Privacy Policy

Introduction

Vicaria Health ("we," "our," or "us") is committed to protecting your privacy and maintaining the confidentiality of your personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our nutrition counseling and wellness services.

Information We Collect

Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, mailing address
• Demographic Information: Age, gender, date of birth
• Billing Information: Payment card details, billing address
• Account Credentials: Username and password for our client portal

Health Information

As a health service provider, we collect sensitive health information including:

• Medical history and current health conditions
• Medications and supplements
• Dietary habits and food preferences
• Physical measurements (height, weight, BMI, etc.)
• Laboratory test results
• Lifestyle information (activity level, sleep patterns, stress levels)
• Health goals and concerns

Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and device information
• Browser type and version
• Pages visited and time spent on our site
• Referring website addresses
• Cookies and similar tracking technologies

How We Use Your Information

We use your information for the following purposes:

• Provide Services: To deliver personalized nutrition counseling and wellness services
• Communication: To respond to inquiries, schedule appointments, and send service-related updates
• Treatment Planning: To develop customized nutrition plans and health recommendations
• Progress Tracking: To monitor your health progress and adjust treatment plans accordingly
• Billing: To process payments and manage your account
• Legal Compliance: To comply with applicable laws, regulations, and professional standards
• Service Improvement: To analyze and improve our services, website, and client experience
• Marketing: To send newsletters and promotional materials (with your consent)

Disclosure of Your Information

We may share your information in the following circumstances:

With Your Consent

We may share your health information with other healthcare providers (such as your physician, specialists, or therapists) when you provide explicit consent.

Service Providers

We may share information with trusted third-party service providers who assist us in:

• Payment processing (credit card processors)
• Email communication services
• Appointment scheduling platforms
• Data storage and hosting services
• Website analytics

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes, court orders, or government requests
• Protect our legal rights and property
• Prevent fraud or illegal activities
• Protect the safety of our clients, staff, or the public
• Report suspected abuse or neglect as mandated by law

Business Transfers

In the event of a merger, acquisition, or sale of our business, your information may be transferred to the new owner, subject to the same privacy protections.

Data Security

We implement appropriate technical and organizational security measures to protect your personal and health information, including:

• Encryption of data in transit and at rest (SSL/TLS protocols)
• Secure servers and restricted access to personal information
• Regular security assessments and updates
• Staff training on privacy and data protection
• Physical security measures at our office location
• Secure backup and disaster recovery procedures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Your Privacy Rights

Under applicable privacy laws (including PIPEDA in Canada), you have the following rights:

• Access: Request access to your personal and health information
• Correction: Request corrections to inaccurate or incomplete information
• Withdrawal of Consent: Withdraw consent for certain uses of your information (subject to legal and contractual restrictions)
• Deletion: Request deletion of your information (subject to legal record-keeping requirements)
• Data Portability: Request a copy of your information in a structured, commonly used format
• Complaint: File a complaint with the Privacy Commissioner of Canada if you believe your privacy rights have been violated

To exercise any of these rights, please contact us using the information provided at the end of this policy.

Retention of Information

We retain your personal and health information for as long as necessary to provide our services and comply with legal and professional obligations. In Ontario, health records must be retained for at least 10 years from the date of the last entry or until the client reaches 18 years of age plus 10 years, whichever is longer. After this retention period, we securely destroy or anonymize your information.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website traffic and user behavior
• Improve website functionality and user experience
• Provide targeted content and advertising

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

Children's Privacy

Our services are not directed to individuals under the age of 18, except when provided with parental or guardian consent. We do not knowingly collect personal information from children without appropriate consent. If we become aware that we have collected information from a child without proper consent, we will take steps to delete that information.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our services after such changes constitutes your acceptance of the updated policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

You also have the right to file a complaint with the Privacy Commissioner of Canada at www.priv.gc.ca.