Respect for your privacy and the protection of your personal information are central to the commitments of the Clinique auditive Vincent Chaussé-Simard (“the Clinic”, “us”, “we” or “our”). As part of our hearing health and audiology services, we ensure that we implement rigorous and effective control measures to protect the confidential nature of your information.
personal information in our custody.

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By providing us with personal information, whether through our website, by telephone, email, mail, in person during a consultation or by any other means, you consent to your personal information being collected, used, disclosed and retained in accordance with this Policy.

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Definition of personal information:

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Personal information includes any information relating to an identified or identifiable natural person, whether taken separately or combined with other data. This includes, in particular, identity data, financial details, and highly sensitive health information. Generally, it does not include your professional business contact details.

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1. What personal information do we collect?

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We only collect the information necessary for your care and the management of our services. Depending on the nature of your interactions with the Vincent Chaussé-Simard Hearing Clinic, we may collect:

A. As part of your care and clinic visits

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• Identity and contact details : Name, surname, date of birth, postal address, telephone numbers and email address.

• Health information (highly confidential): Health insurance number (RAMQ), audiological or medical test results, medical and family history, lifestyle habits, prescriptions from health professionals and details concerning your hearing aids or protectors.

• Billing and payment information : Payment method, billing details, credit card information or bank details, as well as files related to third-party paying organizations (RAMQ, CNESST, Veterans Affairs Canada, private insurance, etc.).

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B. During your telephone interactions and reception

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• Telephone calls: Information provided when booking appointments or making inquiries. In some cases, for training or service quality purposes, call details may be noted in your file.

• Visitor Log : During your visit to the clinic, your name, arrival time and appointment date may be recorded for security and scheduling purposes.
   

C. When using our website and digital tools

Navigation data and cookies: IP address, web pages visited, date and time of visit, type of browser used, operating system, general location data and analytical information about your use of the site.

Online forms: Information voluntarily provided when you request an appointment, an online hearing test or screening, or when you contact us via a contact form (name, email, phone number and details of your message).

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Important information regarding third parties: If you provide us with personal information about another person (for example, a family member or close relative for whom you are the guardian), you represent that you have the legal authority or have obtained the required consent to do so, and you agree that this information will be processed in accordance with this Policy.

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2. Why is your information collected and how is it used?

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The Vincent Chaussé-Simard Hearing Clinic collects and uses your personal information lawfully, transparently, and solely for the specific purposes associated with our activities, namely:

Provision of clinical services: Create, maintain and manage your client/patient file, assess your hearing needs, adjust, repair and follow up on your hearing aids and protectors.

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Clinical and administrative communications: Communicating with you to confirm your appointments (by phone, SMS or email), answer your questions, send you your receipts and invoices or follow up on your support requests.

Administrative and financial management: Process your payments and coordinate claims with private insurers and public or government paying agencies (RAMQ, CNESST, ACC).

Improvement and customization: To adapt our services to your communication preferences, evaluate the effectiveness of our interventions, conduct internal statistical analyses and improve the overall experience offered to our customers.

Marketing and information (with your consent): Sending you newsletters, hearing health advice, promotions or invitations to hearing aid technology events, if you have opted in to receive them.

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3. How is your personal information protected and stored?

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The security of your data is a top priority. We implement rigorous physical, technological, and administrative security measures tailored to the sensitivity of the information (particularly for health data):

Strict access controls: Access to your personal information is limited exclusively to authorized staff members (hearing aid specialists, clinical assistants, technicians) who have a legitimate need to know it in the performance of their duties. All our staff are subject to strict access controls.
strict obligations of confidentiality and professional secrecy.

Technological security: Our computer systems, servers and electronic clinical record software are protected by firewalls, data encryption mechanisms, secure identifiers and regular backups.

Storage location: Your personal information is securely stored in Quebec, Canada. If we use third-party technology service providers (secure cloud hosting), we contractually require them to offer protection guarantees equivalent to those prescribed by law.

Data retention period: We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Policy and to comply with the legal, tax, and ethical obligations applicable to the hearing health and hearing aid industry in Quebec. Once this period has expired, the information is permanently and securely destroyed or anonymized.

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4. With whom may your personal information be shared?

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We do not sell, rent, or otherwise market your personal information. It is only shared with third parties in the following limited circumstances:

Partners and health organizations (Third-party payers): With your consent, to validate your health coverage and process payments for your devices with the Régie de l'assurance maladie du Québec (RAMQ), the CNESST, Veterans Affairs Canada or your private insurance companies.

Authorized Suppliers and Subcontractors: Third-party companies may have access to certain data to help us provide you with our services (for example, hearing aid or custom earmold manufacturing laboratories, IT platform providers, or payment solution providers). These suppliers act under our direct instructions and are bound by strict confidentiality agreements.

Legal obligations and law enforcement: We may disclose your information if required by law, including to comply with a court order, applicable regulation, or to respond to requests from law enforcement authorities or trustees of relevant professional orders.

Business transactions: In the event of a reorganization, merger or sale of the  Clinique auditive Vincent Chaussé-Simard, the personal information held may be transferred to the successor entity, subject to identical confidentiality commitments.

5. What are your rights regarding your personal information?

Under Quebec's personal information protection legislation (Law 25), you have important rights regarding your data:
 

Right of Access and Rectification: You may request access to the personal information we hold about you and request the correction of any inaccurate, incomplete, or ambiguous information.
 

Right to Withdraw Consent: You may withdraw your consent to the collection, use, or disclosure of your personal information at any time (subject to legal or contractual restrictions). Please note that withdrawing certain consents may prevent us from continuing to provide you with our services or hearing healthcare.
 

Right to Data Portability (where applicable): You may request to receive your computerized personal information in a structured, commonly used technological format.

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6. Person responsible for the protection of personal information and the handling of complaints

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If you have any questions regarding this Policy, wish to exercise your rights, or wish to file a complaint concerning the protection of your personal information, you must contact the designated Clinic Officer directly in writing:

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• Job Title: Vincent Chaussé-Simard, President, Hearing aids techinician and Privacy Officer

• Company: Clinique auditive Vincent Chaussé-Simard 

• Mailing address: 201 Curé-Labelle Boulevard, Suite 502, Sainte-Thérèse, Quebec, Canada

• Telephone: 450.434.4034

• Dedicated email address: info@cliniquevcs.com

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We undertake to review your request, carry out the necessary checks and respond to you in writing within a maximum of 30 days following receipt of your request.