At **Motio Hub Inc.**, we are committed to protecting the privacy and confidentiality of our clients’ personal health information (PHI). This privacy policy outlines how we collect, use, disclose, and protect personal information in compliance with the **Personal Health Information Protection Act (PHIPA)** and the **Personal Information Protection and Electronic Documents Act (PIPEDA)** in Ontario.

1. Collection of Personal Health Information

We collect only the necessary personal health information to provide high-quality healthcare services, including:
– **Client Identification Information:** Name, date of birth, address, phone number, email.
– **Medical History & Health Information:** Past injuries, treatments, medical conditions, allergies, medications.
– **Billing & Payment Information:** Insurance details, credit card information for payments.
– **Appointment & Treatment Records:** Session notes, progress reports, treatment plans.

2. Use of Personal Health Information

We use personal health information only for the following purposes:
– **To assess, diagnose, and provide treatment** to clients.
– **To communicate with clients** regarding appointments, treatment plans, or follow-ups.
– **To process payments and insurance claims.**
– **To comply with regulatory and legal obligations.**
– **To improve clinic operations** and patient experience.

3. Disclosure of Personal Health Information

We will not share or disclose your personal health information without your **written consent**, except in the following cases:
– **Healthcare Referrals:** Relevant health information may be shared with other healthcare providers involved in your care.
– **Legal Requirements:** Disclosure may be required for public health reporting, court orders, or regulatory investigations.
– **Emergency Situations:** If there is a risk of serious harm, information may be disclosed to emergency personnel or authorities.

4. Protection & Security of Personal Health Information

We take **reasonable steps** to protect your personal information from loss, theft, unauthorized access, disclosure, copying, modification, or misuse.

**Electronic Data Protection:**
– Records are stored in a **secure, PHIPA-compliant clinic management system** (e.g., Jane App).
– Files are **password-protected and encrypted**.
– Regular security audits are conducted.

**Physical Security:**
– Paper records (if any) are stored in **locked cabinets**.
– Only **authorized personnel** have access to client records.

**Staff Training:**
– All employees, therapists, and contractors must sign **confidentiality agreements**.
– Staff are trained on privacy policies, data security, and legal compliance.

5. Client Rights Regarding Personal Information

Under **PHIPA**, clients have the following rights:
– **Access to Records:** Clients may request access to their health records (processed within 30 days).
– **Correction of Information:** Clients may request corrections if information is inaccurate.
– **Withdrawal of Consent:** Clients may withdraw consent for data collection, use, or disclosure (unless required by law).
– **Filing a Privacy Complaint:** Clients can contact our **Privacy Officer** if they have concerns.

6. Retention & Destruction of Records

– Personal health records are retained for **at least 10 years** from the last client interaction.
– If a client is under **18 years old**, records are retained until they reach **25**.
– When records are no longer needed, they are **securely destroyed** (e.g., shredding physical files, permanently deleting electronic records).

7. Privacy Breach Policy

In the event of a **privacy breach**, we will:
1. **Contain the breach** to prevent further unauthorized access.
2. **Assess the risk and impact** of the breach.
3. **Notify affected individuals** and relevant authorities if required.
4. **Implement corrective measures** to prevent future incidents.

8. Contact Information for Privacy Concerns

If you have any questions, concerns, or complaints about our privacy practices, you can contact:

**Privacy Officer: Magdalena Mak**
**Phone:** 647-965-5538
**Email:** hubmotio@gmail.com
**Address:** 6 Villa Ada Dr, Markham, Ontario

If you are not satisfied with our response, you may also contact the **Information and Privacy Commissioner of Ontario (IPC):**

**Office of the Information and Privacy Commissioner of Ontario**
**Address:** 2 Bloor Street East, Suite 1400, Toronto, Ontario M4W 1A8
**Phone:** (416) 326-3333 / 1 (800) 387-0073
**Website:** www.ipc.on.ca

Acknowledgment & Consent

By receiving services at **Motio Hub Inc.**, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal health information as outlined.