Privacy Policy

1. Our Commitment to Privacy

Oaknine Healthcare is committed to protecting the privacy and security of personal information and personal health information (“PHI”).

We provide pediatric occupational therapy services to children and families in Ontario through:
• In-home services
• Virtual services
• Caregiver consultation and support

We collect, use, disclose, and protect information in accordance with Ontario’s Personal Health Information Protection Act, 2004 (“PHIPA”) and other applicable privacy laws.

2. Information We Collect

We collect only the information reasonably necessary to provide occupational therapy and related services.

Depending on the service provided, information may include:
• Child and caregiver names
• Contact information
• Date of birth
• Health history and developmental information
• Assessment findings and therapy notes
• School or community information relevant to care
• Appointment and scheduling details
• Billing and payment information
• Communications submitted through our website, email, phone, or online forms

We may also collect limited technical information through our website, such as:
• Browser type
• Device information
• Pages visited
• Cookies or analytics data

3. How Information Is Collected

Information may be collected:
• Directly from parents, guardians, or clients
• Through intake forms and consent forms
• During therapy sessions and assessments
• From healthcare providers, schools, or other professionals with consent
• Through our website contact forms or booking systems

For virtual services, information may be shared through secure video conferencing and electronic communication platforms.

4. How We Use Information

We use personal information and PHI to:
• Provide occupational therapy services
• Develop treatment plans and goals
• Communicate with families and caregivers
• Coordinate care with other professionals (with consent where required)
• Maintain clinical records
• Process billing and payments
• Improve service quality and operations
• Comply with legal and regulatory obligations

We do not sell personal information.
We do not use personal health information for marketing purposes without consent.

5. Consent

Consent is obtained directly from a parent, legal guardian, or authorized decision-maker where required.

Consent may be written, verbal, or electronic depending on the situation.

Consent may be withdrawn at any time, subject to legal or professional obligations. Withdrawal of consent may affect our ability to provide services.

6. Disclosure of Information

Information may be shared:
• With other healthcare providers involved in care
• With schools or community providers when authorized
• With insurers or funding agencies where required for reimbursement
• When required or permitted by law

We only disclose the minimum information necessary for the intended purpose.

7. Virtual Services and Electronic Communication

While reasonable safeguards are used to protect electronic communication and virtual services, no method of electronic transmission or internet storage can be guaranteed to be completely secure.

By participating in virtual services or communicating electronically, you acknowledge and accept these risks.

Families are encouraged to use private internet connections and secure devices when participating in virtual sessions.

Oaknine Healthcare may use secure cloud-based and electronic systems, including:
• Google Workspace services for communication, scheduling, and document management
• Password-protected PDF documents for reports and records transmission

8. Safeguards and Security

Oaknine Healthcare uses administrative, technical, and physical safeguards to protect information against unauthorized access, loss, theft, misuse, or disclosure.

Safeguards may include:
• Password-protected devices
• Encryption and secure cloud-based systems
• Two-factor authentication
• Restricted access to records
• Password-protected PDF files when sharing sensitive documents
• Secure document storage and disposal practices

Access to personal information is limited to individuals who require it to perform their responsibilities.

9. Retention of Records

Clinical records are retained in accordance with professional and legal requirements in Ontario.

When records are no longer required, they are securely destroyed or permanently deleted.

10. Your Rights

Under PHIPA, you may have the right to:
• Request access to records
• Request corrections to inaccurate information
• Withdraw consent for certain uses or disclosures
• Ask questions about how information is handled
• File a privacy complaint

Requests may be made in writing.

11. Website Cookies and Analytics

Our website may use cookies and analytics tools, including Google Analytics, to better understand website traffic and improve user experience.

These tools may collect limited information such as:
• IP address
• Browser type
• Device information
• Pages visited
• Time spent on the website

You may disable cookies through your browser settings, although some website features may not function properly.

12. Contact Information

Questions or concerns regarding privacy practices may be directed to:
Alyson Oaknine
Founder, Oaknine Healthcare
Email: alyson@oakninehealthcare.com

You may also contact the Information and Privacy Commissioner of Ontario regarding privacy concerns or complaints.

13. Changes to This Policy

Oaknine Healthcare may update this Privacy Policy from time to time to reflect changes in legal requirements, technology, or business practices.

Updated versions will be posted on our website with the revised effective date.