Privacy Policy

Privacy Policy

 Intent

Soltree Wellness Inc. is committed to protecting client and employee personal information in compliance with the Access to Information and Protection of Privacy Act including the Personal Information and Electronics Documents Act of Canada and the Government of the Northwest Territories/New Brunswick. This policy outlines standards for the collection, use, and disclosure of personal information by the organization.

Soltree Wellness Inc. will only collect information that is required to perform the treatment and will not be shared with a third party.

 Definitions

 Personal information: Recorded information about an identifiable individual, including:

•Their name, home or business address, or home or business phone number;

•Their age, date of birth, sex, marital status, or family status;

•A number, symbol, or other particular assigned to the individual;

•Their health and healthcare history, including information about a physical or mental disability;

•Their personal views or opinions, unless they are about someone else.

Personal information also includes opinions about the individual expressed by other people.

 Record: A record of information in any form, including notes, images, audiovisual recordings, X-rays, books, documents, maps, drawings, photographs, letters, vouchers, papers, and any other information that is written, photographed, recorded, or stored in any manner, excluding software or any other mechanism that produces records.

 Guidelines

Soltree Wellness Inc. collects, uses, and discloses client and employee personal information in accordance with the ATIPP and PIPEDA.

Heather Moxon has been designated to act as the head of Soltree Wellness Inc. for the purpose of the ATIPP and PIPEDA and is responsible for the organization’s privacy practices and compliance to policies. They may delegate others to fulfil the duties, powers, or function of the head as set out in the ATIPP and PIPEDA.

 Collection, Use, and Disclosure

Soltree Wellness Inc. collects personal information in accordance with the ATIPP and PIPEDA. Personal information is collected directly from the individual to whom the information relates, except as allowed by ATIPP and PIPEDA. When personal information is collected directly from an individual, they are informed of the legal authority for the collection, the purpose of the collection, and how it will be used, and they are provided with the contact information of a representative who can answer their questions about the collection.

Personal information collected by the organization is used for the purpose for which it was collected, for a consistent purpose, for specific purposes as consented to by the individual it relates to, or for the purpose for which it was disclosed to the organization. The organization only uses personal information to the extent necessary to reasonably fulfil the purpose for which it was collected or disclosed. Personal information may be disclosed to other public bodies or third parties as allowed by the ATIPP Act and PIPEDA.

Personal information may be used in decision-making directly affecting the individual. If used for this purpose, the organization makes all reasonable efforts to ensure that personal information is accurate and complete.

 Protecting Personal Information

If a client provides personal information which includes credit card information, the Payment Card Industry Data Security Standard (PCI DSS) applies. A disclosure form must be completed and will be kept in an electronic encrypted file with a secure password. 

Personal information may be stored in physical or electronic files. The organization safeguards personal information from unauthorized access, disclosure, use, or modification and against theft or loss regardless of the format in which it is stored. Appropriate safeguards are put in place based on the sensitivity of the information.

Personal information is protected through physical, organizational, and technical measures. Access to personal information is restricted to employees and other agents of the organization who require the information to perform their job duties, and to those otherwise authorized by law. The organization’s computer network systems and databases are secured by complex passwords. Physical files are kept in locked filing cabinets within locked rooms. The organization ensures that employees who handle personal information are aware of and understand the importance of maintaining the confidentiality of such information.

 Retention

The organization retains personal information only for the duration reasonably required for legal or business purposes. If personal information is used in decision-making directly affecting the individual, the organization retains the information for at least one year, or a shorter period as per the ATIPP and PIPEDA, to give the individual a reasonable opportunity to access it. When personal information is no longer required, records are destroyed or rendered non-identifying. Where law requires that personal information be kept for a specified amount of time, the organization complies with the applicable legislation.

 Access to Records

Individuals have the right to access records in the custody or control of the organization, including records containing their personal information but excluding any exemptions set out in the ATIPP and PIPEDA. Where information exempted by the ATIPP and PIPEDA can be removed, individuals have the right to access the rest of the record. The organization makes every reasonable effort to assist individuals and respond to requests for access honestly, accurately, and completely.

To access a record, the individual must submit a written request to the organization and may request a copy of a record or to examine the record. The request must provide enough detail to enable the organization to identify the record sought. Individuals must pay a fee, where required, in accordance with the PIPEDA and its regulations. Requests can be submitted by email admin@soltreewellness.ca or handwritten to Soltree Wellness attention Heather Moxon 214-281 Restigouche Rd, Oromocto, NB E2V2H5. Individuals may submit a request orally by phoning 867-686-7242 or requesting in person at Soltree Wellness if they have limited ability to read or write in English or if they have a physical disability or condition that affects their ability to make a written request.

The organization may contact an applicant to gather additional information about their request or request a fee, or have the applicant agree to pay a fee. If an applicant does not respond within 30 days, their request for access may be deemed abandoned.

The organization makes all reasonable efforts to respond to requests for access within 30 days of receipt of the request. The response time may be longer if the time limit is extended in accordance with the ATIPP and PIPEDA or the request is transferred to or from another public body. The organization responds to requests to inform the individual whether their request has been granted in full or part, or if it has been refused, and provides details about the approval or refusal in accordance with the ATIPP and PIPEDA. Where a request is approved, access to records is provided in accordance with the Acts.

 Amending Personal Information

If an individual finds an error or omission in their personal information, they may request a correction to Soltree Wellness Inc attention Heather Moxon by written letter or secure email. The organization cannot correct opinions, including professional or expert opinions. If an individual requests a correction to an opinion, Heather Moxon makes a note or links the personal information to the requested amendments. If a correction is made to a record or a note or link is added, the organization informs other public bodies or third parties the information was disclosed to in the previous year unless it is not material or the individual who requested the correction provides written agreement that this is not necessary.

The organization provides the individual who requested the amendment with a written response within 30 days after they submitted their request or longer as allowed by the ATIPP and PIPEDA to inform them whether the correction has been made or whether a note or link has been added.

When the organization is notified of a correction, a note, or a linkage regarding an amendment to personal information in its custody or control, the organization updates the record promptly.

The organization may transfer requests for amendments to another public body if the personal information was collected by another public body or if they created the records containing the personal information. If a request is transferred, the organization notifies the individual who submitted the request that it has been transferred as soon as reasonably possible.

Any questions regarding the collection of your personal information for the purpose of receiving treatment by a practitioner at Soltree Wellness, can be directed to Heather Moxon by email admin@soltreewellness.ca or by phone at 867-686-7242.