Equinoxe Virtual Clinic Corporation (“Equinoxe”) is committed to protecting and respecting your privacy. This policy sets out the basis on which any Personal Information Equinoxe collects from you, or that you provide to us, will be processed by us.
Personal Information in this Policy means information about an identifiable individual that is collected, used and disclosed in the course of providing services to you.
Please read the following carefully to understand our practices regarding your Personal Information. As your Personal Information includes your personal health information, we need your express consent to collect your personal health information for the purposes of facilitating the services, and to collect any healthcare number or identification for the purposes of facilitating payment between you and the healthcare provider.
Our model uses online video conferencing and Internet-reliant, application-based technology. Equinoxe offers two-factor authentication. If you elect to enable two-factor authentication, we will provide you with a random code that allows you to access your account, typically sent to you via SMS. Whether or not you elect to enable two-factor authentication, it is your responsibility to ensure your account password is of sufficient strength and is changed regularly to prevent unauthorized access.
As you browse eqvirtual.com, advertising cookies will be placed on your computer so that we can understand what you are interested in. Our display advertising partner, AdRoll, then enables us to present you with retargeting advertising on other sites based on your previous interaction with eqvirtual.com. The techniques our partners employ do not collect personal information such as your name, email address, postal address or telephone number. You can visit this page to opt out of AdRoll and their partner’s targeted advertising.
We collect the following information as required in order to provide services to you, confirm your identity, diagnose and provide treatment for your health condition, and to administer the account for the services such as billing, insurance, or other administration. We also create an account with your Personal Information that allows us to serve you better as a repeat user.
In particular, some of the personal information that we collect about you in order to provide the services, including, without limitation:
- Identification and Contact information (name, address, date of birth, email, etc)
- Billing Information (public or private insurer information)
- Health Information (symptoms, diagnosis, medical history, test results, reports, messages and treatment, record of allergies, prescriptions, etc)
- Personal information about you to allow us to create a profile for you, including information about your family doctor, your personal health information, your record of visits through Equinoxe.
- Internet, computer and other diagnostic information including your IP Address, computer/software/browser type.
We collect only the Personal Information that is required for your provider to provide care, facilitate the provision of that care, and communicate with you. We do not collect any other information, or allow information to be used for other purposes without your express (written or verbal) consent – except where compelled to do so by law.
We use and disclose your Personal Information in order to provide the services you have requested for yourself. For example, we use and disclose your Personal Information in the following circumstances:
- To schedule a visit with a treating physician and to send any appropriate records to the treating physician.
- Depending on the jurisdiction, to ensure that your clinical data is stored on electronic medical record systems in use in that jurisdiction.
- For administration of billing, such as through public or private insurer information.
- To other healthcare providers practitioners involved in your care and not limited to other physicians, specialists, pharmacists, lab technicians, nutritionists, physiotherapists, and occupational therapists.
We will also disclose your Personal Information where such disclosure is required by law, such as reporting infectious diseases pursuant to statutory obligation, reporting abuse to regulatory bodies, to law enforcement in certain circumstances, to comply with a subpoena or court order or records, or for other statutory or legal purposes.
By virtue of your seeking the services from us, we take your consent to be express for your Personal Information to be used by Equinoxe to refer you to a provider, to send your records and schedule the visit with the provider, to create a profile for you, to facilitate billing, and to send your clinical data to electronic medical records systems.
To the extent that you have a substitute decision maker, we may require that the individual validate their authority to act on your behalf, including to provide Personal Information to a healthcare provider or to ask to see your records.
We will seek your consent for disclosures to third parties such as to third party medical examinations and insurance companies.
Equinoxe will use information collected through the provision of services on an aggregate or anonymized basis to develop data on patient health and patient care. In this situation, we will not utilize your Personal Information. We will only use information that does not identify or is not capable of identifying you.
You can withdraw your consent to have your Personal Information stored with Equinoxe by contacting [email protected] and to have your Personal Information shared with other healthcare providers or parties except where the retention and/or disclosure by Equinoxe is required by law. In that case, if there are any significant consequences that might result with respect to your care and treatment, we will provide that information to you.
You have the right to access your record in a timely manner. If you request a copy of your record, one will be provided to you at a reasonable cost. If you wish to view the original record, Equinoxe has a policy of allowing access to our records database (via your secure logon and password). If you would like a physical or electronic copy, one will be provided for a reasonable fee.
In extremely limited circumstances you may be denied access to your records, but only if providing access would create a significant risk to you or to another person.
If an inaccuracy is identified in your Personal Information, you can request that a note be made to reflect this on your file.
Equinoxe is not responsible for providers, their use of Equinoxe, and how they retain or secure their patient information.
Equinoxe staff ensure we secure our end of the connection with appropriate levels of encryption, use of firewalls and computer malware detection/elimination.
You and you alone are responsible for ensuring that you do not disclose your account access information to third parties, this includes but is not limited to not disclosing this information to anyone, ensuring that sufficient security software is installed and running on your computer, smartphone or tablet, that your network firewall is of sufficient quality and that your wireless connection is encrypted to a degree that will prevent third party access. Failure to secure your own machine and its access to the Internet and/or use of public, unsecured networks and/or failure to eliminate malware makes you very vulnerable to privacy breaches, and we can do nothing about this.
Equinoxe operates on world-class server infrastructure wholly located within Canada. We deploy industry-standard firewalls and follow security industry best practices. We ensure that our equipment continues to operate in the event of a disaster or prolonged electrical outage. Multiple redundant connections to the Internet ensure that our web application will continue to serve requests in the event of a network outage. Our equipment is stored in a facility equipped with state of the art security.
Equinoxe encrypts your video conferencing and communication to our website/web applications with the same industry standard encryption used to protect your online banking. Talking to a doctor via Equinoxe is more secure than by telephone. We deploy two-factor authentication to ensure that in addition to stealing your password a hacker would also have to be in possession of your mobile telephone.
We have taken steps to ensure that everyone who works for Equinoxe, and the third parties with which we contract, understand the sensitivity of Personal Information and are required to adhere to the protection of Personal Information as set out in this policy, but for clarity, we do not take steps and are not responsible for Providers activities and omissions. We educate and train our staff on the importance of protecting Personal Information and ensure that access is provided only on a need-to- know basis. We use roles-based access to ensure that only those who are authorized to access your Personal Information can access it.
THIS POLICY IS DATED October 10, 2014.