A legal disclaimer

Introduction

Kare One Inc. (“we,” “our,” “us”) is committed to protecting the privacy, confidentiality, and security of all personal information entrusted to us. This Privacy Policy outlines how we collect, use, store, and safeguard personal information when individuals interact with our website, submit inquiries, or use our services.

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

Information We Collect

We may collect the following personal information:

1. Information You Provide Directly

• Name

• Email address

• Phone number

• Home address

• Inquiry or booking details

• Resume or employment information (for job applicants)

2. Automatically Collected Information

• IP address

• Browser type & device type

• Pages visited on our website

• Cookies and tracking data

• Time spent on pages

• General location (city-level)

3. Sensitive Information (Only if Applicable)

If you request care services, we may collect:

• Health-related details

• Functional needs

• Support requirements

• Emergency contact information

This information is governed under PHIPA and handled accordingly.

How We Use Your Information

We use personal information to:

• Provide care or staffing services

• Respond to inquiries

• Schedule assessments or consultations

• Process employment applications

• Improve website functionality

• Communicate updates, promotions, or resources (with consent)

• Ensure safety, compliance, and proper service delivery

Sharing of Information

We do not sell personal information.

We may share information only with:

• Approved staff involved in your care

• Partner facilities (with consent)

• Professional service providers (insurance, auditors, legal)

• Technology providers that host our website or secure data

• Government/regulatory bodies when legally required

All third parties must comply with confidentiality and data-protection obligations.

Data Storage & Security

Kare One employs:

• Encrypted data storage

• Secure servers

• Access controls & authentication

• Staff confidentiality agreements

• Regular security reviews

• Restricted access to health information

Personal information is stored in Ontario or other secure Canadian servers.

Your Rights

Under PIPEDA, you have the right to:

• Request access to your personal data

• Correct inaccurate information

• Withdraw consent

• Request deletion (when legally allowed)

• Ask how your information has been used or shared

Retention of Information

Personal information is retained only as long as necessary to:

• Provide services

• Meet legal requirements

• Maintain accurate care or staffing records

Records are securely destroyed when no longer required.

Cookies & Tracking Technologies

We use cookies to:

• Improve website performance

• Analyze visitor traffic

• Enhance user experience

You may disable cookies in your browser settings.

Contact Information

For privacy-related inquiries or complaints:

KARE ONE INC. – Privacy Officer
Email: ___________
Phone: ___________

2. PHIPA-Compliant Health Information Privacy Policy

Purpose

This policy governs how Kare One Inc. collects, handles, protects, and discloses Personal Health Information (PHI) in accordance with Ontario’s Personal Health Information Protection Act (PHIPA).

What Counts as Personal Health Information (PHI)

• Health conditions or diagnoses

• Medical histories

• Medication information

• Care plans

• Functional assessments

• Mobility, cognitive, or behavioural notes

• Emergency contacts

• Notes from caregivers, nurses, or CYWs

Collection of PHI

We only collect PHI necessary to:

• Provide safe and appropriate care

• Conduct assessments

• Coordinate with healthcare providers

• Ensure legal compliance

PHI may be collected from:

• Clients

• Authorized family members

• Hospitals or facilities (with consent)

• Care coordinators

• Healthcare professionals

Use of PHI

PHI is used to:

• Create individualized care plans

• Provide ongoing services

• Monitor safety

• Communicate with health teams

• Ensure continuity of care

Disclosure of PHI

PHI may be disclosed only when:

✔ You provide consent
✔ Required for care
✔ Required by law
✔ Required to prevent serious harm

We never disclose PHI for marketing or non-care-related purposes.

Protection of PHI

Kare One uses:

• Secure digital & physical storage

• Access restrictions

• Staff confidentiality agreements

• Encryption & password protection

• Secure destruction procedures

Client Rights Under PHIPA

You may request:

• Access to your health file

• Corrections to inaccurate information

• A record of disclosures

• Withdrawal of consent

3. Employee Confidentiality & Data Handling Policy

All employees, contractors, and affiliates must:

• Sign a Confidentiality Agreement

• Protect PHI and personal data

• Access information only when required for work

• Never share client data outside Kare One

• Use encrypted communication tools only

• Report any privacy breach immediately

Breach of this policy may result in termination.

4. Privacy & Consent Clauses for Service Agreements

Consent to Collect & Use Information

By signing this agreement, the client authorizes Kare One Inc. to collect and use personal and health information required to provide safe and appropriate services.

Disclosure for Care Purposes

Kare One may share relevant information with caregivers, health providers, or emergency personnel as needed.

Withdrawal of Consent

Clients may revoke consent at any time, except where records must be retained by law.

5. Electronic Signature & Digital Data Consent

Clients acknowledge that:

✔ Electronic signatures are legally binding in Ontario
✔ Digital forms are securely stored
✔ Consent given electronically is equivalent to paper consent
✔ Records may be stored using encrypted digital systems

6. Cookie & Online Tracking Policy

Kare One uses standard web analytics tools for performance monitoring.

Users may opt-out by disabling cookies.

7. Record Retention & Destruction Policy

• Client care records: Minimum 10 years

• Employee records: 7 years

• Incident reports: 10 years

• Electronic data: securely wiped

• Paper data: shredded in compliance with PHIPA