OCA Privacy Policies
Privacy of personal information is an important principle to the Ontario Chiropractic Association (OCA). We are committed to collecting, using and disclosing personal information responsibly and only to the extent necessary for the appropriate provision of the products and services we provide to our members in our role as a professional association. We also try to be open and transparent as to how we handle personal information. The following describes our privacy policies.
1. What is personal information?
Personal information is information about an identifiable individual, including that which relates to their personal characteristics (i.e. gender, age, income, home address or phone number, ethnic background, family status), their health (i.e. health history, health conditions, health services received by them), or their activities or views (i.e. religion, politics, opinions expressed by an individual, an opinion or evaluation of an individual). Personal information is not to be confused with business information (i.e. an individual’s business address and telephone number), which is not protected by PIPEDA, the Personal Information Protection and Electronic Documents Act, an act of the federal government.
2. Who we are
In existence since 1929, the Ontario Chiropractic Association is a voluntary, not-for-profit professional association, representing chiropractors in Ontario. Our mission is to serve our members and the public by advancing the understanding and use of chiropractic care.
3. The personal information we collect and how we use it
Like all professional associations, we collect, use and sometimes disclose personal information in order to serve our members. At no time do we rent, sell, barter, exchange or distribute our membership list to any third party for commercial purposes.
3.1 Registration and Renewal Data
We collect personal information from potential members upon registration and annual renewal including, but not limited to, name, contact information, demographic identifiers (e.g.: age and gender), graduation year and institution, CCO registration number, and liability insurance provider.
The purpose of this collection is for the purposes of customer services, technical support, and direct communication.
3.2 Payment Information
The OCA invoices members for annual dues, including fees related to the use of OCA Aspire.
Personal information collected (that is not already collected as part of the registration and renewal data):
- Payment details: cash / personal or business cheque or credit card / debit card account number and authorization. All credit card information is collected and sent to our payment partner for use in payment approval and processing only. The OCA does not retain your credit card information. If you elect to provide your bank account information to us for the purposes of payments by to pre-authorized EFT withdrawal, we must retain this information on file.
- Names of additional DCs and non-DC users of OCA Aspire.
- Names, event choices and dietary preferences of guests registering to attend events.
3.3 Program Participation
The OCA hosts multiple in person and virtual events throughout the year and maintains a database of registrants and attendees for internal performance metrics, general communication, and future event coordination and planning purposes.
3.4 Member Surveys
The OCA conducts member surveys on a variety of topics gathering general information and opinions. This data is saved on password protected hard drives and cloud-based storage.
3.5 Patient Information
As a provider of cloud-based practice management solution software, the OCA, through the third-party host WELL Health securely collects and stores patient information for OCA Aspire license holders. The personal information collected is that which is collected and used by the health care practitioners in the delivery of health services in their practices including demographic information (e.g.: age, gender, occupation, etc.), insurance plan, diagnosis, and treatment.
The OCA performs statistical research with the data available through its membership database, the Aspire practice management solution software, and voluntarily submitted annual statistics reports generated within the Patient Management Program. This data is used by academic researchers in Ontario to identify trends in healthcare. Researchers adhere to strict privacy and confidentiality principles. This research is used in the OCA’s advocacy efforts.
3.7 Technical Support
A key service provided to OCA Aspire’s users is extensive and on-going technical support / troubleshooting. OCA Aspire’s Representatives collect and use general and technical information provided by users calling for Technical Support. This includes:
- Names and types of DC and non-DC users
- Demographic Number
- Names of office staff
- Computer system specs
- Network drive information, for mapping
In addition, each technical support call is logged. Information collected includes:
- Name of caller and best time to return calls
- Alternate phone number
- Type of problem with details
- OCA response / fix
This information enables the OCA to understand the type and frequency of problems encountered by users. This feedback, which has been maintained since the inception of the Support Line, is then used to improve the program, training sessions, user manual and user communications.
4. Data Security
The OCA’s membership database is hosted by SalesForce on secure servers located in Canada and secured to multiple international standards.
5. Disclosure of data
Basic member information (e.g.: name and contact information) may be shared with volunteers or other members during OCA programs such as mentoring or award committees. Where feasible, consent is obtained from members participating in the programs and all volunteers with the OCA sign a non-disclosure agreement prior to starting their volunteer work. They are prohibited from using your personal information for any purposes other than those they have been assigned to perform and required to maintain your confidentiality.
The OCA partners with third party contractors on occasion. When such contractors will have access to member data they are required to sign a non-disclosure agreement prior to starting their work with the OCA and maintain your confidentiality. They are prohibited from using your personal information for any purposes other than those they were contracted to perform.
6. External Regulation
Various government agencies (Canada Revenue Agency, Office of the Privacy Commissioner of Canada, Human Rights Commission, Ontario Ministry of Finance, Ontario Ministry of Labour, etc.) have the authority to review our files and interview our staff as part of their mandates. External regulators have their own strict privacy obligations.
7. Your data, your rights
With only a few exceptions, OCA members and former members have the right to see what personal information we hold. We can help you identify what records we might have about you. We will also try to help you understand any information you do not understand (short forms, technical language, etc.). We will need to confirm your identity, if we do not know you, before providing you with this access. We reserve the right to charge a nominal fee for such requests.
We may ask you to put your request in writing. If we cannot give you access, we will tell you within 30 days, if at all possible, and explain the reasons.
If you believe there is a mistake in the personal information we maintain in our files, you have the right to ask for it to be corrected. This applies to factual information and not to any professional opinions we may have formed. We may ask you to provide documentation to support your request. Where we agree that we have made a mistake, we will make the correction and notify anyone to whom we have sent this information. If we do not agree that we have made a mistake, we will still agree to include in our records a brief statement from you on the point and we will forward that statement to anyone else who received the earlier information.
8. Internet privacy
Links: Some of our websites, including member micro-sites, link to other sites that were not created and are not maintained by the OCA. When you link to an outside website, you are leaving the OCA site and our information management policies no longer apply.
Please note that the OCA does not warrant that functions available on ocaaspire.ca will be uninterrupted or error free, that defects will be corrected or that ocaaspire.ca or the server that makes it available are free of viruses or bugs. You acknowledge that it is your responsibility to implement sufficient procedures and virus checks (including anti-virus and other security checks) to satisfy your particular requirements for the accuracy of data input and output.
Content, including the information, names, images, pictures, logos and icons regarding or relating to the OCA, its products and services (or to third-party products and services) is provided “as is” and on an “as available” basis. To the extent permitted by law, the OCA excludes all representations and warranties (whether express or implied by law), including implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy. The OCA does not guarantee the timeliness, completeness or performance of the website or any of the content. While we try to ensure that all content provided by the OCA is correct at the time of publication, no responsibility is accepted by or on behalf of the OCA for any errors, omissions or inaccurate content on the website.
9. Do you have any questions or concerns?
If you have any questions or concerns you may contact:
Dr. Benjamin Xafflorey
Ontario Chiropractic Association, Manager of the Privacy Office
201-70 University Avenue
If you wish to make a formal complaint about our privacy practices, you may do so in writing to our Privacy Officer. They will acknowledge receipt of your complaint, ensure that it is investigated promptly, and provide with a response in writing.
For general enquiries and in the absence of any applicable provincial legislation, the Office of the Privacy Commissioner of Canada oversees the administration of the privacy legislation in the private sector. The Commissioner also acts as an Ombudsman for privacy disputes. The Office of the Privacy Commissioner can be contacted at:
Privacy Commissioner of Canada
30, Victoria Street
(819) 994-5444/ 1-800-282-1376 / www.priv.gc.ca