New Track Self-Care Inc. ("New Track," "we," "us," or "our") is committed to protecting the privacy and confidentiality of your personal information, including your personal health information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website at www.newtrackselfcare.com, contact us, or receive services at our clinics in London, ON and Vaughan, ON.

 

This policy is governed by the Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario's Personal Health Information Protection Act (PHIPA), Canada's Anti-Spam Legislation (CASL), and other applicable Canadian privacy laws. By using our website or services, you consent to the practices described in this policy.

 

 

1. Information We Collect

1.1 Information You Provide Directly

We collect personal information that you voluntarily provide to us, including:

• Contact information: name, phone number, email address, and mailing address

• Appointment and booking information submitted through our online booking platform (Jane App)

• Inquiry details submitted through our website contact form

• Health-related information you choose to share when inquiring about or scheduling services

• Feedback, testimonials, or communications you send us directly

 

1.2 Personal Health Information

As a healthcare provider, we collect personal health information ("PHI") as defined under PHIPA. This includes information collected and used for the purpose of providing or assisting in the provision of healthcare services such as:

• Medical history, health conditions, diagnoses, and treatment records

• Information related to mental health, psychological assessments, or psychiatric history

• Medications, allergies, and prior treatment outcomes

• Physical wellness assessments and session notes

 

All PHI is collected, used, and disclosed only in accordance with PHIPA and for purposes directly related to your care. Sensitive mental health and psychedelic-assisted therapy records are treated with the highest level of confidentiality.

 

1.3 Information Collected Automatically

When you visit our website, we and our third-party service providers may automatically collect:

• IP address and general geographic location

• Browser type and version, operating system, and device type

• Referring website or search terms used to find our site

• Pages visited, time spent on pages, and navigation patterns

• Cookie identifiers and session data (see Section 5)

 

 

2. How We Use Your Information

2.1 Providing and Managing Care

We use your information to:

• Book, confirm, and manage your appointments through Jane App

• Provide, coordinate, and improve the quality of our clinical services

• Communicate with referring healthcare providers (with your consent where required)

• Process billing and maintain clinical and administrative records

• Follow up on care outcomes and treatment progress

 

2.2 Communications and Marketing

With your consent as required under CASL, we may use your contact information to:

• Send appointment reminders, follow-up messages, and service-related communications

• Share wellness resources, updates on new services, or clinic news via email or SMS

• Respond to inquiries or feedback you submit through our website or by phone

 

You may withdraw your consent to receive marketing communications at any time by replying "UNSUBSCRIBE" to any email we send, or by contacting us at info@newtrackselfcare.com.

 

2.3 Website Improvement and Analytics

We use automatically collected data to analyze website traffic, improve user experience, understand how visitors find and use our site, and optimize the effectiveness of our digital content.

 

 

3. Digital Advertising and Remarketing

Our website uses digital advertising tools including Meta (Facebook) Pixel and Google Analytics to run targeted advertising campaigns. This means:

• Third-party vendors, including Meta and Google, may display New Track Self-Care ads on other websites and platforms you visit after visiting our site

• We and our advertising partners use first-party cookies (e.g., Google Analytics) and third-party cookies (e.g., Meta Pixel) together to measure ad performance and reach relevant audiences

• Advertising features we use may include custom audiences, lookalike audiences, interest-based targeting, and demographic and location targeting

 

Important: We do not send personally identifiable health information (such as specific diagnoses or treatment types) to Meta, Google, or any advertising platform. Data shared with advertising platforms is limited to anonymized behavioral signals (e.g., pages visited, form submissions completed).

 

To opt out of personalized advertising by Google, visit: https://www.google.com/settings/ads

To opt out of Meta (Facebook) ad targeting, visit: https://www.facebook.com/ads/preferences

To opt out of Google Analytics tracking entirely, visit: https://tools.google.com/dlpage/gaoptout/

 

 

4. Third-Party Service Providers and Disclosures

4.1 Service Providers

We share personal information with trusted third-party service providers who assist us in operating our business. These providers are contractually obligated to maintain the confidentiality and security of your information and may not use it for any purpose other than providing services to us. Providers include:

• Jane App — our electronic health record and online booking platform

• Wix — our website hosting provider

• Meta (Facebook) and Google — digital advertising and analytics

• Email and SMS communication platforms

• Payment processing providers (for billing purposes)

 

4.2 Disclosures Required or Permitted by Law

We may disclose your information, including PHI, in the following circumstances without your consent where permitted under PHIPA or PIPEDA:

• To comply with a legal obligation, court order, or government authority

• To protect the safety of you or another individual where there is a risk of serious harm

• To a regulated health professional involved in your circle of care

• To our legal counsel, accountants, or other professional advisors bound by confidentiality obligations

 

4.3 No Sale of Personal Information

We do not sell, rent, or trade your personal information or personal health information to any third party for commercial purposes.

 

 

5. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies. Cookies are small data files stored on your browser. We use them to:

• Maintain website functionality and session continuity

• Analyze website usage and traffic patterns via Google Analytics

• Support Meta Pixel for advertising measurement and audience building

• Understand your preferences based on prior visits to improve your experience

 

Most browsers allow you to control cookie settings. Disabling cookies may impact the functionality of certain parts of our website. You may also manage cookie preferences through your browser settings.

 

 

6. How We Protect Your Information

We implement administrative, technical, and physical safeguards to protect your personal and health information, including:

• Encrypted data storage and secure network access controls

• Role-based access limited to authorized staff who require information for their job functions

• Confidentiality obligations binding all employees and contractors

• Secure, PHIPA-compliant electronic health records through Jane App

• Secure fax and email protocols for transmitting sensitive communications

 

While we take reasonable steps to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We encourage you to contact us directly by phone if you are concerned about transmitting sensitive health information online.

 

 

7. Your Rights Under PIPEDA and PHIPA

As an individual whose information we hold, you have the right to:

• Access: Request access to the personal information or PHI we hold about you

• Correction: Request that we correct inaccurate or incomplete information

• Withdrawal of Consent: Withdraw consent to the use of your information for non-essential purposes (subject to legal or contractual obligations)

• Complaint: File a complaint with the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca or the Information and Privacy Commissioner of Ontario at www.ipc.on.ca

 

To exercise any of these rights, please contact our Privacy Officer at the contact details provided in Section 9. We will respond to your request within 30 days, or notify you if additional time is required.

 

 

8. Retention of Records

We retain personal health information for a minimum of ten (10) years from the date of your last appointment, or as otherwise required under applicable Ontario health profession legislation and PHIPA. Non-clinical personal information (such as marketing contact data) is retained only for as long as necessary to fulfill the purpose for which it was collected, or as required by law.

 

 

9. Contact Our Privacy Officer

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact:

 

Email: info@newtrackselfcare.com

Phone (London, ON): (226) 599-0477

Phone (Vaughan, ON): (289) 317-3595

Fax: (519) 953-7333

 

London, ON Office: 100 Collip Circle, Suite 105, London, ON  N6G 4X8

Vaughan, ON Office: 1600 Steeles Ave W, Suite 316, Vaughan, ON  L4K 4M2

 

 

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will update the "Last Updated" date at the top of this page. Continued use of our website or services following the posting of changes constitutes your acceptance of those changes.

 

We encourage you to review this policy periodically to stay informed about how we protect your information.

 

 

 

New Track Self-Care Inc. | www.newtrackselfcare.com | info@newtrackselfcare.com