Privacy Policy — Atlas North Rehabilitation Services
Effective Date: August 2, 2026 | Last Updated: September 4, 2026
At Atlas North Rehabilitation Services ("Atlas North"), we are committed to protecting your privacy and securing your Personal Health Information (PHI). This policy outlines how we collect, use, and safeguard your data across our clinical practice and website (atlasnorthrehab.ca).
Our practices comply with Ontario’s Personal Health Information Protection Act (PHIPA) for clinical records, and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) for general business operations.
1. Who We Are & How to Contact Us
Atlas North is a specialized occupational therapy practice founded and operated by Aiden Huynh, OT Reg. (Ont.). Under PHIPA, Atlas North acts as a Health Information Custodian (HIC).
Privacy Officer: Aiden Huynh, Clinical Director & Founder
Email: aiden@atlasnorthrehab.ca
Phone: 519-804-9222
Mailing Address: Provided upon request for secure correspondence.
2. How We Collect and Use Information
Clinical Information (Personal Health Information - PHI)
We collect health histories, medical briefs, insurance documentation, and assessment findings solely to:
Conduct clinical and medical-legal assessments.
Formulate treatment plans and prepare professional reports.
Coordinate care within your "circle of care" (e.g., treating physicians, therapists) with your implied or express consent.
We will obtain your express written consent before disclosing your PHI to third parties outside your circle of care (such as legal representatives or insurers), unless required by law.
Website & Business Information
We collect names, email addresses, and phone numbers submitted voluntarily through our website contact forms to respond to inquiries and coordinate referrals. We also collect non-identifying technical website data (via cookies and privacy-compliant analytics) to monitor website performance.
3. Technical Separation of Data
To ensure the highest level of security, we maintain a strict technical separation between general website inquiries and clinical data:
General Website Contact Forms: Hosted by Hostinger. These are strictly for basic business inquiries. Do not submit clinical records or medical histories through these forms.
Secure Referral Portal: Powered by Microsoft Forms within our secure Microsoft 365 Business environment. All clinical referrals and PHI transmitted here are encrypted and stored in secure, Canadian-hosted cloud repositories.
Practice Management: Active clinical files and charting are managed within a secure, PHIPA-compliant clinical practice management system.
4. Security Safeguards & Data Residency
We protect your data using a multi-layered security framework:
Technical: Enterprise-grade encryption (AES 256-bit), Multi-Factor Authentication (MFA) on all accounts, and fully encrypted local devices (BitLocker/FileVault).
Physical: Any temporary paper notes are stored in locked filing cabinets and digitized into secure Canadian cloud servers as soon as practicable.
Data Residency: All digital PHI and clinical records are hosted on secure servers physically located within Canada.
5. Retention and Secure Destruction
Clinical records are retained in strict compliance with the College of Occupational Therapists of Ontario (COTO) regulations:
Records are kept for a minimum of 10 years from the date of the last clinical entry (or 10 years after a minor client turns 18).
Upon expiration, digital records are permanently deleted, and physical documents are cross-cut shredded.
6. Your Rights: Access and Correction
Under PHIPA and PIPEDA, you have the right to access your records and request corrections to any factual inaccuracies. Access requests must be submitted in writing to our Privacy Officer, and we will respond within 30 days.
7. Questions or Complaints
If you have questions or concerns about your privacy, please contact our Privacy Officer first. Unresolved concerns may be directed to:
Clinical/PHI Concerns: Information and Privacy Commissioner of Ontario (IPC) | www.ipc.on.ca
General Business Data Concerns: Office of the Privacy Commissioner of Canada | www.priv.gc.ca