Privacy Policy

Ottawa Brain Eye & Ear (OBEE)

Our commitment to your privacy

At Ottawa Brain Eye & Ear, your trust matters as much as your health. Everyone on our team — neurologists, neuro-ophthalmologists, neuro-otologists, audiologists, vestibular physiotherapists, and our administrative staff — treats your personal health information as confidential.

The laws we follow

OBEE is a "health information custodian" under Ontario's Personal Health Information Protection Act, 2004 (PHIPA). We also follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) where it applies, along with the professional standards of the colleges that govern our clinicians. Our practices are overseen by the Information and Privacy Commissioner of Ontario (IPC).

What we collect and how we use it

To provide safe, effective care, we collect identifying details, health history, examination findings, test results, information from referring providers, and billing information (OHIP, extended health, WSIB, auto insurance, private pay). We collect only what we need.

Your information is used to provide and coordinate your care, communicate with your other healthcare providers, bill for services, and meet our legal obligations. Within your circle of care — the providers directly involved in your treatment — we may share information without asking each time, as PHIPA permits, so your care isn't delayed. We will not share your information with anyone outside your circle of care without your express consent, unless the law requires it. We do not sell your information and do not use it for marketing.

Our use of AI tools

Modern clinical care increasingly involves AI tools, such as AI scribes that help draft clinical notes. We want you to know:

• We only use AI tools that have been assessed for compliance with PHIPA and other Canadian health privacy laws, in line with the IPC of Ontario's guidance on AI in healthcare.

• Every AI vendor is bound by a written agreement covering data residency, security, retention, and breach notification.

• AI tools support your clinician — a qualified human always reviews and is responsible for decisions about your care.

• If you would prefer an AI scribe not be used during your visit, please let us know. This will not affect the care you receive.

How we protect your information

We use a combination of physical, technical, and administrative safeguards, including secure electronic medical records, encryption, access controls, audit logs, staff training, and written agreements with every vendor that handles your information.

Your rights

Under PHIPA, you have the right to access your record, request a correction, withdraw or limit your consent for certain uses, be notified of any privacy breach affecting your information, and make a complaint to us or directly to the IPC.

If we become aware of a privacy breach involving your information, we will notify you at the first reasonable opportunity and report to the IPC as required.

Contact us

For any privacy questions, concerns, or requests, please contact the clinic.

Information and Privacy Commissioner of Ontario 1-800-387-0073 | ipc.on.ca

We may update this policy from time to time; the current version will always be posted on our website with the date it was last updated.