Privacy Statement | On-Site Specialists
Last Updated: March 2026
At On-Site Specialists, we connect residents in long-term care and retirement communities with essential healthcare, social work, and therapeutic professionals (“Practitioners”). Protecting your personal health information (PHI) is not just a legal requirement—it is fundamental to the trust we build with our clients and their families.
We comply strictly with Ontario’s Personal Health Information Protection Act (PHIPA), 2004.
Your Rights and Capacity
We recognize that many of our clients may have others assisting with their care.
- Capacity: If you can understand the information relevant to your care and appreciate the consequences of your privacy decisions, you have the “capacity” to consent.
- Substitute Decision Makers (SDM): If a client is not capable of providing consent, these rights belong to their SDM (such as a Power of Attorney or legal guardian). In this document, “you” refers to the client or their authorized representative.
How We Collect Your Information
We collect information directly from you, your family, or your facility staff. This typically includes:
- Identifying Info: Name, contact details, and OHIP number.
- Care Records: Your residence, frequency of visits, and types of treatment received.
- Third-Party Info: Occasionally, we may collect information from your family doctor, insurer, or legal representative, but only when permitted by law or with your express consent.
Our Commitment: We will never collect more information than is reasonably necessary to provide your care.
How We Use and Share Your Information
Your information is shared with Practitioners to ensure you receive the best possible treatment. We use and disclose your PHI to:
- Coordinate Care: Schedule appointments and facilitate health services.
- Billing: Process payments for services rendered.
- Quality & Safety: Manage internal operations, risk management, and quality improvement.
- Legal Obligations: Comply with regulatory requirements or other purposes permitted by Ontario law.
We may also share relevant details with other members of your healthcare team (e.g., your family physician) to ensure continuity of care.
Modern Safeguards & Security
In 2026, “reasonable steps” means robust digital protection. We protect your physical and electronic records against loss, theft, and unauthorized access through:
- Encrypted Systems: Utilizing secure, healthcare-compliant platforms for data storage and scheduling.
- Access Controls: Limiting data access only to the specific Practitioners and staff involved in your care.
- Breach Notification: In the unlikely event that your information is lost, stolen, or accessed inappropriately, we will notify you immediately as required by law.
Accessing Your Records
You have a right to see your health records and request corrections if you believe the information is inaccurate. To make a request, please contact our Privacy Officer in writing.
Contact Us
If you have questions, concerns, or wish to exercise your rights regarding your privacy, please contact:
Privacy Officer: Rhonda Feigelsohn
Phone: 905-326-9900 EXT 201
Independent Oversight
If we cannot resolve your concern, you have the right to contact the Information and Privacy Commissioner of Ontario:
- Phone: 1-800-387-0073
- Email: info@ipc.on.ca
- Web: www.ipc.on.ca
