Privacy Policy — Ilumina

Who we are

2518476 Ontario Inc. ("we", "us") is an Ontario concierge diagnostic medical imaging service. We coordinate eligible privately paid and third-party paid diagnostic imaging with imaging providers. We do not perform scans and we do not provide treatment or medical advice. We coordinate only services that are eligible for private or third-party payment. We do not arrange payment for OHIP-insured services.

This policy explains how we handle personal information, including personal health information, collected through this website, our contact, booking and physician referral forms, our eligibility questions and the Room (a private online space where people who qualify can upload a referral and follow their booking), and when imaging providers, hospitals, referring practitioners, insurers or law firms share information with us. We follow Ontario's Personal Health Information Protection Act (PHIPA) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), as they apply.

What we collect

Contact, booking and physician referral forms: name, phone number, email address, and the referral details you or your practitioner provide.
Eligibility questions: fixed-choice answers only. You do not sign in or give your name to answer them. We do not keep your answers. We keep only an anonymous daily count of how many people did or did not qualify.
If you qualify: your email address, so we can send you a one-time link to the Room; a callback telephone number, so we can contact you about booking your imaging; and a record of your consent. We use your telephone number only to contact you about your request. We do not use it for marketing, and we do not sell or share it except with the imaging facility handling your booking, where needed.
Referrals and requisitions: sent to us by a hospital, imaging provider or referring practitioner, or uploaded by you.
Booking details: the imaging provider, appointment details and the body part to be scanned.
Third-party payers: where an insurer, law firm, employer or other payer arranges your scan, their contact and billing details, and the reports or images we coordinate for them with your consent or other legal authority.
Correspondence with you or with the people involved in your case.

Why we use it

To answer your questions and requests.
To check eligibility and coordinate your booking with an imaging provider.
To receive referrals and share booking information with the imaging provider and referring practitioner.
To coordinate reports or images to a third-party payer you have authorized.
To invoice the person or organization responsible for payment.
To meet our legal obligations and handle complaints.

We do not sell personal information and we do not use health information for marketing.

Consent

We ask for your consent before you answer our eligibility questions, before we collect your email address, before you upload a referral or requisition, and before we share reports or images with a third-party payer, unless the law allows or requires us to act without consent. You may withdraw your consent at any time by contacting our privacy officer. We will tell you if withdrawing affects what we can do for you.

Who we share it with

Imaging providers and hospitals that perform your scan.
Your referring practitioner.
Third-party payers you have authorized, such as an insurer, law firm or employer.
Service providers that host this website, the Room and our email, under written agreements that require them to protect your information.
Others when required or permitted by law.

Some of our service providers may store information outside Canada, under contract safeguards.

How long we keep it

Eligibility answers: not kept.
Callback telephone number: deleted when the case closes, or 14 days after we receive it if no booking is made.
Referrals and requisitions: deleted within 14 days of the booking being completed or cancelled, or within 14 days of receipt if no booking is made.
Case records (email address, booking details, consents and correspondence; not the callback telephone number, and not images): kept for 6 months after your case closes, then securely deleted, unless the law, an agreement with an insurer or law-firm client, or a legal hold requires us to keep them longer.
Invoices: kept separately, with as little personal information as possible, for as long as tax law requires.

How we protect it

We use encryption, one-time sign-in links that expire after 15 minutes, limited staff access, access logs, automatic deletion and confidentiality agreements with staff and service providers.

If something goes wrong

If your information is lost, stolen or accessed without authority, we will notify you and, where required, the Information and Privacy Commissioner of Ontario, the Office of the Privacy Commissioner of Canada and any hospital or imaging provider involved.

Accuracy, access and correction

You may ask to see or correct the information we hold about you. Contact our privacy officer. We will respond within 30 days and may need to confirm your identity. If a hospital or imaging provider holds the record, we will help direct your request to them.

Questions and complaints

Privacy Officer: danny@ilumina.ca. 2518476 Ontario Inc., 1-833-208-2777, info@ilumina.ca.

If you are not satisfied with our answer, you may complain to the Information and Privacy Commissioner of Ontario (www.ipc.on.ca) about personal health information, or to the Office of the Privacy Commissioner of Canada (www.priv.gc.ca) about other personal information.

Changes

We may update this policy. We will post the new version on this website with its effective date.

If we begin operating under a business name, we will register it in Ontario and update this page.