Personal Health Information Protection Act, 2004
ProvideUcare Placement Agency
Effective: October 2026 · Reviewed annually
Your Trust, Our Care
Privacy Officer: Brikti — Owner
(647) 564-7484 info@provideucare.ca
OUR COMMITMENT TO YOUR PRIVACY
ProvideUcare Placement Agency is committed to protecting the privacy and confidentiality of every client's personal health information. We collect, use, and disclose personal health information only for the purpose of providing safe, effective, and coordinated home care services — and only in accordance with the Personal Health Information Protection Act, 2004 (PHIPA) and all applicable Ontario privacy legislation.
1 WHO WE ARE AND HOW TO REACH US
ProvideUcare Placement Agency Corp. o/a ProvideUcare ("we", "us", "the Agency") is a licensed Temporary Help Agency registered with the Ontario Ministry of Labour. We provide home care services including personal support worker (PSW) care, companion care, overnight care, disability support,new mother and newborn support, and nanny and in-home childcare.
Under the Personal Health Information Protection Act, 2004 (PHIPA), ProvideUcare is a Health Information Custodian and is responsible for the personal health information it collects, uses, and discloses in the course of providing home care services.
Organization ProvideUcare Placement Agency Corp. o/a ProvideUcare Privacy Officer Brikti — Owner Address 959 Bloor St. West #222, Toronto, ON M6H 1L7 Phone (647) 564-7484 Email info@provideucare.ca Website www.provideucare.com Licence Licensed THA — Ontario Ministry of Labour.
2 WHAT PERSONAL HEALTH INFORMATION WE COLLECT
We collect personal health information (PHI) only to the extent reasonably necessary to provide safe and effective home care services. The types of PHI we may collect include:
Health-Related Information
• Medical diagnoses, conditions, and health history relevant to the care being provided.
• Current medications — names, dosages, and frequency — where relevant to caregiver duties such as medication reminders.
• Physical and cognitive limitations affecting daily activities and personal care.
• Allergies and dietary restrictions relevant to meal preparation and care.
• Mobility needs and assistive device requirements.
Personal Identifying Information
• Full legal name and date of birth.
• Home address and contact information.
• Emergency contact names and phone numbers.
• Authorized representative information where applicable.
Care and Service Information
• Individual care plan and service schedule.
• Shift reports documenting care provided during each visit.
• Incident reports and any changes in condition observed during care.
We only collect what we need:
ProvideUcare does not collect health information beyond what is necessary to coordinate and provide the specific care services requested. You may refuse to provide certain information, understanding that this may limit our ability to provide safe and appropriate care.
3 WHY WE COLLECT YOUR HEALTH INFORMATION
We collect, use, and disclose personal health information for the following purposes:
• To provide safe and effective home care services tailored to your specific needs.
• To match caregivers to clients by care needs, language, cultural background, and personal values.
• To coordinate care schedules, shift assignments, and service changes.
• To document care delivered during each visit through caregiver shift reports.
• To respond to incidents, emergencies, or changes in your health status.
• To communicate with your emergency contacts or authorized representatives when required.
• To comply with our legal and regulatory obligations under Ontario law.
• To maintain accurate and complete records of services provided.
4 CONSENT
We obtain your consent before collecting, using, or disclosing your personal health information. Consent is obtained when you sign our Client Service Agreement before care begins.
You may withdraw your consent at any time by notifying our Privacy Officer in writing at info@provideucare.ca. Please note that withdrawing consent may affect our ability to provide or continue services.
When We Do Not Need Consent
Under PHIPA, there are limited circumstances where we may collect, use, or disclose PHI without consent:
• Where disclosure is required by law — for example, in response to a court order or mandatory reporting obligation.
• Where disclosure is necessary to prevent or reduce a significant risk of serious bodily harm to you or another person.
• Where disclosure is to another health information custodian for the purpose of continuing your care.
Your right to withdraw consent:
You have the right to withdraw consent to the collection, use, or disclosure of your personal health information at any time, subject to legal or contractual restrictions. Contact our Privacy Officer at info@provideucare.ca or (647) 564-7484.
5 WHO WE MAY SHARE YOUR INFORMATION WITH
We do not sell, rent, or trade your personal health information. We share your PHI only in the following limited circumstances:
Within ProvideUcare
• Your assigned caregiver — receives only the information necessary to provide your care safely.
• The Agency owner and Privacy Officer — for care coordination, quality assurance, and compliance.
Outside ProvideUcare — With Your Consent
• Your emergency contacts or authorized representative — in the event of an emergency or significant change in your condition.
• Another home care agency or health care provider — if your care is being transferred or coordinated.
• Your family members — only where you have explicitly consented to this sharing.
Outside ProvideUcare — Without Consent (As Required by Law)
• Government authorities or law enforcement — where required by law or court order.
• To prevent serious risk of harm — where disclosure is necessary to protect your safety or the safety of another person.
We never share carelessly:
ProvideUcare staff and caregivers are trained never to discuss client health information in public, on social media, or through any unsecured communication channel. All PHI is shared only through secure, authorized channels.
6 HOW WE PROTECT YOUR INFORMATION
ProvideUcare takes the security of your personal health information seriously. We implement the following safeguards:
Physical Safeguards
• Paper client files are stored in locked filing cabinets accessible only to authorized Agency staff.
• Physical documents containing PHI are marked confidential and handled securely.
Digital Safeguards
• Digital client files are stored in password-protected platforms with restricted access.
• Caregiver shift reports containing PHI are transmitted only through secure Agency channels — email at info@provideucare.ca or directly to Agency management.
• Agency staff and caregivers are prohibited from storing client PHI on personal devices beyond what is necessary for the current shift.
Administrative Safeguards
• All caregivers and staff sign a confidentiality agreement before beginning work.
• PHIPA training is provided to all employees at onboarding and whenever this Policy is updated.
• Access to client health information is limited to the minimum necessary for each caregiver's specific assignment.
• Caregivers are prohibited from photographing, recording, or sharing any information about clients or client homes.
7 HOW LONG WE KEEP YOUR INFORMATION
ProvideUcare retains personal health information for a minimum of 10 years from the date of the last service provided, in accordance with PHIPA and applicable Ontario health records legislation.
For clients who were minors at the time services were provided, records are retained for a minimum of 10 years after the client turns 18, or 10 years from the last service date — whichever is longer.
After the retention period has expired, client records are destroyed securely — paper records are shredded and digital records are permanently deleted.
8 YOUR RIGHTS UNDER PHIPA
Under PHIPA you have the following rights regarding your personal health information held by ProvideUcare:
Your Right What This Means Right of access You may request access to your personal health information held by ProvideUcare at any time. Right to correct You may request a correction to your PHI if you believe it is inaccurate or incomplete. Right to withdraw consent You may withdraw consent to the collection, use, or disclosure of your PHI at any time, subject to legal restrictions. Right to a disclosure record You may request a record of who has received your PHI from ProvideUcare and why. Right to file a complaint You have the right to file a complaint with the Information and Privacy Commissioner of Ontario if you believe your privacy rights have been violated.
To exercise any of these rights, contact our Privacy Officer:
• Email: info@provideucare.ca
• Phone: (647) 564-7484
• Mail: ProvideUcare Placement Agency, 959 Bloor St. West #222, Toronto, ON M6H 1L7
We will respond to all access and correction requests within 30 days of receipt.
9 PRIVACY BREACH RESPONSE
A privacy breach occurs when personal health information is collected, used, or disclosed without authorization — including accidental disclosure, loss of records, or unauthorized access.
If a Breach Occurs
• ProvideUcare will act immediately to contain the breach and prevent further unauthorized disclosure.
• We will assess the scope and nature of the breach and the potential risk of harm to affected individuals.
• We will notify affected clients as soon as reasonably possible.
• We will document the breach, our response, and the steps taken to prevent recurrence.
• If the breach poses a significant risk of harm, we will notify the Information and Privacy Commissioner of Ontario.
How to Report a Breach
If you suspect your personal health information has been disclosed without your consent — or if you are a ProvideUcare staff member or caregiver who has accidentally disclosed client information — contact our Privacy Officer immediately:
• Phone or text: (647) 564-7484
• Email: info@provideucare.ca
If you believe your rights have been violated:
You have the right to file a complaint directly with the Information and Privacy Commissioner of Ontario at ipc.on.ca or by calling 1-800-387-0073. Address: 2 Bloor St. East, Suite 1400, Toronto, ON M4W 1A8.
10 WEBSITE AND DIGITAL COMMUNICATIONS
Our website at www.provideucare.com may collect standard technical information such as browser type, pages visited, and time spent on pages. This information is collected in aggregate and is not linked to any individual client's personal health information.
When you contact us by email at info@provideucare.ca, your contact information and message contents are stored securely and used only for the purpose of responding to your inquiry. We do not use client contact information for marketing purposes without explicit consent.
Care-related communications — including shift reports submitted by caregivers — are stored securely in the Agency's records management system and are accessible only to authorized Agency staff.
11 UPDATES TO THIS POLICY
This Privacy Policy will be reviewed and updated at least annually and whenever there is a material change to our privacy practices or applicable legislation. The effective date at the top of this document reflects the most recent review.
We will notify existing clients of any material changes to this Policy by email to the address on file. The current version of this Policy is always available on our website at www.provideucare.com and upon request from our Privacy Officer.
12 CONTACT OUR PRIVACY OFFICER
For any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal health information, please contact our Privacy Officer:
Privacy Officer Brikti — Owner, ProvideUcare Placement Agency Phone / Text (647) 564-7484 Email info@provideucare.ca Mail 959 Bloor St. West #222, Toronto, ON M6H 1L7 Response time Within 30 days of receiving your request
If you are not satisfied with our response, you have the right to contact the Information and Privacy Commissioner of Ontario:
• Website: ipc.on.ca
• Phone: 1-800-387-0073
• Email: info@ipc.on.ca
• Address: 2 Bloor St. East, Suite 1400, Toronto, ON M4W 1A8
ProvideUcare Placement Agency · (647) 564-7484 · info@provideucare.ca · www.provideucare.com · Licensed THA — Ontario · PHIPA Compliant · Your Trust, Our Care
ProvideUcare Placement Agency · Privacy Policy
PHIPA Compliant · Ontario · Effective October 2026
ProvideUcare · (647) 564-7484 · info@provideucare.ca www.provideucare.com · PHIPA Compliant