Privacy Policy

Introduction

Harbour Haven is committed to protecting the privacy and confidentiality of personal information entrusted to us. This privacy policy explains how we collect, use, disclose, and safeguard information about residents, their families, and website visitors. We handle all personal data in accordance with Ontario's Personal Health Information Protection Act (PHIPA) and other applicable privacy legislation.

Information We Collect

We collect several types of information to provide and improve our services:

Personal Information

• Name, address, phone number, and email address
• Date of birth and emergency contact information
• Medical history, current health conditions, and medication information
• Dietary requirements and mobility needs
• Financial information for billing purposes

Website Usage Data

• IP address, browser type, and operating system
• Pages visited and time spent on our website
• Referring website and search terms used
• Cookie data (see our Cookie Policy for details)

How We Use Your Information

Personal information is used only for the following purposes:

• Providing care services and maintaining resident safety
• Communicating with residents, families, and healthcare providers
• Processing payments and managing accounts
• Responding to inquiries and providing information about our services
• Meeting legal and regulatory requirements
• Improving our services and website experience
• Ensuring security and preventing fraud

Legal Basis for Processing

We process personal information based on:

• Consent: You have given clear consent for us to process your personal data
• Contract: Processing is necessary for the residence agreement
• Legal obligation: Processing is required to comply with Canadian law
• Legitimate interests: Processing is necessary for our operational needs, provided this does not override your rights

Information Sharing and Disclosure

We do not sell, rent, or trade personal information. Information may be shared only in the following circumstances:

• With healthcare providers involved in resident care, with appropriate consent
• With family members designated as contacts, to the extent authorized
• With service providers who assist our operations (accounting, IT support) under confidentiality agreements
• When required by law or legal process
• To protect the safety of residents, staff, or the public
• In connection with a business transfer, subject to continued privacy protection

Data Retention

Personal information is retained only as long as necessary for the purposes described in this policy or as required by law. Medical records are maintained according to Ontario regulations, typically for ten years following the last service date. Financial records are kept for seven years for tax purposes. General contact information from inquiries is retained for two years. We securely dispose of information when retention is no longer necessary.

Security Measures

We employ physical, technical, and administrative safeguards to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures include secure file storage, encrypted electronic records, limited access based on role requirements, regular security audits, and staff training on privacy obligations. However, no security system is entirely infallible, and we cannot guarantee absolute security of transmitted information.

Your Rights

Under Canadian privacy law, you have the right to:

• Access your personal information and receive a copy
• Request correction of inaccurate or incomplete information
• Request deletion of personal data, subject to legal retention requirements
• Withdraw consent for certain uses of your information
• Restrict or object to certain processing activities
• Receive information in a portable format
• Lodge a complaint with the Information and Privacy Commissioner of Ontario

To exercise these rights, contact our Privacy Officer at [email protected] or +1 (905) 634-8271.

Cookies and Website Analytics

Our website uses cookies and similar technologies to enhance user experience and analyze website traffic. For detailed information about our cookie practices and how to manage preferences, please see our Cookie Policy.

Third-Party Services

Our website and operations may involve third-party services that have their own privacy policies:

• Google Analytics for website usage analysis
• Payment processors for financial transactions
• Email service providers for communications
• Medical records software providers

We select service providers that maintain appropriate privacy standards and enter into agreements requiring them to protect personal information.

Children's Privacy

Our services are directed toward adults, and we do not knowingly collect personal information from individuals under 18 years of age. If we become aware that we have inadvertently collected such information, we will take steps to delete it promptly.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices or applicable laws. The revised policy will be posted on our website with an updated "Last Modified" date. Significant changes will be communicated to current residents and families directly. Continued use of our services after policy changes constitutes acceptance of the updated terms.

Contact Information

For questions about this privacy policy or our privacy practices, please contact: