CANImmunize Privacy Policy

Version 1.0.0
CANImmunize Privacy Policy
Version 1.0.0
Last Revised: February 1, 2017

What is CANImmunize?

CANImmunize is a website and mobile app that gives people the power to safely save and manage their immunization records. We refer to both the website and mobile app together as, “the CANImmunize Platform”. For more information visit: www.canimmunize.ca.

You can use CANImmunize to…

  • Back up your records so you will have them for life
  • Getting vaccinated and staying immunized is something most Canadians do for their entire lives. Keeping correct records is an important way to protect your health. CANImmunize stores the data you enter into the CANImmunize Platform to create a secure digital backup of the records you are storing on your device.By letting you create an account and store your records on the secure database,CANImmunize is making sure your records are safe, secure, and ready when you need them.
  • Synchronize your records between your devices
  • Bysecurely storing your immunization records on the CANImmunize Platform,CANImmunize can make your records available to you on all your devices.

CANImmunize was created by The Ottawa Hospital mHealth Lab at the Ottawa Hospital Research Institute.

The information you input into the app is owned by you. Your information is not shared with anyone else without your consent.

This Privacy Policy describes how CANImmunize collects, uses and protects the information in the CANImmunize Platform.  

The following are some important terms that will be used in this Privacy Policy:

Consent: Giving permission to someone to do something (e.g. CANImmunize will only send your data to your local public health office with your consent).

Data: Information automatically collected by CANImmunize about you, your use of the App, or the device you use the App on. For what data CANImmunize collects and how CANImmunize uses this data, see Section 2 below.

Information: Anything you input into CANImmunize that could be used to identify you, such as your name, date of birth, postal code, and the immunizations you have received. For what information you input and how CANImmunize uses this information, see Section 2 below.

Non-account user: You may choose to use CANImmunize without an account. If you do, you should be aware of what this means for you and your information and how to protect your information. You can find more about these subjects in the CANImmunize Help Centre.

Personal health information: Any data about you or the medical treatment you have received that might help someone figure out who you are, such as your name, OHIP number, and the immunizations you have received.

Personal information: Any data about you that might help someone figure out who you are, such as your name, date of birth, and postal code.

What information do you input and what data does CANImmunize collect?

CANImmunize helps you keep your and your family’s immunization records in one place. To do this, CANImmunize collects the information that you enter into the CANImmunize Platform and stores it for you.

You can also use the CANImmunize mobile app without creating an account (a “non-account user”). But if you don’t create an account, your information will only be stored on your device, and will not be saved by CANImmunize for you to use on another device. If you lose your device, you will lose your information. We suggest having a CANImmunize account inorder to store your information safely.

Information entered by me

For CANImmunize to store your personal health information, you must create an account and input your information. To use the CANImmunize Platform (either with or without an account) you must input, at a minimum, your full name, your gender, your date of birth, your email, any immunizations you have had, and either your city and province or the first three digits of your postal code. You may also choose to enter the same information for your children under 16 or any adults that have given you explicit permission to do so. Additionally, if you consent to CANImmunize sending your immunization records to your local public health unit, you will also be required to provide the health card number (e.g. OHIP) of the person whose information you are sending as well as your complete address.

If you choose not to create an account, none of this information will be stored by CANImmunize.

As a non-account user, you must agree to have your information backed up by CANImmunize (that is, saved so that it can be used by you on multiple devices, such as your smartphone and tablet). The only information you should store is your own, your children’s, or an adult’s who has agreed to have you store their information.

CANImmunize will never share your personal information or personal health information with anyone else unless you agree first.

You should make sure that all your devices have strong passwords to stop other people from looking at your personal health information.

Information about where you live

To create a CANImmunize account, you must give either the name of your city and province or the first three digits of your postal code. If you decide to share your records with someone you trust like the local public health authority, you will also be required to give your full address. Information about where you live is used to customize your account and give you information and content that is useful to you.

If you use the CANImmunize Platform, you may allow it to use to your device’s location services in order to provide you with updates about outbreaks near you. This information is not sent to or stored by CANImmunize and is only used by the app for this purpose. You can turn the GPS on or off at any time, under ‘Settings.’

Data collected automatically

CANImmunize automatically collects data about the devices and connections you use to connect to the CANImmunize Platform. CANImmunize collects this data to improve the services we provide and to understand how users like you are connecting to CANImmunize. Here are some examples of the types of data we collect:

  • Your device’s operating system, hardware version, settings, and identifiers.
  • Your browser type, language, time zone, and the IP address you use to connect.

As with most websites, CANImmunize also automatically saves data about how you use the CANImmunize Platform. This data is used to study trends, manage the CANImmunize Platform and make the CANImmunize Platform better so it meets our users’ needs. CANImmunize protects this data in the same secure manner as your personal health information.

CANImmunize may use third-party services (such as Google Analytics) to collect, monitor and study this data – but none of these third-party services will be able to see your personal health information. The third party services collect data to improve how the CANImmunize Platform works. These third-party services have their own privacy policies that cover how they use this data.   

Like many other websites, CANImmunize uses “cookies” to collect and store data on your computer or device to help improve your experience using the CANImmunize Platform. Please see the Cookie Policy for more details.

What does CANImmunize do with the information you input and the data we collect?

The data collected by CANImmunize is used to help you track your immunizations, to improve CANImmunize, and to support research and better understand trends in immunization.

Using the information you input, CANImmunize will…

  • Remind you when vaccinations may be needed
  • The immunization data that you enter allows CANImmunize to remind you when vaccinations might be due, by following your provincial or territorial immunization schedule. You may opt out of the reminders at any time.
  • Support research and better understand trends in immunization
  • By creating an account, you are also consenting to having your data used for research studies, as approved by a research ethics board. This means that CANImmunize can provide the information you input to researchers in aggregate or de-identified form, meaning no names or personal information will be attached to this data so that the researcher cannot identify you. In some instances, you may have to consent separately for research to be conducted using your data. In all cases, CANImmunize will use only the minimum amount of data needed for the research. Research data will be kept for 15 years and then securely destroyed to comply with The Ottawa Hospital’s Retention and Destruction of Corporate Record Policy. If you decide to delete your account, your data will not be used in any future research. If you do not wish to allow your data to be used for research, you may use the CANImmunize Platform as a non-account user.
  • We may share non-personally identifiable information publicly and with our partners – like publishers or advertisers. For example, we may share information publicly to show trends about the general use of CANImmunize.

If you have any questions about how your data is being used for research, you can contact the CANImmunize Privacy Officer:

Using the data we automatically collect, CANImmunize will…

  • Improve CANImmunize
  • CANImmunize may use the data you enter into the CANImmunize Platform as well as the data collected automatically, to study and improve the CANImmunize Platform. CANImmunize could, for example, use the data to see if new services or features are needed or to improve the reminders or to improve the content.

How does CANImmunize protect the information you input and the data we collect?

When you enter data into your account, the data gets sent through a secure encrypted (coded to prevent access by others) connection to the CANImmunize servers where it is also encrypted and stored. The servers and files are in data centres in Canada and are run by a third-party hosting company. CANImmunize follows industry standard practices for sending, storing, and encrypting personal health information. CANImmunize applies strong security measures to protect your information by stopping others from accessing, altering, disclosing or destroying it. These security measures include administrative, technical, and physical safeguards to protect your data against loss, theft, or misuse.

How can you manage or delete data about you?

The data you enter into CANImmunize is your data. You may remove it if you no longer wish to use CANImmunize. You may delete your data from CANImmunize by deleting your account. The steps to delete your account are in the Account Settings menu. Once you delete your account, CANImmunize cannot get your data back.

When you delete your account, your data will be removed from the active user databases, but it may stay in backup storage for a limited time. 

CANImmunize performs audits to check that everyone who looked at your information did so appropriately and to make sure your information stays secure and private. Only CANImmunize staff with permission can see these audit logs, which contain your personal health information. These audit logs are used solely for the purpose of identifying which member of CANImmunize’s staff accessed this information and for what purpose. These files will be kept for up to 15 years, to comply with The Ottawa Hospital’s Retention and Destruction of Corporate Record Policy.

How can you protect your data?

CANImmunize takes protection of your data seriously, but there are also steps you can take to keep your data safe. You should make sure you keep your device in a safe place, so it won’t be lost or stolen. You should use a secure password or other method to lock your device, such as TouchID. You can also download an app (like Find My iPhone or Android Device Manager) that lets you remotely wipe your device if you lose it.

Non-Account Users

If you’re using CANImmunize but haven’t set up an account, it is even more important that you use a secure passcode for your device. You should also keep your own backup copy of your immunization record data in case you lose your device or need to move the data to a new device. You can do this by printing or emailing yourself a copy of your records from the mobile app. Setting up a CANImmunize account is the only way to move your immunization records between your devices without having to re-enter all of your data.

How is this data shared?

CANImmunize will never share your personal health information with any third party unless you give your consent or as required by law. In some cities, CANImmunize may allow you to agree to have your immunization records sent to your local public health office. If you choose to do that, CANImmunize will ask you to give your consent at that time. You may take back your consent at any time, but CANImmunize will not be able to take back any information that you chose to share with your local public health office because it is no longer in CANImmunize’s control.

You should also be aware that CANImmunize, and any third parties that we disclose your information to with your consent, may be required by law to disclose that information to a government body if a request is made.

How does CANImmunize manage consent?

Before you use the CANImmunize Platform, you must read and agree to this Privacy Policy and Terms of Use.

Before entering the records of your children under the age of 16 or your other dependents, you will need to make an effort to explain these policies to them in order to help them understand that they may be able to choose whether to give or not give their consent.

If you enter the records of any other person, you must obtain their consent first.

How will CANImmunize tell you about changes to this policy?

CANImmunize may tell you about changes to this policy through the mobile app, website, or by email. You may be asked to consent again when changes are made, so that you can keep using the CANImmunize Platform.

How can you contact CANImmunize if you have questions?

CANImmunize has a Privacy Officer whose job is to make sure the highest standards of privacy and security are upheld. The Privacy Officer also answers questions, concerns, and complaints about users’ privacy. You can reach the Privacy Officer by emailing privacy@canimmunize.ca or calling 613-798-5555 ext. 19644. If you need to discuss your personal health information, you should phone the Privacy Officer, since email might not be secure.

If you have technical problems, you should email the support team at support@canimmunize.ca. You should not send any personal health information to the support team via email.

Cookies Policy

Like many other websites, CANImmunize uses “cookies” to collect and store data on your computer to help improve your experience using the CANImmunize Platform.  These "cookies" help make your use of the CANImmunize Platform more personal. A cookie is a text file that is placed in your web browser’s memory. Cookies used by CANImmunize will not be used to run programs or to deliver malware or viruses to your computer or device.

One of the main uses of cookies is to help you save time. The cookie tells the web server that you have gone back to a certain web page. For example, if you personalize a page in the CANImmunize Platform, a cookie will help recall that data when you visit again.

Cookies make the process of recording your personal data easier for you. Each time you go back to the CANImmunize Platform, the data you put in before will be there, so you can easily use the features that you customized.

CANImmunize may also sometimes use cookies to help with quality checks. 
It’s up to you to accept cookies or not. Most web browsers (including Firefox, Google Chrome, Internet Explorer, Edge, Safari and Opera) are set up to accept cookies, unless you choose to say ‘no.’ If you choose to refuse cookies, you may not be able to fully use all of the CANImmunize Platform’s features.

Terms of Use

Please read these terms of use carefully.CANImmunize is a website and mobile app that gives people the power to safely save and manage their immunization records. We refer to both the website and mobile app together as, “the CANImmunize Platform”. For more information visit www.canimmunize.ca.

Use of the CANImmunize Platform is governed by these Terms of Use. CANImmunize and the Ottawa Hospital Research Institute (OHRI) may amend or modify these Terms of Use at any time, without notice. The current version of these Terms of Use will be available each time you access the website.By using the website, you agree to be bound by these Terms of Use and are responsible for reviewing these terms of use as well as the CANImmunize Privacy Policy. You also agree that you will comply with all applicable laws and regulations when using the CANImmunize Platform and are prohibited from attempting to violate the security of the website.You should not use the app if you do not agree to these Terms of Use or the Privacy Policy, understand what they mean, or do not consent for your data to be used. You should contact the Privacy Officer if you have any questions or concerns:

No Substitute for Health Care Advice

Information included in the CANImmunize Platform is for your general knowledge only. It is not meant to replace what a doctor or nurse might tell you. You should not rely on it for diagnosing or treating an illness. You should talk to your doctor if you need medical advice or help.

Accuracy of Information

CANImmunize takes care to ensure that CANImmunize Platform is available and that the information on it is accurate, timely and up to date, but does not make any guarantee of the quality, accuracy, or reasonableness of information on it.

The CANImmunize Platform and its content is provided “as is” and “as available” without warranty or condition of any kind, either express or implied. CANImmunize expressly disclaims all warranties and conditions, including any statutory or implied warranties or conditions of merchantability, fitness for a particular purpose, title, quiet enjoyment or non-infringement in respect to the CANImmunize Platform, to the fullest extent permissible under applicable law. Additionally, you are responsible for the accuracy of all data that you enter into the CANImmunize Platform.

CANImmunize is not responsible for any errors or omissions or injury, loss, or damage arising from or relating to the use (or misuse) of any information, statements, or conclusions contained in or implied by the information or publications on this website or in any of the source documentation.

Availability of CANImmunize Platform

CANImmunize makes no representations that the CANImmunize Platform will operate uninterrupted and error-free, that communications to or from the CANImmunize Platform will be secure and/or not intercepted, or will be completely free of errors, viruses, or other harmful or invasive files. CANImmunize is not responsible for your use of or inability to use the CANImmunize Platform, any damage sustained by your computer or device or any loss of data that may result when downloading material, or any error, delay, interruption, or omission in information on the website.

From time to time, CANImmunize staff may perform maintenance on the CANImmunize Platform. During this time, access to the CANImmunize Platform, the information it contains, and its features may be limited.

Security

Any information sent or received over the Internet is generally not secure and may be intercepted, lost or altered. CANImmunize cannot guarantee the security of any communication to or from the CANImmunize Platform. CANImmunize does not assume any responsibility or risk for your use of the Internet.

Intellectual Property

The content of the CANImmunize Platform including text, graphics, trademarks, logos, and other material is protected by copyright and trademark laws, and are owned by CANImmunize. The CANImmunize Platform should not be copied, published or sent to others in any way without getting prior permission from CANImmunize. These rights are protected by the Canadian Copyright Act and other national and international laws and agreements. You may use the CANImmunize Platform for your and your family’s own non-commercial, personal use and you are granted the right to download, store and print single copies of the items or material provided that you maintain all copyright and other notices contained in such content. You may only use the downloaded software to access the CANImmunize Platform. You may not use any technologies that enable you to modify the CANImmunize Platform.

Your rights related to the CANImmunize Platform have limits and cannot be transferred or assigned to others. Your access to the CANImmunize Platform can be suspended or terminated if you don’t follow the Terms of Use or attempt to or assist someone with reverse engineering the CANImmunize Platform.

Creating accounts

CANImmunize does not require users to create an account however certain features will only be accessible to account holders such as:

  • Storing your information so that it can be accessed across multiple devices;
  • Storing your information to protect against loss or theft;
  • Sending your information to your local public health unit.

Users may input their own information into their device. Users may also choose to input the information of their children under the age of sixteen or adults over the age of sixteen with their explicit consent. Users are responsible for the accuracy of all this information, as well as obtaining of all the relevant consents from any individuals whose information they input.

Acceptable use of the CANImmunize Platform and Termination of Use

If you do not use the CANImmunize Platform as intended, CANImmunize can end your use of it immediately and without notice to you. Inappropriate uses include, but are not limited to, purposely inputting false information, or accessing, using, or disclosing someone else’s information without consent. CANImmunize shall not be liable to any party for such termination.

Limitation of Liability and Indemnity

CANImmunize, subject to applicable law, shall not be liable for damages of any kind including, without limitation, any direct, special, indirect, punitive, incidental or consequential damages including, without limitation, any loss or damages in the nature of or relating to lost business, lost savings, lost data and/or lost profits arising from your use of, reliance upon, or inability to use the CANImmunize Platform, regardless of the cause and whether arising in contract (including fundamental breach), tort (including negligence), or otherwise. This shall apply even if CANImmunize knew of or ought to have known of the possibility of such damages.

Further you agree to indemnify and hold harmless CANImmunize against any claims, losses, judgments, damages, costs and expenses (including without limitation, reasonable legal fees) incurred by any of them due to or resulting from your use of the CANImmunize Platform. You will also indemnify and hold harmless CANImmunize from and against any claims brought by third parties arising out of your use of the CANImmunize Platform.

Laws that cover CANImmunize

The laws of Canada and Ontario will apply to the Terms of Use and any disputes that come from them about how you use the CANImmunize Platform. By accessing the CANImmunize Platform you submit to the non-exclusive jurisdiction of the Courts of Ottawa, Ontario to hear any legal cases arising out of your use of the CANImmunize Platform.

Changelog

Our Privacy Policy recently changed. The following update provides details of the changes so you can better understand how your information is collected, used, and disclosed by CANImmunize with your consent:

1. Changes to the “What do we do with your information?” Section

We added language that states that CANImmunize may share aggregate data publicly or with our partners to show trends about the general use of our services. Aggregate data is data without any personal identifiers; for example, statistics about numbers of users.

The change reads as follows:

We may share non-personally identifiable information publicly and with our partners – like publishers or advertisers. For example, we may share information publicly to show trends about the general use of CANImmunize.

2. Changes to the “How is this information shared?” Section

We added new language that clarifies that CANImmunize, and any third parties that we disclose your information to with your consent, may be legally required to disclose that information to a government body (e.g. under the Personal Health Information Protection Act).

The change reads as follows:

You should also be aware that CANImmunize, and any third parties that we disclose your information to with your consent, may be required by law to disclose that information to a government body if a request is made.

If you have any questions or concerns about these changes, or our Privacy Policy in general, please do not hesitate to contact CANImmunize’s Privacy Officer at privacy@canimmunize.ca or by phone at 613-798-5555, extension 19644.

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