Privacy Policy

Your Privacy Matters

At VaxCheck, we are committed to protecting your privacy and the confidentiality of patient information. This Privacy Policy outlines how we collect, use, store, and protect information when you use our vaccination assessment platform. We comply with all applicable Canadian privacy laws, including PIPEDA (Personal Information Protection and Electronic Documents Act), and maintain the highest standards of data security.

Our platform is designed with privacy by design principles, ensuring that patient data is handled securely throughout the vaccination assessment process. We understand the sensitive nature of healthcare information and have implemented comprehensive safeguards to protect both pharmacy and patient data. This policy describes our practices regarding the collection, use, and disclosure of information through our services.

Privacy and Personal Health Information

• You may enter personal health information (PHI) into the Services, including demographics, contact details, medical conditions, and vaccine history.
• You, as the pharmacist or health-care provider, remain the custodian of PHI and are responsible for compliance with privacy laws such as PHIPA (Ontario) and PIPEDA.
• VaxCheck acts as a service provider (“affiliate”) to your pharmacy or organization and processes PHI only as directed.
• PHI will not be used by VaxCheck for independent purposes. De-identified or aggregated data may be used for analytics, quality improvement, and research as permitted by law.

Consent and Patient Rights

• You are responsible for obtaining and documenting patient consent.
• Patients may withdraw consent at any time. You must then determine whether services can still be delivered.

Security and Data Storage

• Data is stored on secure servers located in Canada. Limited information may be processed by third-party service providers, subject to contractual safeguards.
• All storage and processing of data is designed to comply with applicable Canadian privacy legislation, including PHIPA (Ontario) and PIPEDA.
• VaxCheck uses administrative, technical, and physical safeguards to protect information, but absolute security cannot be guaranteed.
• Users will be notified of any breaches that create a reasonable risk of harm, as required by law.

Information We Collect

Through the VaxCheck platform, we may collect and process the following types of information:

• Patient Demographics: Age, gender, location, and contact information
• Medical Information: Health conditions, allergies, medications, and contraindications
• Vaccination History: Previous vaccinations, dates, and vaccine types
• Assessment Data: Responses to questionnaires and screening tools
• Usage Information: Platform interaction data and system logs

How We Use Information

Personal health information is used exclusively for the following purposes:

• Generating vaccination recommendations and assessments
• Supporting pharmacist clinical decision-making
• Improving platform functionality and user experience
• Conducting research and quality improvement initiatives (using de-identified data only)
• Ensuring compliance with regulatory requirements

Data Sharing and Disclosure

VaxCheck does not sell, trade, or rent personal health information. Information may be shared only in the following circumstances:

• With your explicit consent or as directed by the healthcare provider
• To comply with legal obligations or regulatory requirements
• With trusted service providers who assist in platform operations (subject to strict confidentiality agreements)
• In emergency situations where disclosure is necessary to protect health and safety

Data Retention

We retain personal health information only for as long as necessary to fulfill the purposes for which it was collected:

• Active assessment data is retained during the vaccination assessment process
• Historical data may be retained for quality assurance and research purposes (in de-identified form)
• Data retention periods comply with applicable healthcare and privacy regulations
• Upon request, personal information can be deleted subject to legal and regulatory requirements

Your Rights

Under Canadian privacy legislation, you have the following rights regarding your personal information:

• Access to your personal information held by VaxCheck
• Correction of inaccurate or incomplete information
• Withdrawal of consent (where applicable)
• Complaint submission to privacy regulators
• Understanding of how your information is being used

Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or need to report a privacy concern, please contact us at:

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will update the “Last updated” date at the top of this policy and notify users of material changes through the platform or by email. Your continued use of VaxCheck after such changes constitutes acceptance of the updated policy.