Privacy Policy

1. Who this policy applies to

This privacy policy applies to:

• Home care clients and their families — individuals who use or enquire about our home care services
• Facility partners — long-term care homes, retirement residences, and other facilities that work with us
• Contractors and applicants — PSWs, RPNs, RNs, and other healthcare professionals who work with or apply to work with TrueCare Partners
• Website visitors — anyone who visits truecarepartners.ca

2. What personal information we collect

From home care clients and families:

• Name, address, phone number, and email address
• Date of birth and emergency contact information
• Health information relevant to care delivery (diagnoses, medications, mobility, allergies)
• Payment and billing information
• Care plan details and visit notes

From contractors and applicants:

• Legal name, address, date of birth, and contact information
• Social Insurance Number (SIN) — for payroll purposes only, as required by the CRA
• Professional registration numbers (CNO, NACC)
• Government-issued photo identification
• Vulnerable Sector Police Check results
• Health screening records (TB test, vaccination records)
• Banking information for direct deposit payroll
• Employment history and professional credentials

From facility partners:

• Business name, address, and contact information
• Names and contact details of staffing coordinators and Directors of Care
• Billing and payment information
• Shift records and service history

From website visitors:

• IP address, browser type, and device information (collected automatically)
• Pages visited and time spent on the website
• Information submitted through contact and booking forms

3. How we use personal information

We use personal information only for the purposes for which it was collected:

• Delivering and coordinating home care and facility staffing services
• Verifying contractor credentials and maintaining compliance records
• Processing payroll for independent contractors
• Issuing invoices and processing payments
• Communicating with clients, families, facilities, and contractors
• Maintaining accurate care plans and visit records
• Meeting our legal obligations under Ontario and federal law
• Improving our services and website

We do not use personal information for unsolicited marketing without your consent.

4. Who we share information with

We do not sell personal information. We may share information in the following limited circumstances:

• With partner facilities — contractor credential documentation as required for compliance
• With contractors — client care plan information necessary to deliver the care service booked
• With the Canada Revenue Agency (CRA) — as required for tax reporting (T4A for contractors)
• With WSIB — as required for our WSIB registration and claims processing
• With third-party service providers — such as payroll processors or secure document storage — who are contractually bound to protect your information
• Where required by law — in response to a lawful court order, subpoena, or government request

5. How we protect your information

We implement appropriate technical and organizational safeguards to protect personal information, including:

• Encrypted storage of sensitive documents (SIN cards, banking information, health records)
• Access controls limiting who can view sensitive information
• Secure transmission of data over HTTPS
• Staff training on privacy obligations and data handling
• Regular review of our privacy and security practices

6. How long we retain information

• Payroll and tax records — 7 years, as required by the CRA
• Contractor credential files — duration of the contractor relationship plus 2 years
• Client care records — 10 years following last service, in accordance with Ontario health record retention requirements
• Facility billing records — 7 years
• Website contact form submissions — 1 year

When personal information is no longer required, we securely destroy or anonymize it.

7. Your rights

Under PIPEDA, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent for non-essential uses of your information (subject to legal and contractual limitations)
• File a complaint with the Office of the Privacy Commissioner of Canada if you believe we have violated your privacy rights

To exercise any of these rights, contact our Privacy Officer at privacy@truecarepartners.ca. We will respond within 30 days.

8. Cookies and website tracking

Our website uses cookies and similar tracking technologies to understand how visitors use our site and to improve performance. You can disable cookies in your browser settings; however, some features of the site may not function correctly without them. We do not use third-party advertising cookies.

9. Changes to this policy

We may update this Privacy Policy from time to time. The current version will always be posted at this URL with the effective date noted at the top. We will notify active clients and contractors by email of any material changes.

10. Contact us

Questions, concerns, or requests regarding this Privacy Policy or our privacy practices can be directed to: