Virtual Travel Clinic (“we”, “us”) respects your privacy. This Privacy Policy describes how we collect, use, disclose, and protect personal information and personal health information when you use thevirtualtravelclinic.ca or our services. We comply with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, for services provided in Ontario, the Personal Health Information Protection Act (PHIPA).
1. Who we are
Virtual Travel Clinic operates in partnership with Cloud Pharmacy (Toronto, Ontario), a licensed community pharmacy and designated Yellow Fever vaccination centre. Services are delivered by licensed Canadian physicians holding valid provincial registrations.
2. What we collect
- Identity & contact information: name, date of birth, address, phone, email.
- Health information: vaccination history, current medications, allergies, medical conditions, pregnancy status, travel history, trip details.
- Government identifiers: provincial health card number (where applicable for billing), passport name (for Yellow Fever ICVP certificates).
- Payment information: credit card data is processed by our PCI-compliant payment processor; we do not store card numbers on our servers.
- Insurance information: carrier, policy/group number for direct billing.
- Communications: emails, SMS messages, phone call audio (recorded for quality and clinical documentation), consultation video sessions.
- Technical data: IP address, browser type, pages visited, referral source, cookies.
3. How we use your information
- To deliver virtual consultations, prescriptions, and vaccinations.
- To issue Yellow Fever International Certificates of Vaccination (ICVP).
- To bill you or your insurance plan.
- To send appointment reminders, prescription updates, and post-travel follow-ups.
- To comply with legal, regulatory, and professional college obligations (CPSO, OCP).
- To maintain the security and integrity of our services.
- With your consent, to send educational content, outbreak alerts, and travel health tips.
4. Legal basis & consent
We collect and use your personal health information with your express or implied consent within the circle of care. You may withdraw consent at any time, subject to legal and contractual restrictions and reasonable notice (for example, we must retain medical records for the minimum period required by provincial regulators).
5. Disclosure & third parties
We share information only as necessary to provide services, comply with the law, or with your consent. Our service providers include:
- Cloud Pharmacy — for prescription dispensing and on-site vaccination.
- Vercel (website hosting — United States; encrypted at rest and in transit).
- Resend (transactional email delivery).
- Twilio (SMS and phone call infrastructure).
- Stripe / payment processor (payment processing).
- ElevenLabs (conversational AI for phone answering — no health details provided).
By using our services you consent to your information being processed by these providers, which may involve transfer to and storage in the United States or other countries. While abroad, your information may be subject to local laws, including lawful government access requests.
6. Storage & retention
Medical records are retained for the minimum period required by the applicable provincial regulator (Ontario: 10 years from the last entry, or 10 years after the patient reaches age of majority, whichever is longer). Payment records are retained for 7 years per CRA requirements. Marketing lists are retained until you unsubscribe.
7. Security
We use administrative, physical, and technical safeguards including TLS encryption, encrypted backups, access controls, audit logs, staff training, and regular security review. No system is perfectly secure; we will notify you and the appropriate regulators in the event of a privacy breach that poses a real risk of significant harm.
8. Your rights
- Access your personal information held by us.
- Request correction of inaccurate or incomplete information.
- Withdraw consent to non-essential uses (e.g. marketing).
- File a complaint with our Privacy Officer, or with the Office of the Privacy Commissioner of Canada (priv.gc.ca) or the Information and Privacy Commissioner of Ontario (ipc.on.ca).
9. Cookies
We use cookies and similar technologies for session management, analytics, and conversion measurement. You may control cookies via your browser settings; disabling them may degrade some functionality.
10. Children
We provide travel health services to children through their parent or guardian. We do not knowingly collect information from a child without the involvement of a parent or guardian.
11. Changes to this Policy
We may update this Policy from time to time. Material changes will be posted here with a revised “Last updated” date, and material changes affecting existing patients will be communicated by email where practicable.
12. Contact our Privacy Officer
Email: info@thevirtualtravelclinic.ca
Phone: (437) 525-4142
Mail: Virtual Travel Clinic — Privacy Officer, c/o Cloud Pharmacy, Toronto, ON, Canada.