Last updated: April 26, 2026
Ajax Harwood Clinic respects your privacy and is committed to protecting the personal information you share with us. This policy explains what information we collect, how we use it, who we share it with, and what choices you have.
This policy applies to information collected through our website, our online booking system, our intake and questionnaire forms, and through your in-person interactions with the clinic.
Who is responsible for your information
Ajax Harwood Clinic operates as a sole proprietorship under Dr. Carlos Yu, a family physician licensed to practice in Ontario. Dr. Yu is the information custodian for your personal health information under the Ontario Personal Health Information Protection Act (PHIPA).
If you have any questions or concerns about your privacy, you can reach Dr. Yu directly using the contact information at the bottom of this policy.
What information we collect
Depending on how you interact with us, we may collect:
- Identifying information — your name, date of birth, and Ontario Health Card number
- Contact information — email address, phone number, and mailing address
- Health information — symptoms, medical history, medications, allergies, vaccination history, family history, lifestyle factors, and other clinical information you share with us or that arises during your care
- Booking and visit information — appointment dates, type of consultation, reason for visit, and notes from your visit
- Payment information — when applicable (e.g. travel medicine consultations or no-show fees), your credit card details are collected and stored by our payment processor, not by us
- Communications — emails, voicemails, and form submissions exchanged with the clinic
- Website usage information — basic technical information such as IP address and browser type, used to keep the website functioning and secure
Why we collect your information
We collect personal information for the following purposes:
- To provide medical care and clinical advice
- To schedule appointments and follow up with you
- To bill the Ontario Ministry of Health (OHIP) for insured services, or to bill you directly for uninsured services
- To communicate with you about appointments, results, and recommendations
- To coordinate with other health professionals involved in your care
- To meet our legal, professional, and regulatory obligations
We do not use your personal information for marketing, and we do not sell your information to anyone.
How we use software tools to support your care
Like many modern medical practices, we use software tools — including AI-assisted tools — to help organize information, prioritize urgent concerns, and prepare for visits. For example, when you submit an intake form or questionnaire, AI tools may help us flag time-sensitive concerns, summarize your responses for the clinical team, and draft preliminary notes.
These tools support our clinical work but do not replace clinical judgment. All decisions about your care are made by Dr. Yu or another qualified clinician, never by software alone. If you have specific concerns about how your information is handled, please raise them with Dr. Yu directly.
Who we share your information with
We share information only when necessary, and generally only in these situations:
- Your circle of care — other health professionals directly involved in your care (such as specialists you are referred to, your pharmacist, the laboratory or imaging facility processing your tests, or your other family physician). PHIPA permits this implicit sharing within your circle of care, but you can ask us to limit it.
- OHIP and the Ministry of Health — for billing of insured services
- Required disclosures — when we are legally required to share information (for example, certain reportable conditions, court orders, or child protection concerns)
- With your explicit consent — for any other sharing, such as releasing records to an insurance company, employer, or third party
Service providers we work with
To run our practice, we rely on a small number of carefully chosen service providers. These include:
- A payment processor that handles credit card transactions (we never see or store your full card number)
- AI-assisted clinical tools as described above
- Voice-to-text transcription when authorized to support clinical note-taking
- Email and messaging services to communicate with you
- Website hosting and infrastructure providers
These service providers are bound by confidentiality and data protection requirements, and they may only use your information to provide services to us.
Your rights
Under PHIPA and Canadian privacy law, you have the right to:
- Access the personal health information we hold about you
- Correct information you believe is inaccurate
- Withdraw consent for specific uses or disclosures (with some legal exceptions)
- Ask questions about how your information is handled
- File a complaint with the Information and Privacy Commissioner of Ontario if you believe your rights have been breached
To exercise any of these rights, contact Dr. Yu using the information below.
How we protect your information
We take reasonable steps to safeguard your information, including:
- Storing electronic records in secure, access-controlled systems
- Limiting access to those who need it for your care
- Training staff and clinicians on confidentiality and privacy obligations
- Using encrypted connections for data transmission where applicable
No system is perfectly secure, but we work to maintain industry-standard protections appropriate for a medical practice.
How long we keep your information
In accordance with the College of Physicians and Surgeons of Ontario (CPSO), we retain medical records for at least 10 years after your last visit, and longer for minors (until the patient reaches age 28). After this period, records are securely destroyed unless there is a legal reason to retain them longer.
Changes to this policy
We may update this policy from time to time. The most recent version will always be posted at this URL with an updated “last updated” date. Significant changes will be communicated to active patients where appropriate.
Contact us
For privacy questions, concerns, or requests:
Dr. Carlos Yu
Ajax Harwood Clinic
88 Harwood Avenue South
Ajax, Ontario L1S 2H6
Phone: (905) 683-0690
Email: ajaxharwoodclinic@gmail.com
If you are not satisfied with our response to a privacy concern, you may contact the Information and Privacy Commissioner of Ontario:
- Website: ipc.on.ca
- Phone: 1-800-387-0073