This policy explains how the collection, use, communication and retention of personal information is carried out by the Acupuncture Nancy Mongrain clinic, in order to ensure compliance with legal requirements relating to the protection of personal information. LAW 25

Protection of your data
Faced with the development of new communication tools, it is necessary to pay particular attention to the protection of privacy. This is why we are committed to respecting the confidentiality of the personal information we collect. We only collect personal information provided by an individual and necessary for the performance of the services offered at Acupuncture Nancy Mongrain. Your personal information and medical information will not be shared in any way without your consent.

Responsible for the protection of personal information
Nancy Mongrain Ac. is responsible for protecting the personal information of its patients.
She can be contacted at:
1290, Avenue Van Horne, suite 306, Montreal, Quebec H2V 2S4
info@nancymongrain.com
514-947-6565

Collection
Under the Regulation respecting the keeping of records and consulting rooms of the Order of Acupuncturists of Quebec, the acupuncturist must keep, at the place where he practices his profession, a file for each of his patients.

The acupuncturist collects and uses the personal information necessary to carry out his activities, in particular:

• the date the file was opened;
• the patient’s name at birth, address, telephone number, email, date of birth and gender;
• a summary description of the reasons for the consultation and his observations regarding the clinical examination
• Medical information includes any information related to your current or past health condition, medical imaging reports, etc.
• Opinion quant à la nature de la maladie ou de l’état énergétique du patient;
• a description of the professional services rendered and their date;
• recommendations made to the patient;
• annotations, correspondence and other documents inserted in the file

This information is obtained either verbally from the patient or through electronic documents. Personal information held electronically is accessible via an independent password known only to the data controller: Nancy Mongrain Ac.

Data retention
The acupuncturist must keep each file up to date until he ceases to provide professional services to the person concerned by this file.

1. Your personal and medical information will be kept for at least five (5) years, in accordance with the Professional Order of Acupuncturists of Quebec. Thereafter, your personal information may be securely destroyed or deleted.
2. The acupuncturist must keep his files in a room or piece of furniture to which the public or other professionals do not have free access or which can be locked.
3. When the acupuncturist uses computers or any other technique to create and maintain his files, he must ensure that their confidentiality is respected.
4. Electronic documents are managed and hosted by Gorendezvous, a software
   for making appointments and online patient files. GOrendezvous is a Quebec company and the data is hosted in Quebec. Gorendezvous Privacy Policy
5. The acupuncturist takes reasonable security measures to protect the personal information under his responsibility.

Access to personal information and rectification
You have the right to request the rectification and removal of your personal information stored by third parties in accordance with the terms of their confidentiality policy.

• The personal information collected by the acupuncturist is accessible at his or her principal place of business. The person concerned by this information can access it on request by email.
• The acupuncturist responds to requests from people who wish to access the personal information she holds about them, by giving them access to this information, by rectifying it when it is inaccurate or incomplete, by ensuring its portability if necessary, by destroying it when its retention is no longer necessary, or by de-indexing it. (after 5 years from the last entry, according to the OAQ)
• A person concerned by personal information held by the acupuncturist may ask her to:

1. Confirm the existence of the information and send a copy of it to her or any person she authorizes;
2. Rectify inaccurate, incomplete, equivocal information or information that is collected, communicated or stored in a manner that is not authorized by this policy or by law;
3. Delete information that is outdated or not

Cookies and similar technologies
Our website uses cookies and similar technologies to improve your online experience, personalize content, analyze usage trends, and administer our site. These cookies may be session cookies (temporary) or persistent cookies.

You have the choice to accept or refuse them by modifying the settings of your
browser.

Information sent by email and/or SMS
If you voluntarily choose to share information via email or text message, the information provided is strictly used by the clinic in the patient’s best interest and will not be shared. These emails will be treated with the same confidentiality as established in this policy. However, please note that information shared over the Internet is never completely secure.

Communication
The acupuncturist does not communicate any personal information he or she holds to a third party without the signed consent of the person covered by the personal information unless:

• The transmission of information without notifying the person concerned is required for the acupuncturist to comply with their legal obligations;
• Transmission of information without notifying the person concerned is required to avoid serious harm to the person concerned.

When the acupuncturist uses information and communication technologies (ICT) in the exercise of his profession, he must fully respect the rules established by the Order of Acupuncturists of Quebec for this purpose in the document entitled:
“Guideline for Social Media Use by Acupuncturists”

Technological security measures

• The acupuncturist uses a password to access databases containing personal information and;
• Change passwords on a regular basis.

Right of access
Under section 27 of the Act respecting the protection of personal information in the private sector, you have the right to request access to personal information held about you by our clinic. Personal information means any information that can identify you directly or indirectly.

To be able to exercise these rights, you can contact the person responsible for the protection of your personal information:
Nancy Mongrain
Email: info@nancymongrain.com
Telephone: 1(514) 947-6565

Deindexing request
If applicable, under the new section 28.1 of the Act respecting the protection of personal information in the private sector, you have the right to request the de-indexing of all personal information made publicly accessible on the Web about you by our clinic via GoRendezvous. To exercise these rights, you can contact: the person responsible for the protection of your personal information:
Nancy Mongrain
Email: info@nancymongrain.com
Telephone: 1(514) 947-6565

Complaints

• Any person may file a complaint regarding the protection of personal information held by the acupuncturist by contacting the acupuncturist at the email address or postal address mentioned in the paragraph above.
• The person responsible for the protection of personal information must respond to the complainant within 30 days of receiving an email request.

Confidentiality incident management procedure
In the event of a confidentiality incident, the acupuncturist undertakes to:

1. identify the cause of the incident;
2. remedy the incident;
3. reduce the risks of harm being caused and;
4. prevent new incidents of the same nature from happening again

Confidentiality Incident Log
The person responsible for the protection of personal information maintains a register of confidentiality incidents.

For more information about this policy
Any questions regarding this policy should be referred to the Privacy Officer. If you have any questions or concerns regarding this policy or the confidentiality of your personal information, do not hesitate to contact Nancy Mongrain, responsible for protecting the personal information of her patients.
1290, Avenue Van Horne, suite 306, Montreal, Quebec H2V 2S4
info@nancymongrain.com
514-947-6565
Last updated: March 4, 2025