Privacy Policy

Effective Date: November 15, 2025
Clinic: Erin Wellness Core Professional Corporation (“Erin Wellness Core”)
Contact: erinwellnesscore@gmail.com

 

1. Our Commitment to Your Privacy

At Erin Wellness Core, we respect and protect your privacy. As a multidisciplinary health and wellness clinic in Ontario, Canada, we are committed to collecting, using, and safeguarding your personal and health information in accordance with the Personal Health Information Protection Act (PHIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA).

This Privacy Policy explains how we collect, use, and protect your information when you visit our website, use our online booking system, or receive services from our practitioners.

 

2. Information We Collect

We collect personal information only as necessary to provide care and communicate effectively with you. This may include:

• Your name, contact information, and date of birth

• Health history and clinical information relevant to your care

• Appointment and billing information

• Payment details (when stored securely via JaneApp)

• Optional marketing or newsletter subscription preferences

Information may be collected directly from you, through our booking system (JaneApp), or from another healthcare provider with your consent.

 

3. How We Use Your Information

Your personal and health information is used for purposes including:

• Providing assessment, treatment, and ongoing healthcare services

• Managing your appointments and billing

• Maintaining accurate and secure health records

• Communicating with you about appointments or treatment plans

• Processing payments securely through our approved payment processor

• Meeting legal, professional, and regulatory obligations

We will never sell or rent your personal information to any third party.

 

4. Use of JaneApp and Secure Payments

We use JaneApp, a Canadian-based, PHIPA- and PIPEDA-compliant electronic health record and booking platform. JaneApp securely manages your health records, online forms, and payments using encrypted technology.

When a credit card is added to your profile, the information is encrypted and tokenized by Jane’s PCI-compliant payment processor. Erin Wellness Core and its practitioners cannot view or access your full credit card number. You may request removal of your stored card information at any time by contacting our clinic.

 

5. Why We Require a Card on File

Since the COVID-19 pandemic, there has been a significant increase in last-minute cancellations and no-shows. To maintain fairness and ensure access to care for all patients, Erin Wellness Core requires a valid credit card to be stored securely on file for all bookings.

This policy helps protect appointment availability, respects practitioners’ time, and minimizes disruption for other patients seeking care. Credit cards are only charged in accordance with our cancellation and no-show policy, and only through our secure JaneApp system.

 

6. Sharing and Disclosure of Information

We may share limited personal information with:

• JaneApp and payment processors (for secure data handling)

• Practitioners within our clinic who are directly involved in your care

• Insurance providers or third parties only with your consent, when required for billing or documentation

• Regulatory bodies or law enforcement, if required by law

All service providers and partners are bound by confidentiality agreements and are required to protect your information to the same standard as we do.

 

7. Data Storage and Retention

Your personal health information is stored securely in encrypted digital form within Canada.
In accordance with PHIPA regulations, we retain your health records for at least 10 years from your last visit (or 10 years past the age of majority for minors). After this period, records are securely destroyed.

You may request access to or correction of your personal information at any time by contacting our clinic.

 

8. Information Security

We maintain reasonable administrative, technical, and physical safeguards to protect against unauthorized access, use, modification, or disclosure of your personal information.
However, please note that no data transmission over the Internet can be guaranteed to be completely secure. We take every possible measure to minimize these risks.

 

9. Your Rights

You have the right to:

• Access and request a copy of your personal or health information

• Request correction of inaccurate or incomplete records

• Withdraw or modify your consent for certain uses

• Request deletion of your non-clinical data (subject to legal retention requirements)

To exercise these rights, please contact our Privacy Officer at erinwellnesscore@gmail.com.

 

10. Cookies and Analytics

Our website may use cookies or analytics tools to help us understand general website traffic and improve user experience. This information does not personally identify you. You may adjust your browser settings to disable cookies at any time.

 

11. Links to Other Sites

Our website may contain links to other resources. We are not responsible for the privacy practices of these third-party websites and encourage you to review their privacy policies.

 

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect new regulations or operational changes. Updates will be posted on this page with the new effective date.

 

13. Contact Us

If you have any questions, concerns, or requests related to privacy or your personal information, please contact us at:

Erin Wellness Core Professional Corporation
📧 erinwellnesscore@gmail.com
📍 Erin, Ontario, Canada

We will make every reasonable effort to address your concern promptly and in accordance with applicable privacy laws.

✅ Last Updated: November 15, 2025