Privacy Policy

1. Commitment to Privacy

At Ultima Pharmacy & Walk-in Clinic, we are committed to protecting the privacy and confidentiality of your personal health information. This Privacy Policy outlines our practices regarding the collection, use, and disclosure of personal health information in compliance with the Personal Health Information Protection Act (PHIPA) of Ontario.

2. Collection of Personal Health Information

We collect personal health information directly from you or your authorized representative. This may include your name, date of birth, contact details, health history, medication records, and insurance information. We only collect information that is necessary to provide you with healthcare services, process prescriptions, and communicate with your other healthcare providers.

3. Use and Disclosure

Your personal health information is used strictly for healthcare purposes. We may use or disclose your information to:

• Dispense medications and provide pharmacy consultation services
• Provide medical assessments and physician care
• Communicate with your family physician or other healthcare professionals
• Process payments and submit claims to provincial (OHIP) or private health insurance plans
• Comply with legal and regulatory requirements (e.g., reporting to the Ministry of Health or the Ontario College of Pharmacists)

4. Who Has Access

Access to your personal health information is restricted to authorized personnel who require it to provide care or administrative support. This includes Firoozeh Arbab RPh, Pirooz Emami, and our authorized healthcare staff. We also utilize Pharmassess as a named data processor for secure intake and assessments.

5. Safeguards and Security

We employ strict physical, administrative, and technical safeguards to protect your information against loss, theft, unauthorized access, or disclosure. This includes TLS encryption for electronic transmission, Canadian data storage for all cloud records, secure electronic medical record systems, and strict access controls within our pharmacy and clinic.

6. Third-Party Portals (Pharmassess)

For certain services, such as minor ailment assessments and prescription renewals, we utilize secure third-party platforms like Pharmassess. When you are redirected to these portals, your information is encrypted and handled in accordance with stringent privacy standards. We require explicit consent before transferring you to these secure environments.

7. Retention and Disposal

We retain your personal health information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law (the Ontario College of Pharmacists mandates retaining patient records for a minimum of 10 years past the last pharmacy service provided, or 10 years past the age of 18 for minors). When information is no longer required, it is securely destroyed or irreversibly anonymized.

8. Your Rights

Under PHIPA, you have the right to:

• Request access to your personal health records
• Request corrections to your records if you believe they are inaccurate
• Withdraw or modify your consent for the collection, use, or disclosure of your information (subject to legal or contractual restrictions)
• Inquire about how your information has been used or disclosed

9. Third-Party Services

To improve your experience and access to care, we may use third-party services such as MyHealthAccess for online booking and Pharmassess for prescription management and minor ailment consultations. These platforms have their own privacy policies and security measures. When you use these services, you are subject to their terms and conditions, and your information will be processed according to their policies. We only partner with reputable health technology providers that comply with relevant Canadian privacy laws.

10. Contact Information & Complaints

If you have any questions, concerns, or complaints regarding our privacy practices or this Privacy Policy, please contact our designated Privacy Officer:

Privacy Officer: Firoozeh Arbab, RPh
Ultima Pharmacy & Walk-in Clinic
311 Sheppard Ave E, Toronto, ON M2N 3B3
Phone: (647) 778-0311
Email: info@ultimapharmacy.ca

If you believe your privacy rights have been violated and we have not resolved your concern, you have the right to file a complaint with the Information and Privacy Commissioner of Ontario (IPC):

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Phone: 1-800-387-0073
Website: www.ipc.on.ca