Privacy Policy

Effective Date: July 11, 2026

Introduction

Verdant Care Partners Inc. (“Verdant Care”, “we”, “us”) is committed to protecting the privacy and personal information of our clients, their families, and our employees. This Privacy Policy explains how we collect, use, disclose, and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, the Personal Health Information Protection Act (PHIPA) (Ontario).

By engaging Verdant Care’s services, you consent to the practices described in this policy.

What Information We Collect

Client Personal Information

Full name, home address, and contact information
Emergency contact name(s) and relationship(s)
Substitute Decision-Maker (SDM) name and contact information
Service schedule and care preferences
Billing and payment information

Client Health-Adjacent Information

Where clients receive personal care services (toileting assistance, continence care, bathing and showering assistance), caregivers may observe and document:

General wellness and mood observations made during service delivery
Any notable changes in the client’s condition relevant to ongoing care
Incidents or near-misses occurring during a shift

Verdant Care does not create or maintain formal clinical care plans. We do not collect diagnostic, medical history, or treatment information. Where health-related information is shared voluntarily by the client or family for safety purposes, it will be treated with the same protections as personal health information under PHIPA.

Employee Personal Information

Full name, contact information, and SIN (for payroll purposes)
Vulnerable Sector Check results
CPR/First Aid certification records
Employment history and performance records

Why We Collect This Information

We collect personal information only for the following purposes:

To assess and provide the care and support services requested
To schedule and coordinate caregiver assignments
To issue invoices and process payments
To communicate with clients, families, and authorized contacts about services
To maintain safety records and respond to incidents
To comply with our legal obligations under Ontario and federal law
To employ and manage caregivers in compliance with the Employment Standards Act, 2000

Consent

We obtain consent before collecting, using, or disclosing personal information. Consent may be:

Express (written): required for disclosures to third parties outside the care relationship, including insurers, lawyers, and government authorities (unless required by law)
Implied: applicable for sharing information within the Verdant Care team for the purpose of delivering agreed services

Clients and employees have the right to withdraw consent at any time by providing written notice to Verdant Care. Withdrawal of consent may limit our ability to provide services.

Post-Visit Family Updates

After every visit, care notes are logged by the caregiver and made available in real time through ShiftCare’s secure Family Portal. Access is granted only to family members or contacts authorized by the client or Substitute Decision-Maker (SDM) in the Client Service Agreement.

We do not transmit visit information via email or unsecured channels. Authorization to access the Family Portal may be modified or withdrawn in writing at any time.

How We Use and Share Information

We use personal information only for the purposes for which it was collected. We do not sell personal information. We may share information in the following limited circumstances:

With caregivers assigned to a client, to the extent necessary to deliver services safely
With authorized family members or contacts, as consented to in the Client Service Agreement
With our insurance provider, in the event of an insurance claim
With legal or regulatory authorities, where required by law or court order
With third-party service providers who assist us in operations (e.g., scheduling software, accounting), who are bound by confidentiality obligations and may not use information for any other purpose

How We Protect Information

Client and employee records are stored securely with access limited to authorized Verdant Care personnel only
Electronic records are protected by password access controls
Clinical visit notes and family communications are managed through ShiftCare, a PHIPA-compliant scheduling and care management platform
Paper records (where used) are stored in locked files
Caregivers are trained on privacy obligations and are bound by confidentiality provisions in their employment agreements
We use industry-standard practices to protect personal information from unauthorized access, disclosure, alteration, or destruction

Retention

We retain personal information only as long as necessary for the purposes for which it was collected, or as required by law.

Your Rights

Under PIPEDA and PHIPA, individuals have the right to:

Be informed about how their personal information is collected and used
Access personal information we hold about them upon written request
Request correction of inaccurate or incomplete information
Withdraw consent to collection, use, or disclosure (subject to legal or contractual limitations)
File a complaint about our privacy practices

To exercise any of these rights, please contact our Privacy Officer using the contact information below.

Privacy Officer & Contact Information

Privacy Officer: A. Gabriel Benmergui

Mailing Address: 6-14845 Yonge Street, Aurora, ON L4G 6H8
Email: privacy@verdant.care
Phone: 416-551-8784

Complaints

If you are not satisfied with our response to a privacy concern, you have the right to file a complaint with:

Office of the Privacy Commissioner of Canada (PIPEDA matters): www.priv.gc.ca | 1-800-282-1376
Information and Privacy Commissioner of Ontario (PHIPA matters): www.ipc.on.ca | 1-800-387-0073

Changes to This Policy

Verdant Care may update this Privacy Policy from time to time. Clients and employees will be notified of material changes. The current version of this policy is always available upon request from our Privacy Officer or on our website.