Privacy Policy

A legal disclaimer

KARE ONE INC.

Elder Navigation & Private Home Care Services

Effective Date: 2025 | Jurisdiction: Ontario, Canada

1. Introduction

Kare One Inc. ("we," "our," "us") is dedicated to protecting the privacy, dignity, and personal information of every older adult and family member we serve. As a provider of elder navigation services and private in-home care, we understand that you are entrusting us with sensitive personal and health information at a vulnerable time — and we take that responsibility seriously.

This Privacy Policy explains how we collect, use, protect, and share personal information in connection with our elder navigation consultations, care coordination, and private home care services. It applies to all clients, family representatives, and individuals who contact us for support or information.

By engaging our services or submitting information to us, you consent to the practices described in this policy.

2. Information We Collect

Because our services are centered on the care and well-being of older adults, we collect information in several important categories:

2.1 Information You Provide Directly

When you contact us, request a consultation, or engage our home care services, we may collect:

Full name of the client and family contact
Email address and phone number
Home address and residence type
Emergency contact information
Details about care needs, preferences, and goals
Information about existing healthcare providers or facilities
Financial or insurance details relevant to care planning (only where applicable)

2.2 Personal Health Information (PHI)

For clients receiving elder navigation guidance or in-home care, we may collect health-related information, including:

Medical diagnoses, health conditions, and medical history
Medications and treatment plans
Mobility, cognitive, and behavioural assessments
Care plans and functional needs
Notes from caregivers, nurses, or care coordinators
Information shared by hospitals, specialists, or community health programs (with consent)

This information is governed under Ontario's Personal Health Information Protection Act (PHIPA) and is handled with the highest level of care and confidentiality.

2.3 Automatically Collected Website Information

When you visit our website, we may automatically collect:

IP address and general city-level location
Browser and device type
Pages visited and time spent on-site
Cookies and basic analytics data

3. How We Use Your Information

All information collected is used solely to support the care, safety, and navigation of the older adults and families we serve. Specifically, we use personal information to:

Conduct elder care needs assessments and consultations
Develop and coordinate personalized care plans
Match clients with appropriate in-home caregivers
Communicate with healthcare providers, specialists, and facilities on your behalf
Coordinate transitions between home care, retirement communities, or healthcare settings
Monitor the ongoing safety and well-being of clients receiving home care
Respond to inquiries and provide information about our services
Meet our legal and professional obligations
Improve the quality of our services

We do not use personal or health information for marketing purposes without your explicit consent.

4. Sharing of Information

Kare One Inc. does not sell personal information under any circumstances.

We may share information only in the following limited circumstances:

With in-home caregivers and care staff directly involved in your care
With healthcare providers, hospitals, or specialists — with your consent — to coordinate care
With retirement communities, long-term care facilities, or community programs as part of elder navigation support
With professional service providers (e.g., legal, insurance, or audit services) bound by confidentiality obligations
With technology providers who host or secure our systems, subject to strict data protection agreements
With government or regulatory bodies when required by law

Any third party who receives information through us is required to maintain confidentiality and handle data in accordance with applicable privacy law.

5. Protection of Personal Health Information

We apply rigorous safeguards to protect all personal and health information, including:

Encrypted digital storage and secure servers located in Ontario or elsewhere in Canada
Strict access controls — only staff directly involved in your care may access your information
Signed confidentiality agreements for all employees, caregivers, and contractors
Password-protected and encrypted communication tools
Regular security reviews and staff privacy training
Secure destruction of paper and electronic records when no longer required

6. Your Rights

Under both PIPEDA (federal) and PHIPA (Ontario), you have the right to:

Access your personal information or health file held by Kare One
Request corrections to inaccurate or incomplete information
Receive a record of disclosures of your health information
Withdraw your consent at any time (subject to legal limitations)
Ask how your information has been used or shared
Request deletion of your personal information where legally permitted

To exercise any of these rights, please contact our Privacy Officer using the information provided at the end of this policy.

7. Consent

We collect and use personal information only with your knowledge and consent. In the context of our services, consent may be:

Express (provided verbally, in writing, or electronically when you engage our services)
Implied (when the purpose of collection is obvious and consistent with our care activities)

Where a client is unable to provide consent directly, an authorized family member, substitute decision-maker, or power of attorney may provide consent on their behalf, in accordance with PHIPA.

You may withdraw your consent at any time, except where Kare One is required by law to retain records.

8. Retention of Records

We retain personal information only as long as necessary to:

Deliver ongoing care and navigation services
Fulfill legal and regulatory obligations
Maintain accurate records for continuity of care

Our standard retention periods are as follows:

Client care records: Minimum 10 years
Employee and caregiver records: 7 years
Incident and safety reports: 10 years

When records are no longer required, they are securely destroyed — electronic data is wiped and paper documents are shredded in compliance with PHIPA.

9. Cookies & Online Tracking

Our website uses standard cookies and analytics tools to improve performance and understand how visitors use our site. We do not use tracking for advertising purposes.

You may disable cookies at any time through your browser settings. Disabling cookies will not affect your ability to receive services from Kare One.

10. Electronic Consent & Digital Records

Kare One uses secure digital systems to collect and store consent forms, service agreements, and care documentation. Clients and family representatives should be aware that:

Electronic signatures are legally valid in Ontario under the Electronic Commerce Act
Digitally submitted forms are encrypted and securely stored
Electronic consent carries the same legal weight as written consent
All digital records are protected using encrypted storage systems

11. Privacy Breaches

If a privacy breach occurs involving your personal or health information, Kare One will:

Contain and investigate the breach promptly
Notify affected individuals in accordance with PHIPA and applicable law
Take corrective measures to prevent future incidents
Report the breach to the Information and Privacy Commissioner of Ontario where required

12. Changes to This Policy

Kare One may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or best practices. We will notify clients of material changes and post the updated policy on our website. Continued use of our services following any update constitutes acceptance of the revised policy.