Privacy Policy

Effective Date: October 11, 2025 | Last Updated: October 11, 2025

WellCare Medical (“we”, “our”, “the Clinic”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information, including personal health information (PHI), when you visit our website, contact us, or receive care at our clinic in Bradford West Gwillimbury, Ontario.

We comply with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and—where applicable to health records in Ontario—the Personal Health Information Protection Act (PHIPA).

Who We Are & Contact

WellCare Medical
33 Holland St E, Bradford West Gwillimbury, ON L3Z 2B8

Email:[email protected]
Phone:(365) 247-0440

Scope

This policy covers information collected through our website (including contact/booking forms), over the phone, by email or messaging platforms, and during in-clinic care (e.g., chiropractic, physiotherapy, massage therapy, acupuncture, orthotics, assessments, and car accident rehabilitation services).

Information We Collect

Information You Provide

• Identity & Contact: name, date of birth, address, phone number, email.
• Health & Intake: medical history, injury details, symptoms, treatment goals, referral information, PHI related to your care.
• Insurance & Billing: insurer name, policy/ID numbers, claims information, payment details (processed by our payment provider).
• Communications: messages you send us (email, forms, SMS/WhatsApp if used), feedback, testimonials (with your consent).

Information Collected Automatically

• Usage & Device Data: IP address, browser type, pages viewed, time on site, referring URLs.
• Cookies & Similar Technologies: used for essential site functionality, analytics, and performance. See “Cookies & Analytics.”

Information From Third Parties

• Referrals/Practitioners: information from family physicians, specialists, or prior providers (with consent or as permitted by law).
• Insurers: claim status/coverage details when coordinating benefits on your behalf.

How We Use Your Information

• Clinical Care: to assess, diagnose, plan, deliver, and document treatment.
• Administration: to schedule appointments, verify eligibility, manage billing/claims, and maintain records.
• Communication: to respond to inquiries and send reminders/updates about appointments and care.
• Legal & Compliance: to meet professional, regulatory, and legal obligations (e.g., record keeping).
• Website & Analytics: to improve site performance, content, and user experience.
• Security & Fraud Prevention: to protect systems, data, and users.

Legal Basis for Processing

We collect, use, and disclose personal information as permitted or required by Canadian law. For health services, we typically rely on your consent (express or implied) to collect and use PHI for care and related administrative purposes. Where required, we will seek additional consent (e.g., for sharing information beyond your care team or for testimonials/marketing).

Disclosure of Information

We disclose information only as necessary and permitted by law, including:

• Care Team: regulated health professionals involved in your treatment.
• Insurers & Payers: to verify coverage, submit/adjust claims, and process payments, including for motor-vehicle accidents (MVA).
• Service Providers: trusted vendors who support IT, EHR/booking systems, payments, analytics, and communications—bound by confidentiality and data protection agreements.
• Legal/Regulatory: where required by law, court order, or regulatory authority, or to protect rights, safety, and security.
• With Consent: to anyone else when you have provided explicit consent.

Cookies & Analytics

Our website may use cookies and similar technologies to run essential features (e.g., forms), remember preferences, and measure performance via aggregated analytics (e.g., page views, traffic sources). You can manage cookies through your browser settings; however, disabling certain cookies may affect site functionality.

Data Security

We implement administrative, technical, and physical safeguards designed to protect personal information and PHI against loss, theft, and unauthorized access. While no system is 100% secure, we continuously review and enhance our safeguards and restrict access to trained personnel on a need-to-know basis.

Data Retention

We retain personal information and PHI only as long as necessary to fulfill the purposes outlined in this policy and to meet legal, regulatory, and professional record-keeping requirements. When no longer required, information is securely destroyed, de-identified, or archived per applicable standards.

Your Rights

• Access & Correction: you may request access to or correction of your records, subject to legal limitations.
• Withdraw Consent: you may withdraw consent to certain uses/disclosures (e.g., non-essential communications). This may affect our ability to provide some services.
• Complaints: you may contact our Privacy Officer or, if unresolved, the relevant privacy commissioner in your jurisdiction.

Direct Billing & Insurance Coordination

With your consent, we coordinate directly with extended health and auto insurance providers to verify coverage and submit claims on your behalf. We may share the minimum necessary information (e.g., identifiers, dates of service, service codes, clinical notes when required) to support claims, approvals, and audits. You may opt out of direct billing and handle claims independently.

Children’s Privacy

For minor patients, we collect, use, and disclose information with the consent of a parent/guardian as required by law. We provide age-appropriate explanations and respect applicable capacity and consent rules.

Third-Party Links

Our website may link to external sites. We are not responsible for the privacy practices of those third parties. We encourage you to review their policies before providing personal information.

Storage & International Transfers

Some service providers may store or process information outside of Canada. As a result, information may be subject to foreign laws and accessible to foreign authorities. We take steps to engage reputable providers with appropriate safeguards.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last Updated” date. Material changes will be highlighted when appropriate.

© WellCare Medical. All rights reserved.