How we handle your information
Holy Home HealthCare Services (3Hs) is a home-care provider based in Ottawa. This privacy notice explains what personal and health information we collect, why we collect it, how we protect it, and the rights you have over it. It reflects our obligations under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario’s Personal Health Information Protection Act, 2004 (PHIPA).
1. Who we are
3Hs is a registered Ontario home-care provider serving families in Ottawa and the surrounding National Capital Region. For any privacy question, contact our privacy officer:
- Email: contact@holyhealth.ca
- Phone: 613-979-4901
- Address: Ottawa · Serving the National Capital Region
2. Information we collect
Contact form & booking form. Name, email, phone number, mailing address (if provided), the preferred assessment date and time, the type of care you are interested in, and any notes you send us.
Job application form. Name, email, phone number, designation, cover letter, and the documents you upload (resume, licences, references, certifications, ID).
Care records (once you are a client). Health information required to plan and deliver care safely — medications, conditions, allergies, care preferences, emergency contacts, and the visit notes our nurses write.
Automatic technical information. Our website logs standard access data (IP address, browser type, pages visited, referrer) for security and performance. We do not use third-party advertising or tracking cookies.
Information submitted on behalf of others. Our services often involve a family member, guardian, or substitute decision-maker completing forms for a senior or another person in their care. Where information is submitted on behalf of another individual, the person providing the information represents that they have the authority to do so, and that the individual concerned (or their lawful representative) has been made aware of this policy.
3. Why we collect it (purposes)
- To respond to your enquiries and schedule assessments
- To provide, coordinate, and improve the medical and non-medical home-care services you receive
- To recruit and screen caregivers, including verifying professional designations with the College of Nurses of Ontario
- To meet legal, regulatory, insurance, and billing obligations
- To keep our website and internal systems secure
We do not sell your personal information to anyone. We do not use it for marketing beyond the direct communications you agree to.
Consent for personal health information. By requesting or receiving services, clients consent to the collection, use, and disclosure of personal health information as reasonably necessary to provide care, unless otherwise required by law. In most care situations, PHIPA permits us to rely on your knowledgeable implied consent to share information within your circle of care (for example, with your family physician). You may withdraw or limit this consent at any time, subject to the legal and safety obligations described in this policy (see Your rights).
4. Who we share it with
Access to your information is limited to 3Hs staff who need it to do their job. In some circumstances we may share information with:
- Your family physician or other health professionals directly involved in your care, with your consent
- Our secure IT service providers (hosting, backups) under written confidentiality agreements
- Public health authorities or law-enforcement when required by law
5. How long we keep it
We keep records only as long as required to serve you and to meet our regulatory and legal obligations. Care records are retained in line with Ontario health-record retention guidelines. Job applications for roles we did not hire for are retained for up to 12 months, then deleted. Contact form messages are retained for up to 24 months.
6. How we protect it
Personal and health information is stored on encrypted servers hosted in Canada. Access is protected by strong passwords, role-based permissions, and audit logging. Paper records are stored in locked filing cabinets in our Ottawa office. Staff are trained on privacy obligations at onboarding and annually thereafter.
7. Privacy breaches
We maintain procedures to identify, contain, and investigate any privacy breach. If a privacy breach involving your personal information creates a real risk of significant harm, we will notify affected individuals and any regulatory authorities as required by law. Where personal health information is involved, notification will follow the requirements of PHIPA, including notice to the Information and Privacy Commissioner of Ontario where applicable. We keep a record of every breach, as the law requires, and use what we learn to strengthen our safeguards.
8. Your rights
- Access. You can ask to see the personal information we hold about you.
- Correction. You can ask us to correct anything that’s wrong.
- Withdraw consent. You can withdraw consent to any purpose above; some care obligations may limit what we can stop doing.
- Complaints. You can raise a concern with our privacy officer at any time.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada (PIPEDA) or the Information and Privacy Commissioner of Ontario (PHIPA).
9. Changes to this policy
We will update this page when our practices change. Each revision receives a new version number and effective date, shown below.
Effective Date: July 11, 2026 · Version 1.0