new service, arrival of a new product) that we
Our clinic reviews client and other files for the purpose of ensuring
that we provide high quality services. In addition, external consultants
(e.g., auditors, lawyers, practice consultants, voluntary accreditation
programs) may on our behalf do audits and continuing quality improvement
reviews of our Clinic, including reviewing client files and interviewing
Clients or other individuals we deal with may have questions about
our goods or services after they have been received. We also provide
ongoing services for many of our clients over a period of months
or years for which our previous records are helpful. We retain
our client information for a minimum of seven years after the
last contact to enable us to respond to those questions and provide
If Maitri Healing or its assets were to be sold, the purchaser
would want to conduct a "due diligence" review of the
Clinic's records to ensure that it is a viable business that has
been honestly portrayed to the purchaser. This due diligence may
involve some review of our accounting and service files. The purchaser
would not be able to remove or record personal information. Before
being provided access to the files, the purchaser must provide
a written promise to keep all personal information confidential.
Only reputable purchasers who have already agree to buy the organization's
business or its assets would be provided access to personal information,
and only for the purpose of completing their due diligence search
prior to closing the purchase.
You can choose not to be part of some of these related or secondary
purposes (e.g., by declining to receive notice of special events
or opportunities, by paying for your services in advance). However,
this does not include instances where we are required by outside
governing bodies to divulge such information (e.g., external regulation).
PROTECTING PERSONAL INFORMATION
We understand the importance of protecting personal information.
For that reason we have taken the following steps:
Paper information is either under supervision or secured in a
locked or restricted area.
Electronic hardware is either under supervision or secured in
a locked or restricted area at all times. In addition, passwords
are used on computers.
Paper information is transmitted through sealed, addressed envelopes
or boxes by reputable companies.
Electronic information is transmitted either through a direct
line or is anonymized or encrypted.
Staff are trained to collect, use and disclose personal information
only as necessary to fulfill their duties and in accordance with
RETENTION AND DESTRUCTION OF PERSONAL INFORMATION
External consultants and agencies with access to personal information
must enter into privacy agreements with us.
We need to retain personal information for some time to ensure
that we can answer any questions you might have about the services
provided and for our own accountability to external regulatory
bodies. However, we do not want to keep personal information longer
than necessary in order to protect your privacy.
We keep our client files for about ten years. Our client and
contact directories are much more difficult to systematically
destroy, so we remove such information when we can if it does
not appear that we will be contacting you again. However, if you
ask, we will remove such contact information right away. We keep
any personal information relating to our general correspondence
(i.e., with people who are not clients) newsletters, seminars
and marketing activities for about six months after the newsletter
ceases publication or a seminar of marketing activity is over.
We destroy paper files containing personal information by shredding.
We destroy electronic information by deleting it and, when the
hardware is discarded, we ensure that the hard drive is physically
destroyed. Alternatively, we may send some or all of the client
file to our client.
ACCESS TO YOUR PERSONAL INFORMATION
You may ask for access to any personal information we hold about
Summary information is available on request and we will attempt
to respond to the request within 30 days of receipt. More detailed
requests which require archive or other retrieval costs may be
subject to our normal professional and disbursement fees and may
take longer to respond to.
Maitri Healing attempts to ensure that personal information is
accurate, complete and up-to-date for the purposes for which it
is used. If Maitri Healing holds information about you and you
can establish that it is not accurate, complete and up-to-date,
Maitri Healing will take reasonable steps to correct it.
COMMUNICATING WITH US
You should be aware that any channel of communication, such as
e-mail, is not 100% secure, and you should be aware of this when
contacting us to send personal or confidential information.
Since Maitri Healing regularly reviews all of its policies and
without notice. A copy of all amendments will be on file at our
REQUESTS FOR ACCESS
If you have any questions, complaints or wish to access your
personal information, please write to our Chief Privacy Officer
If you are not satisfied with our response, the Privacy Commissioner
of Canada can be reached at:
112 KENT STREET, OTTAWA, ONTARIO. K1A 1H3
PHONE (613) 995-8210 TOLL-FREE 1-800-282-1376 FAX (613) 947-6850
TTY (613)992-9190 www.privcom.gc.ca
For your convenience our website may contain links to other sites,
be referenced on or accessible through links contained on other
sites, including sites of third party e-procurement networks.
However, we have not investigated, and are not responsible for,
the privacy practices or content of those sites. Their policies
and protections may be different than those offered by Maitri
Healing. We encourage you to investigate and review the privacy
practices of those sites prior to use. On our website, like most
other commercial websites, we may monitor traffic patterns, site
usage and related site information in order to optimise our web
service. We may provide aggregated information to third parties,
but these statistics do not include any identifiable personal
Healing may release account information when it believes that
such release is reasonably necessary to (1) comply with law, (2)
protect the rights, property, proprietary materials or safety
of Maitri Healing other users, or others.
By using our site, you consent to the terms outlined in the above
as they go into effect. If you have any questions or comments
about your privacy and Maitri Healing, please let us know on our