Privacy Policy

Our Commitment to Privacy

Hanover Medical Associates is committed to protecting the privacy, confidentiality and security of the personal information and personal health information entrusted to us.

As a medical practice in Ontario, we handle personal health information in accordance with applicable privacy legislation, including Ontario’s Personal Health Information Protection Act, 2004 (PHIPA). Where applicable, we also follow the principles of Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

Personal Information We Collect

The information we collect depends on how you interact with Hanover Medical Associates. It may include:

• Your name, address, telephone number, email address and other contact information.
• Your date of birth, Ontario health card information and other information used to identify you as a patient.
• Medical history, symptoms, diagnoses, medications, test results, treatment information, referrals and other information related to your health and health care.
• Information provided when you book, change or cancel an appointment.
• Information provided when you contact our clinic by telephone, through our website or by another permitted method.
• Technical information generated when you visit our website, such as your IP address, browser type, device information and website activity.

How We Use Personal Health Information

Personal health information may be collected, used and disclosed as necessary to provide and coordinate your health care and to operate our medical practice. This may include:

• Providing assessment, diagnosis, treatment and other health care services.
• Communicating with you about appointments, care, referrals and follow-up.
• Coordinating your care with physicians, hospitals, laboratories, pharmacies, specialists and other health care providers involved in your care.
• Processing claims and fulfilling requirements associated with the Ontario Health Insurance Plan (OHIP) and other applicable programs or insurers.
• Maintaining complete and accurate medical records.
• Supporting quality improvement, risk management, administrative and operational activities.
• Meeting professional, regulatory and legal requirements.

We limit the collection, use and disclosure of personal health information to what is reasonably necessary for the applicable purpose.

Consent

Where required, Hanover Medical Associates obtains your consent before collecting, using or disclosing your personal health information. Depending on the circumstances and the purpose for which information is being handled, consent may be express or implied as permitted by law.

You may withdraw or limit your consent in certain circumstances by contacting us. Restrictions may affect our ability to provide or coordinate some health care services, and certain collections, uses or disclosures may still be permitted or required by law.

Sharing Your Information

To provide and coordinate health care, your personal health information may be shared with authorized health care providers and organizations, such as hospitals, laboratories, pharmacies, specialists and other members of your health care team.

We may also use third-party service providers to support functions such as appointment booking, technology, data storage, communications and other administrative services. These providers are expected to handle information appropriately and only for authorized purposes.

We may disclose personal or personal health information without consent when permitted or required by law, including where necessary to comply with legal obligations or address certain health or safety concerns.

Hanover Medical Associates does not sell personal health information.

Online Appointment Booking

Hanover Medical Associates provides registered patients with access to online appointment booking through Ocean by CognisantMD. When you use the online booking system, information you provide through that service may be collected and processed by the service provider according to its own privacy and security practices and its arrangements with health care providers.

Please use online booking only for the purposes described on our website. Online booking is intended for non-urgent appointments. For urgent appointment requests or assistance from clinic staff, please call 519-364-2820.

Website Contact and Electronic Communications

Information sent over the internet may carry privacy and security risks. This website does not have a contact form. Please do not send detailed medical information, urgent medical concerns or other sensitive health information to us electronically unless our clinic has asked you to use a specific, approved method. Call us at 519-364-2820 instead.

If you are experiencing a medical emergency, call 911 immediately.

Cookies and Website Analytics

Our website uses Google Analytics to understand how visitors use the site. Google Analytics sets cookies and collects information such as pages visited, approximate location based on IP address, browser and device type, the referring website, and the date and time of your visit. It does not collect your name or health information.

The website also uses Cloudflare to deliver pages securely, Google Fonts to display text, and an embedded Google Map on the Home and Contact pages. These services receive your IP address and basic browser information when a page loads. Online booking is provided by Ocean (see Online Appointment Booking above).

You can control or disable many types of cookies through your browser settings. Disabling cookies may affect the operation of certain website features.

Third-Party Websites and Services

Our website contains links to third-party websites and services, including health care resources, appointment booking services, hospitals, laboratories, government resources and other organizations. Hanover Medical Associates is not responsible for the privacy practices, security or content of third-party websites. We encourage you to review the privacy policies of those organizations before providing personal information.

Protecting Your Information

Hanover Medical Associates uses reasonable administrative, physical and technical safeguards appropriate to the sensitivity of the information in our custody or control. These measures are intended to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss or disposal.

Access to personal health information is limited to individuals who require it for authorized purposes. Staff, physicians, agents and service providers who handle personal health information are expected to maintain its confidentiality and comply with applicable privacy requirements.

Retention of Information

Personal information and personal health information are retained only for as long as required for the purposes for which the information was collected and to meet applicable legal, regulatory, professional and operational requirements.

When information is no longer required to be retained, it is securely destroyed, deleted or anonymized as appropriate.

Accessing or Correcting Your Health Information

Subject to certain exceptions provided by law, you may request access to personal health information about you that is held by Hanover Medical Associates. You may also ask us to correct information that you believe is inaccurate or incomplete.

Requests for access or correction should be made directly to the clinic. We may need to verify your identity before processing a request, and applicable fees may apply where permitted by law.

Privacy Questions and Complaints

If you have questions about this policy, wish to request access to or correction of your personal health information, or have a concern about how your information has been handled, please contact us:

Hanover Medical Associates
118 7th Avenue
Hanover, Ontario N4N 2G9
Telephone: 519-364-2820
Fax: 519-364-3965

You may also have the right to make a privacy complaint to the Information and Privacy Commissioner of Ontario or another applicable privacy regulator.

Changes to This Privacy Policy

Hanover Medical Associates may update this Privacy Policy from time to time to reflect changes to our practices, technology, services or legal obligations. The current version will be posted on this website.

Last updated: September 2026.