(Effective October 2025)

 

Simplifeye Optical values your trust and is committed to protecting your personal health information. As a regulated health service provider under Ontario’s Personal Health Information Protection Act (PHIPA), we act as the custodian of your information—meaning we remain responsible for safeguarding it, even when we use secure third-party technology platforms.

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1. What We Collect

We collect only the information necessary to provide and manage your vision care, including:

• Contact details (name, address, phone, email)

• Health and vision history, prescriptions, and treatment records

• Insurance and funding information (e.g., NIHB, private benefits)

• Appointment and payment details

 

If you sign up for our newsletter or event updates, we also collect your name and email address for communication purposes.

 

2. How We Use and Store Information

Your information is used to:

• Provide and coordinate vision care services

• Process payments and insurance claims

• Communicate with you about appointments and care

• Maintain accurate clinical and financial records as required by law

• Share newsletters, educational content, or updates you’ve opted in to receive

 

Simplifeye Optical uses the following trusted, secure platforms:

• Halaxy – ISO 27001–certified electronic medical record (EMR) platform used to manage clinical and billing data. Data is encrypted, access-controlled, and hosted on Amazon Web Services (AWS) infrastructure under strict security protocols. Halaxy’s data centres are located outside Canada and comply with international privacy standards comparable to PHIPA and HIA.

• Square – Used for scheduling and payment processing, certified under PCI-DSS security standards.

• Wix – Used for our website forms and hosting.

• MailerLite – Used to manage newsletters and client communications. MailerLite stores subscriber data securely in the European Union under GDPR compliance standards.

 

Each of these providers maintains strong encryption, access controls, and breach-response procedures.

 

3. Your Rights

You have the right to:

• Access your personal health record

• Request corrections to inaccurate information

• Withdraw or limit consent (subject to legal and clinical requirements)

• Receive a copy of your file upon written request

 

Records are retained for at least ten (10) years from the date of last contact, or longer when required by provincial regulation.

 

4. Sharing Information

Your personal health information is shared only:

• With other regulated health professionals directly involved in your care

• With insurers or funding programs (e.g., NIHB) for billing

• When required by law or regulatory authorities

 

Simplifeye Optical does not sell, rent, or use your information for unrelated third-party marketing.

 

5. Data Protection Measures

We employ:

• Encrypted digital storage and secure transmission

• Two-factor authentication for system access

• Role-based user permissions and audit trails

• Regular system backups and breach-response protocols

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6. Cross-Border Disclosure

Because Halaxy, Square, and MailerLite use secure cloud infrastructure located outside Canada, your information may be processed in other jurisdictions. By using our services, you consent to this arrangement and acknowledge that privacy laws in those countries may differ.
Simplifeye Optical remains accountable for protecting your information and ensuring all third parties meet PHIPA-equivalent safeguards.

 

7. Marketing and Communication Preferences

We only send newsletters or promotional updates if you’ve explicitly opted in.
You can unsubscribe at any time using the “unsubscribe” link in our emails or by contacting us directly.

 

8. Questions or Concerns

For privacy questions, requests, or complaints, please contact:

Simplifeye Optical
Penetanguishene, Ontario
info@simplifeyeoptical.ca
(705) 984-2498

 

You may also contact the Information and Privacy Commissioner of Ontario (IPC) if your concern remains unresolved.

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9. Updates

This policy may be updated periodically to reflect new technology, regulations, or business practices. The most current version will always be available at:
www.simplifeyeoptical.ca/privacy-policy