1. Who we are
Trean Clinical Services Inc. is an independent medical practice. We are the health information custodian for your personal health information under Ontario’s Personal Health Information Protection Act, 2004 (PHIPA). Decisions about your health record are made here.
Medical Director: Dr Karim Vellani, MD CCFP, CPSO #97637. Care is provided by physicians registered with the College of Physicians and Surgeons of Ontario. Prescriptions are reviewed by a pharmacist registered with the Ontario College of Pharmacists.
Trean Health Inc. provides our technology platform and acts as our agent for that purpose. It handles your information only on our instructions and only to help us provide care.
Contact
Privacy Officer / Contact Person for the purposes of PHIPA s.15:
- Dr Karim Vellani, MD CCFP, CPSO #97637 — Privacy Officer and Contact Person, Trean Clinical Services Inc.
- 11-345 Bloor St E, PB #204, Toronto, Ontario M4W 3J6
- privacy@trean.ca
- 1-833-987-3265
2. What we collect
| Category | What it includes |
|---|---|
| Identity | Name, date of birth, contact details, province, and your health card number where the service is insured |
| Clinical | History, medications and supplements, symptoms, allergies, family history, consultation notes, prescriptions, laboratory results |
| Measurements | VO2, grip strength, resting metabolic rate and body composition, where you have them |
| Wearable data you choose to share | Resting heart rate, heart-rate variability, sleep duration, steps and workout summaries |
| Correspondence | Secure messages between you and your care team |
Wearable measures we deliberately do not take: sleep staging, blood oxygen, and proprietary readiness or recovery scores. These are either not accurate enough to act on clinically or not transparent enough to verify. The exclusion is enforced by the system rather than left to judgement.
Every value in your record carries its source and how reliable that source is, so a laboratory result and a wrist reading are never treated as the same kind of evidence.
3. Why we collect it
- To assess you, provide care, prescribe where appropriate, and monitor treatment over time.
- To have a pharmacist review prescriptions before they are dispensed.
- To arrange laboratory testing and interpret the results with you.
- To communicate with you and with others involved in your care.
- To meet our legal, regulatory and professional obligations, including record-keeping.
- To administer payment for uninsured services and to bill OHIP for insured ones.
We do not use your personal health information for marketing. Information you share for care is used for care. No automated process generates a message, recommendation or offer to you from your clinical data.
4. Consent
Within your circle of care. Your clinician may rely on your implied consent to share information with other custodians involved in your care — the pharmacy dispensing your prescription, the laboratory doing your bloodwork, a specialist we refer you to, or your family physician.
Outside it. A trainer or coach is not a health information custodian. Nothing is shared with them unless you give express, written consent that names the person, states the categories of information, and can be withdrawn at any time without affecting your care.
Withholding or withdrawing consent. You may restrict what we share, including in part. If a restriction could affect our ability to care for you safely, your clinician will tell you. In some cases the law requires us to notify a recipient that information has been withheld.
5. Virtual care, and its limits
Care delivered electronically carries risks that in-person care does not. We use reasonable safeguards, but no electronic system can be guaranteed secure. Specifically:
- Electronic messages can be misdirected, intercepted, forwarded or altered without our knowledge.
- Employers and internet providers may have a legal right to inspect messages passing through their systems.
- Anyone with access to your device or account can read your messages.
- A clinician cannot physically examine you, which limits what can be assessed remotely.
- Technical failure may delay care. If something is urgent, do not wait for a reply — call 911 or attend an emergency department.
6. Who we share with, and where it is held
| Recipient | Why | Where |
|---|---|---|
| TELUS Health | Our clinical record system | Canada |
| LifeLabs | Laboratory testing you consent to | Canada |
| Your pharmacy | Dispensing a prescription | Canada |
| Your family physician or a specialist | Referral and continuity of care | Canada |
| Your trainer | Only with express written consent, limited to agreed categories | Canada |
| OHIP | Billing for insured services | Canada |
We disclose outside these purposes only where the law requires or permits — a legal order, a mandatory report, or where there is a significant risk of serious bodily harm.
7. Your rights
- Access. You may ask for a copy of your record. We respond within 30 days and will tell you if an extension applies and why. A reasonable fee may apply for copies, as PHIPA allows.
- Correction. If your record is inaccurate or incomplete you may ask us to correct it. If we disagree, you may require a statement of disagreement to be attached.
- Withdraw consent. At any time. Withdrawal is not retroactive.
- Complain. To us, and to the Information and Privacy Commissioner of Ontario at any time, whether or not you raise it with us first.
Information and Privacy Commissioner of Ontario · 2 Bloor Street East, Suite 1400, Toronto ON M4W 1A8 · 1-800-387-0073 · ipc.on.ca
8. Safeguards
- Access limited to those who need it to provide or support your care, and logged.
- Encryption in transit and at rest.
- Confidentiality obligations and privacy training for everyone with access.
- Written agreements with our clinical record provider and other service providers.
- Regular review of who has access and why.
If there is a breach, we will notify you at the first reasonable opportunity and notify the Information and Privacy Commissioner of Ontario where PHIPA requires. We keep a record of every privacy breach and report statistics to the Commissioner annually.
9. How long we keep your record
Medical records are retained for at least 10 years after your last interaction with us, or for a patient who was a minor, 10 years after the day they turned 18. These periods are set by law and by our regulator. We cannot delete a clinical record on request.
10. Changes
We will post any updated version with a new date and tell you directly where a change is significant.