All staff members and health professionals who come in contact with your personal information are aware of the sensitive nature of the information that you have disclosed to us and will responsibly use and protect your information. You can be assured that we will only handle your personal information in a manner that a reasonable person would consider appropriate in the circumstances.

Why Do We Collect Personal Information?

Primary Purposes

  • To enable us to conduct safe assessments and provide informed opinions about your health status, treatment needs, and/or required abilities to carry on a normal life, to work or go to school or to provide care to others.
  • To enable us to contact you, to book and confirm appointments and to distribute our reports.

Related Purposes

  • To communicate with your treating health professionals and or the individual or organization who referred you for our services.
  • To access past records kept in a secure off-site storage facility.
  • To enable us to invoice for our services.
  • To collect unpaid accounts.

Secondary Purposes

  • To comply with legal and regulatory requirements, including the delivery of your clinical charts and records to the Colleges of those health professionals regulated under the Regulated Health Professionals Act.
  • To prepare materials for the Health Professions Appeal and Review Board (HPARB)
  • To enable us to engage in quality assurance activities, such as peer review audits

What Personal Information Do We Collect?

  • Basic information such as your name, address, telephone and fax numbers, email address, date of loss, language preferences, and special needs.
  • Claim number or file number used by the person or organization who referred you for our services.

Additional information that may be collected during the course of your evaluation:

  • Marital status, age, country of origin.
  • Health information, including but not limited to:
    • Health history
    • Health conditions, assessment results, diagnoses
    • Health service provided to or received by yourself
    • Opinions formed during assessment and treatment
    • Compliance with assessment and treatment
    • Reasons for discharge from treatment and treatment recommendations
  • Employment information, education and/or training.
  • Information about your activities of normal living, family circumstances, social supports.

Who Do We Disclose Your Personal Information To?

We provide personal information about you to the individual or organization who referred you for our services, or from whom we require information in order to be able to provide the services requested, including:

  • Your insurance adjuster
  • Treating health professional(s)
  • Case managers
  • Rehabilitation companies
  • Lawyers
  • Employers
  • Health care facilities, such as diagnostic centres, hospitals, clinics, physician offices
  • The Financial Services Commission of Ontario
  • Regulatory bodies

This disclosure is only done with your authorized consent.


In order to protect your personal information and right to privacy, we will:

  • Not collect, use or disclose your personal information for any purpose other than those that we identify to you.
  • Keep your personal information only for as long as we need it as required by law or Regulated Health Professions’ College regulations (10 years.)
  • Maintain your personal information in as accurate, complete and up-to-date a form as possible.
  • Safeguard your personal information to the best of our ability.
  • Respond to any request you may make to access the personal information we hold about you.
  • Obtain the appropriate consent from you for the collection, use or disclosure of your personal information.

Our practices are designed to ensure that reasonable security measures are followed to protect against unauthorized access, use, alteration, destruction or disclosure of personal information.

  • Paper information is either under supervision or kept in a restricted area.
  • All documents containing personal information are labeled “Confidential”. Paper information is sealed and transmitted by reputable companies.
  • Computers are either under supervision or in restricted areas. Our computers are password-protected.
  • Paper files containing personal information are destroyed by shredding. We destroy electronic information by deleting it and when the hardware is discarded, we ensure that it is physically destroyed.
  • Staff are trained to collect, use and disclose personal information only as necessary to fulfill their duties and in accordance with our privacy policy.


We may obtain your express consent or we may determine that consent has been implied by the circumstances.

  • We might ask you for your express consent in writing, for example in a signed consent.
  • We might ask for your express consent in person or over the telephone.
  • There are exceptions which do not require your consent for collection, use or disclosure of your personal information, such as an emergency situation that threatens the life, health or security of an individual or when the information is publicly available and is specified by regulation.


We want you to know that you do have choices in this matter. You can refuse to allow us to obtain, use or share all or part of your personal information or you can also withdraw a previously given consent at any time, within certain legal restrictions. However, by doing that, depending on the situation, you may be limiting or even preventing our ability to provide you with the services or opinions requested.

If you believe there is a mistake in the information, you have the right to ask for it to be corrected. This applies to factual information and not to our professional opinions. We may ask you to provide documentation that our files are incorrect. If we agree that we made a mistake, we will make the correction and notify anyone to whom we sent this information. If we do not agree that we have made a mistake, we will still agree to include in our file the statement from you and will forward that statement to anyone else who received the earlier information.

Please be assured that every staff person in our office is committed to ensuring that the privacy of your personal information is protected and that personal information is only collected, used and disclosed for the purposes described.

We welcome any questions, comments or requests about privacy and particularly about your personal information. You can contact us at:

Phone: 1-613-736-9117
Toll Free: 1-800-736-9117
Fax: 1-613-736-9771