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. 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 (where a vaccination record or travel letter needs it).
- 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 refer you to a designated Yellow Fever Vaccination Centre when you need one.
- 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 and cookie-free visit counts — United States; encrypted at rest and in transit). See section 9.
- 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).
- Google LLC — Google Analytics 4 (optional website analytics, measurement ID G-30055X2W5K — United States). This loads only if you accept cookies. See section 9.
- Sentry (application error monitoring — technical error reports only; it is configured not to collect form field contents, health information, or your IP address).
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 & analytics
Essential cookies and local storage are used to run this site — for example, to remember the cookie choice you make below. These are always active.
Cookie-free visit counts. We use Vercel Web Analytics to count page views. It sets no cookie and stores nothing on your device, so it runs whether or not you accept cookies. It receives the page address (without any personal details in it), the referring site, and general device, browser and country information; it does not identify you or follow you across sites. The doctor portal is never counted.
Optional analytics. We use Google Analytics 4(measurement ID G-30055X2W5K, operated by Google LLC). It is loaded only after you press “Accept Cookies” on the cookie notice. Until you do, and permanently if you press “Decline”, nothing is requested from Google and no analytics cookie is set.
When you have accepted, Google Analytics receives your IP address, the pages you view, the site that referred you, general device and browser information, and the on-site actions we measure: taps on our phone number, taps on an email link, taps on our booking buttons, links you follow to other websites, booking-form starts, and booking-form submissions. When you tap a link we also record that link’s address and its visible text — and where the link goes to another website, that is the full address of the page you are travelling to, together with its domain. We do not send your name, email address, phone number, travel details, or any health information to Google. Google processes this data in the United States, as described in section 5.
You may change your mind at any time by clearing this site’s cookies and site data in your browser, which brings the cookie notice back, or by blocking cookies in your browser settings. Declining analytics does not affect your care, your appointment, or any service we provide.
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
Phone: (437) 525-4142
Mail: Virtual Travel Clinic — Privacy Officer, c/o Cloud Pharmacy, Toronto, ON, Canada.