Privacy Policy

Evolve Med Ltd. (“Evolve”, “we”, “us”, “our”), doing business as Evolve Medical is committed to collecting, using, and disclosing personal information responsibly. Personal information is any information about a specific, identifiable individual, including name, address, telephone number, and personal history. Personal information includes personal health information, which means diagnostic, treatment and care information relating to a specific individual and any other information about an individual that would fall within the definition of personal health information as found in provincial health sector privacy legislation.

We value privacy and are committed to protecting the privacy, confidentiality and security of our patient’s personal information, including personal health information in our custody or under our control.  

By accessing Evolve’s website or using any of Evolve’s services (including but not limited to services provided by regulated and unregulated health care providers), you agree to be bound by the terms of this Privacy Policy. Please note that your use of our website is also subject to our Terms of Use.

Collection, Use, and Disclosure of Personal Information

We may collect, use or disclose personal information as set out below and as otherwise required or permitted by federal and provincial law. For example, we may collect your name, gender, date of birth, address, email address, phone number, payment card information, general health concerns, health card number, physician, diagnosis, referrals, treatment plans and other relevant information as required.  

Health Care Services: We may collect use and disclose your personal information for the purposes of assessment, planning, treatment or delivering other health-related services. We may collect personal information from you directly, or from other third parties if you provide us with consent to do so or if we are authorized to do so by law. We will only collect the personal information we need to provide you with health care services.

In the course of providing health care services, your personal information may be shared with health information custodians involved in your care (e.g., another physician or health care practitioner, an allied professional or member of your clinical care team) unless instructed otherwise by you. For example, if you provide us with your physician’s information on our website we may contact them with a request to provide a referral for you to access Evolve’s services. We may also share your personal information for the purposes of contacting your emergency contact or emergency services if we feel it is necessary for your safety.

Consent:

• Unless the purposes for collecting personal information are obvious and you voluntarily provide your personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.

• If you do not wish for your personal information to be used or shared, you have the right to refuse to provide all or part of the information to us at the time we request the information or anytime afterwards.
• We may not be able to fulfill your wishes if they impact our ability to deliver quality health care to you or if we are legislated to use or disclose the information to which you object. In these cases we will discuss the impact of your objection with you.
• If we find it necessary to disclose your information for purposes other than providing health care, we will notify you of the purpose for the disclosure and ask you for consent to disclose the information.
• You have the option of using audio or video for accessing health care sessions. In general, Evolve does not permit recording of audio or video sessions. If there is a purpose to record an audio or video session, this will be discussed with you beforehand and only completed with your express consent.
• The way we collect your consent may vary depending on the purpose for the consent.
• Your personal information is confidential and is not shared without your permission except under the following circumstances:

1. If you are judged to be at serious imminent risk of significant harm to yourself or others;

2. If you disclose information indicating that a child or vulnerable adult is at risk of abuse or neglect;

3. If your records are subpoenaed by court;

4. If you report professional misconduct by another regulated health professional that suggests they may be a danger to the public, the health professional may be required to report to the other health professional’s regulatory body.

As part of routine practice, your health care professionals may occasionally consult with professional colleagues regarding practices, and that when this is done, it is for the purpose of benefiting members and personal information is kept confidential.

Personnel Access: Evolve only permits Evolve personnel (“Personnel” which includes our employees, contractors and subcontractors) to access personal information to the extent necessary to perform their designated functions. We require Personnel to commit to protecting personal information by complying with our policies, procedures, and federal and provincial law.

More generally, we have in place appropriate physical, technological, and organizational safeguards including access controls to protect personal information against loss, theft, and unauthorized access, use and disclosure. Notwithstanding the safeguards we employ and our commitment to protecting personal information, we cannot guarantee the security or error-free transmission or storage of personal information. There are risks inherent in the use of electronic means to transmit and hold information in electronic format. These risks can be minimized but not eliminated by the use of appropriate security measures, such as the measures Evolve employs. These risks include interception, loss, corruption, unauthorized access to, use and disclosure of personal information, and delay in the availability of personal information.  

You play an important role in protecting your privacy and your personal information and for that purpose, we ask you to do the following:

• Password-protect your device, email account, LearnWorlds account, and Juvonno account with strong and unique passwords. Do not share these passwords with anyone.
• Choose a quiet, private location from which to receive healthcare services.

Payment: We may collect, use and disclose your personal information for the purposes of facilitating and/or collecting payment for our services or to determine any entitlement to insurance coverage or other benefits.  

Research: Evolve may conduct or participate in research and analysis in which case your personal information, including personal health information, may be analyzed in de-identified form. The results of this research and analysis will not be disclosed or otherwise published in a manner that could identify an individual. Any additional testing for research or analysis purposes that involves the collection, use or disclosure of information that could identify an individual will involve a separate informed consent process.

Internal Operations: We may collect, use and disclose personal information for the purposes of risk management, training, security or otherwise to improve the quality of Evolve services, including the evaluation and monitoring of those services, such as for auditing and quality assurance purposes.

Legal & Compliance: We may disclose your personal information where required or permitted by law including to respond to a subpoena, order, or similar obligation to produce information, establish or exercise Evolve’s legal rights including defend against legal claims, detect, investigate, suppress, prevent or take action regarding illegal or prohibited activities, including without limitation suspected fraud and threats to the reputation or safety of any person. We may transfer any information we have about you in connection with a proposed or completed merger or sale involving all or part of Evolve or as part of a corporate reorganization or other change in corporate control.

Electronic Communication

Evolve Medical services are provided via electronic communication, including Telehealth. Telehealth is the use of technology to provide health care services at a distance (e.g., via interactive audio and video, or telephone). There are many benefits to using Telehealth services. It increases accessibility to treatment, reduces travel time, and allows for participation in health care services from an environment of your choosing. The laws that protect your privacy and the confidentiality of your personal information also apply to electronic communication. Evolve Medical also uses other electronic communication, such as emails for appointment reminders, newsletters, and communication with other health care providers.  

We are careful to take reasonable means to safeguard your data when using electronic communication; however, just like social media and online shopping, electronic communication has some inherent privacy and security risks that your personal information may be intercepted or unintentionally disclosed, which cannot be completely protected against. No video or voice recordings are kept from our Telehealth sessions. Similarly, we ask that you do not record Telehealth sessions.

Conditions of using the Services

• While Evolve Medical and its associated professionals will attempt to review and respond in a timely fashion to your electronic communication, we cannot guarantee that all electronic communications will be reviewed and responded to within any specific period of time. Evolve Medical services will not be used for medical emergencies or other time-sensitive matters.  
• If your electronic communication requires or invites a response from Evolve Medical or its associated professionals and you have not received a response within a reasonable time period, it is your responsibility to follow up to determine whether the intended recipient received the electronic communication and when the recipient will respond.  
• Electronic communication is not an appropriate substitute for in-person or over-the-telephone communication or clinical examinations, where appropriate, or for attending the Emergency Department when needed. You are responsible for following up on the electronic communication received from Evolve Medical and its associated professionals and for scheduling appointments where warranted.  
• Electronic communications concerning diagnosis or treatment may be printed or transcribed in full and made part of your medical record. Other individuals authorized to access the medical record, such as staff and billing personnel, may have access to those communications.  
• Evolve Medical practitioners may forward electronic communications to staff and those involved in the delivery and administration of your care. Evolve Medical practitioners might use one or more means of electronic communication to communicate with those involved in your care. Evolve Medical and its associated professionals will not forward electronic communications to third parties, including family members, without your prior written consent, except as authorized or required by law.
• You and Evolve Medical practitioners will not use the Evolve Medical services to communicate sensitive medical information about matters related to sexually transmitted diseases, developmental disabilities, or substance abuse.
• You agree to inform your Evolve Medical practitioners of any types of information you do not want sent via the Evolve Medical services, in addition to those set out above. You can add to or modify the above list at any time by notifying Evolve Medical in writing. Some services might not be used for therapeutic purposes or to communicate clinical information. Where applicable, the use of these services will be limited to education, information, and administrative purposes.  
• Evolve Medical and its associated professionals are not responsible for information loss due to technical failures associated with your software or internet service provider.

Risks of using electronic communication

Evolve Medical and its associated professionals cannot guarantee the security and confidentiality of electronic communications because of the risks outlined below:  

• Use of electronic communications to discuss sensitive information can increase the risk of such information being disclosed to third parties.  
• Despite reasonable efforts to protect the privacy and security of electronic communication, it is not possible to completely secure the information.  
• Employers and online services may have a legal right to inspect and keep electronic communications that pass through their system.  
• Electronic communications can introduce malware into a computer system, and potentially damage or disrupt the computer, networks, and security settings.  
• Electronic communications can be forwarded, intercepted, circulated, stored, or even changed without the knowledge or permission of the healthcare practitioner or the patient.  
• Even after the sender and recipient have deleted copies of electronic communications, back-up copies may exist on a computer system.  
• Electronic communications may be disclosed in accordance with a duty to report or a court order.  
• Videoconferencing may be open to interception.
• Email, text messages, and instant messages can more easily be misdirected, resulting in increased risk of being received by unintended and unknown recipients.  
• Email, text messages, and instant messages can be easier to falsify than handwritten or signed hard copies. It is not feasible to verify the true identity of the sender, or to ensure that only the recipient can read the message once it has been sent.  

Instructions for communication using the Services

To communicate using Evolve Medical’s services, you must:  

• Reasonably limit or avoid using an employer’s or other third party’s computer.  
• Inform Evolve Medical of any changes in your email address, mobile phone number, or other account information necessary to communicate. For email, instant messaging and/or text messaging, the following applies:  

• Include in the message’s subject line an appropriate description of the nature of the communication (e.g., “prescription renewal”), and your full name in the body of the message.  
• Review all electronic communications to ensure they are clear and that all relevant information is provided before sending to Evolve Medical and its associated professionals.  
• Ensure the Evolve Medical practitioner is aware when you receive an electronic communication from them, such as by a reply message.

• Take precautions to preserve the confidentiality of electronic communications, such as using screen savers and safeguarding computer passwords.  
• Withdraw consent only by email or written communication to Evolve Medical.
• If you require immediate assistance, or if your condition appears serious or rapidly worsens, you should not rely on Evolve Medical’s services. Rather, you should take other measures as appropriate, such as going to the nearest Emergency Department or urgent care clinic.

Storage of Personal Information

Evolve Medical is the custodian of all patient records.  Evolve stores your personal information in electronic format on servers located within Canada, using computer systems with restricted access. Evolve also uses third-party software and service providers for a variety of services including but not limited to technical, operational and other business services. For example, we may use service providers for payment processing and the glucose monitoring applications. Some of our service providers operate from outside of Canada, which means that personal information they use on our behalf for their services may be subject to the law of country or state in which they operate. When we transfer personal information, we take reasonable steps to ensure that your personal information is protected from loss, theft or unauthorized access, use, modification and disclosure. Unless we notify you otherwise, we will retain your personal information for a period of 16 years from the last date of service.  After this time, your information will be deleted. When personal information is deleted, it is permanently removed from our active database and destroyed.

Our website may also contain links to third party sites that are not owned or controlled by Evolve.  Please be aware that we are not responsible for the privacy practices of such other sites.  We encourage you to be aware when you leave our website and to read the privacy statements of each and every website that collects personal information.

No Information from Children Under Age 18

This website and Evolve services are intended for use by individuals 18 years of age and older. If you are under the age of 18, please do not attempt to register with us at this website or provide any personal information about yourself to us.  If we learn that we have collected personal information from a child under the age of 18, we will promptly delete that information.  

Access, Correction, and Complaints

You may ask to see your health record or make a formal written request to see and/or obtain a copy of your health record with Evolve. In extremely limited circumstances, we may deny or restrict your access to your health record (e.g., if it is reasonable to believe the disclosure would result in a risk of serious harm to you or another person, or if a provincial or federal act prohibits disclosure).

If you believe your health record to be inaccurate or incomplete, you may make a request in writing that the record be corrected. We will make the correction if you demonstrate that the information is inaccurate or incomplete for the purposes for which the information is being used. We may not correct the record if it was not originally created at Evolve and we do not have sufficient knowledge, expertise or authority to correct it; or if the record consists of a professional opinion or observation made in good faith about you. We will, however, note the request for correction and the fact that we did not make any changes based on one of these reasons in the record.  

Changes to this Privacy Policy

We reserve the right to amend the Policy at any time to account for changes to our practices and to comply with federal and provincial privacy legislation as they may each apply. Please check to see if we have amended the Policy since you last used the Evolve website to ensure you are aware of (and agree to) our current privacy practices. You may request a copy of the Privacy Policy currently in effect at any time by contacting us. We last updated this Privacy Policy on December 27, 2022.  

Questions or Comments

For any questions, concerns, suggestions, or comments, please contact us at office@evolvemedical.co. Please include your name and contact information if you would like us to respond to you.

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