Privacy Policy

Summary

This privacy policy describes how EyeFACE Institute collects, uses, discloses, and safeguards your personal health information. We collect information necessary to provide and improve our medical services, comply with legal obligations, and communicate with you about your care. You have rights to access, correct, and control your health information under PHIPA.

What Information We Collect

EyeFACE Institute collects personal health information for the purposes of providing, administering, and improving medical and surgical care. Information collected includes:

Personal Health Information

• •Identifying information: Name, date of birth, address, phone number, email address, Ontario health card number (when applicable)
• •Medical history: Past and present health conditions, medications, allergies, prior surgeries, family medical history
• •Clinical records: Consultation notes, surgical reports, treatment plans, operative photographs (standardized before-and-after images for medical documentation)
• •Billing and insurance information: Payment records, insurance details (when applicable), invoices

Website and Digital Information

• •Consultation form data: Information you provide when submitting an online consultation request (name, email, phone, message, procedure interest)
• •Cookies and analytics: Browser type, device type, IP address, pages visited, time spent on pages, referral source (see "Cookies and Analytics" section below)

We do not collect personal health information through this website unless you voluntarily submit it via our consultation form or other contact methods. General browsing of eyeface.ca does not require submission of personal information.

How We Use Your Information

Personal health information is collected and used exclusively for purposes related to your care, clinic operations, and legal compliance:

• •Providing medical care: Assessment, diagnosis, surgical planning, treatment, follow-up care, and communication about your health
• •Appointment scheduling and reminders: Booking consultations, surgeries, and follow-up visits
• •Billing and insurance: Processing payments, submitting insurance claims (when applicable), maintaining financial records
• •Quality improvement: Internal audits, outcome tracking, and quality assurance processes to maintain standards of care
• •Legal and regulatory compliance: Meeting obligations under PHIPA, CPSO (College of Physicians and Surgeons of Ontario) standards, and other applicable laws
• •Website optimization: Improving user experience, analyzing traffic patterns, understanding patient needs (using aggregated, de-identified data)

We do not use personal health information for marketing purposes without explicit consent. We do not sell or rent personal health information to third parties.

Disclosure of Information

EyeFACE Institute may disclose your personal health information in the following circumstances:

• •With your consent: We may share your information with other healthcare providers (e.g., your family physician, referring physician, anesthesiologist) when you provide consent or when it is implicit in the circle of care
• •For treatment purposes: Sharing relevant clinical information with healthcare professionals involved in your care (within the circle of care as defined by PHIPA)
• •Legal requirements: When required by law, court order, or regulatory authority (e.g., CPSO investigations, public health reporting)
• •Service providers: Third-party service providers who assist in clinic operations (e.g., electronic medical records systems, billing services, appointment scheduling platforms) are bound by confidentiality agreements and PHIPA requirements

Disclosure is limited to the minimum necessary information required for the stated purpose. Before-and-after photographs are never disclosed publicly or used for marketing purposes without explicit, written patient consent.

Cookies and Website Analytics

EyeFACE Institute uses cookies and analytics tools to improve website functionality and understand how visitors use our site. You can control cookie preferences through the cookie consent banner displayed on your first visit to eyeface.ca.

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences, track site usage, and provide a better user experience.

Types of Cookies We Use

Managing Cookie Preferences

You can manage your cookie preferences at any time:

• •Cookie banner: When you first visit eyeface.ca, you can accept or decline analytics cookies. Your preference is stored locally in your browser.
• •Browser settings: Most browsers allow you to block or delete cookies through settings. Note that blocking essential cookies may affect website functionality.
• •Google Analytics opt-out: You can install the Google Analytics Opt-out Browser Add-on to prevent GA4 tracking across all websites.

If you decline analytics cookies, Google Analytics will not track your visit. Essential cookies (for core website functionality) will still be active.

Data Security and Storage

EyeFACE Institute takes the security of personal health information seriously. We implement administrative, technical, and physical safeguards to protect information from unauthorized access, use, disclosure, or loss:

• •Physical security: Restricted access to clinic areas containing patient records
• •Electronic security: Encrypted data storage, secure password-protected systems, regular software updates
• •Access controls: Personal health information is accessible only to authorized staff who require it to perform their duties
• •Staff training: All staff receive training on PHIPA obligations and confidentiality requirements
• •Canadian data residency: Patient data is stored within Canada in compliance with PHIPA data residency requirements

While we implement industry-standard security measures, no method of electronic transmission or storage is completely secure. If you have concerns about the security of your information, please contact us.

Your Rights Under PHIPA

As a patient of EyeFACE Institute, you have the following rights under the Personal Health Information Protection Act (PHIPA):

• •Right to access: You have the right to request access to your personal health information held by EyeFACE Institute. Requests must be made in writing.
• •Right to correction: If you believe your health information is inaccurate or incomplete, you may request a correction. We will review the request and make changes where appropriate, or provide an explanation if the request is denied.
• •Right to withdraw consent: You may withdraw consent for certain uses or disclosures of your information, though this may affect our ability to provide care.
• •Right to file a complaint: If you believe your privacy rights have been violated, you may file a complaint with the Information and Privacy Commissioner of Ontario (IPC).

To exercise any of these rights, please contact us in writing at info@eyeface.ca or by mail at 421 Bloor Street East, Suite 318, Toronto, ON M4W 3T1. We will respond to access requests within 30 days as required by PHIPA.

Retention of Information

EyeFACE Institute retains personal health information in accordance with legal and professional requirements:

• •Medical records: Retained for a minimum of 10 years from the date of last patient contact, or longer if required by law or clinical necessity
• •Billing and financial records: Retained for 7 years in accordance with Canada Revenue Agency requirements
• •Consultation form data: Stored securely and retained only as long as necessary to respond to your inquiry or provide requested services

Records are destroyed securely when no longer required, using methods that ensure confidentiality (e.g., shredding of physical documents, secure deletion of electronic records).

Third-Party Links

The eyeface.ca website may contain links to third-party websites (e.g., journal articles, professional organizations, external resources). EyeFACE Institute is not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Changes to This Privacy Policy

EyeFACE Institute may update this privacy policy periodically to reflect changes in our practices, legal requirements, or website functionality. The "Last Updated" date at the top of this page indicates when the policy was most recently revised.

Material changes will be communicated through a notice on our website. Continued use of eyeface.ca after changes are posted constitutes acceptance of the updated policy.

Contact Information

If you have questions about this privacy policy, wish to exercise your rights under PHIPA, or have concerns about how your personal health information is handled, please contact:

If you believe your privacy rights have been violated and wish to file a formal complaint, you may contact the Information and Privacy Commissioner of Ontario:
www.ipc.on.ca ·416-326-3333 (Toronto) or1-800-387-0073 (Toll-free)