Privacy notice

1. Who is responsible for your information

Ashfield Orthotics is a founding division of The Ashfield Group of Wellness Companies Inc. The organization is responsible for personal information under its control and has designated a privacy contact to receive questions, access or correction requests and complaints.

Privacy contact: Rodney Ashfield
Ashfield Orthotics
147B Albert Street North
Regina, Saskatchewan S4R 3B8
Telephone: 306-209-2436
Email: rodney.ashfield@ashfieldwellness.com

2. What this notice covers

This notice covers personal information collected through ashfieldorthotics.com, the online appointment scheduler, telephone or electronic communications, benefits and direct-billing administration, and the provision of clinic services. It should be read together with any more specific consent, benefits-program or clinical-record information provided at the time of service.

3. Information we may collect

Website and device information

When you visit the website, Squarespace and enabled analytics services may process technical information such as your internet protocol address, browser and device type, operating system, referring page, pages viewed, approximate region, cookie identifiers and the date and time of access.

Appointment information

When you book through Acuity Scheduling, information may include your name, telephone number, email address, selected appointment category, appointment time and the information you choose to enter in the scheduler. Please provide only the information reasonably necessary to arrange the appointment.

Clinic and benefits information

When you seek clinic services, information may include contact details, relevant health history, symptoms, assessment findings, footwear and orthotic information, prescriptions or referrals, benefit-plan information, direct-billing documentation, correspondence, consent records and payment or transaction records.

Communications

If you telephone, text or email the clinic, we may retain the contact information and message content required to respond, document instructions or provide service.

4. Why we use personal information

Personal information may be used to:

• arrange, confirm, change and administer appointments;
• assess concerns and provide pedorthic recommendations and services;
• design, fabricate, fit, review and adjust orthotic devices when appropriate;
• communicate about appointments, follow-up, documentation or service;
• prepare receipts, prescriptions, supporting documents and direct-billing submissions;
• confirm eligibility or communicate with an insurer, government program or other payer when authorized or otherwise permitted by law;
• maintain business, clinical, financial and legal records;
• operate, secure, troubleshoot and improve the website and booking process;
• understand aggregated website use and evaluate communications or advertising; and
• meet applicable legal, contractual, professional, tax, insurance and safety obligations.

5. Consent and limits

We seek meaningful consent where required and collect, use and disclose personal information only for identified and reasonable purposes, unless another basis is authorized or required by law. You may withdraw consent to an optional use, subject to legal, contractual or service limitations. Withdrawal does not affect uses or disclosures already permitted.

Declining to provide information that is necessary for an appointment, assessment, device, benefit claim or legal record may limit our ability to provide that service.

6. Cookies, analytics and advertising technology

The website uses Squarespace technologies and a cookie banner. Essential technologies support security, navigation and basic site operation. Depending on the settings in effect and your cookie choices, the website may also use:

• Google Analytics 4 to understand website traffic and use;
• Meta Pixel to measure advertising or visitor actions connected with Facebook and Instagram;
• Google Maps to display the clinic location; and
• Acuity Scheduling to display and operate the appointment scheduler.

These providers may receive technical identifiers and usage information according to their own terms and privacy practices. Where the cookie banner offers choices, you can reject non-essential cookies or change your browser settings. Blocking a required technology may affect some website functions.

Ashfield Orthotics does not sell personal information.

7. When information may be disclosed

Personal information may be disclosed only as reasonably required for the purposes described above, including to:

• service providers that host the website, provide scheduling, communications, analytics, secure storage, technology support or payment-related services;
• insurers, benefit administrators, government programs or other payers when you authorize a claim or when disclosure is otherwise permitted;
• a physician, nurse practitioner, podiatrist or other health professional when you authorize the communication or when disclosure is otherwise permitted or required;
• professional advisers, insurers, auditors or regulators where reasonably necessary; and
• government, law-enforcement or legal authorities when required or authorized by law.

Service providers are expected to use information only for the services they provide and to apply safeguards appropriate to the information.

8. Processing outside Saskatchewan or Canada

Some technology providers may process or store information outside Saskatchewan or Canada. Information handled in another jurisdiction may be subject to the laws and lawful access procedures of that jurisdiction. We consider the nature of the information and the service when selecting and configuring providers.

9. Retention

We retain personal information only as long as reasonably necessary for the identified purposes and applicable legal, contractual, insurance, tax, professional and recordkeeping requirements. Retention periods differ according to the record. Information that is no longer required is destroyed, deleted or anonymized using methods appropriate to its sensitivity.

10. Safeguards

We use administrative, technical and physical safeguards intended to protect personal information against loss, theft and unauthorized access, use, disclosure, alteration or destruction. Safeguards may include access controls, passwords, secure service providers, confidentiality practices, device and account security, locked storage, backups and procedures for responding to suspected privacy incidents.

No internet transmission or storage system can be guaranteed completely secure. Do not use ordinary email or text messaging to send information you consider highly sensitive unless the clinic has asked you to use that method and you accept its limitations.

11. Access and correction

You may ask whether Ashfield Orthotics holds personal information about you and request access to or correction of that information, subject to applicable exceptions. To protect privacy, we may ask for information sufficient to verify identity and locate the relevant records. Requests should be directed to the privacy contact listed above.

12. Questions and complaints

Please raise a privacy concern with the clinic first so it can be reviewed and addressed. If the concern is not resolved, you may also contact an applicable privacy oversight office:

• Office of the Privacy Commissioner of Canada
• Office of the Saskatchewan Information and Privacy Commissioner

Which law or oversight office applies can depend on the organization, information and circumstances.

13. Children and substitute decision-makers

A parent, guardian or other legally authorized representative may provide information or exercise privacy rights where permitted. The clinic will consider the individual's capacity, authority and applicable legal requirements before disclosing information to another person.

14. External links

The website may link to external resources. Ashfield Orthotics is not responsible for the privacy practices or content of websites it does not operate. Review the privacy information provided by the relevant organization before submitting information.

15. Changes to this notice

This notice may be revised as services, technologies or legal requirements change. The effective date at the top identifies the current version. Material changes will be posted on this page.