Privacy, Confidentiality and Security Program

Queensway Carleton Hospital is committed to protecting your privacy. Having access to your personal health information is essential in providing you with the best possible care. At QCH, our privacy program regulates how we collect, use, disclose, retain and protect your personal health information.


Contacting the Privacy Officer

If you have any questions about the hospital's privacy practices or would like to discuss an issue you have relating to privacy, please email

Release of Information

If you would like a copy of your chart for legal or other purposes, contact the health records department at 613-721-2000 ext. 2802 or send an email to Please note that a fee may be charged to cover administrative costs. Please refer to the 'Your Personal Health Information' tab.

Privacy of Personal Health Information Policy

We understand that health information about you is personal and must be protected.


Collection of Personal Health Information

  • We collect personal health information about you directly from you or from the person acting on your behalf. That information might include your name, date of birth, address, contact information (e.g., email addresses), health history, records of your visits to QCH and the care that you received during those visits.
  • Occasionally, we collect personal health information about you from other sources if we have obtained your consent to do so or if the law permits.

Uses And Disclosures of Personal Health Information

We use and disclose your personal health information to:

  • provide health care;
  • assist the Hospital with obtaining payment for the treatment and care (e.g., from OHIP, WSIB, or a private insurer) provided to the individual;
  • plan, administer and manage the Hospital and its programs;
  • compile statistics;
  • conduct risk management activities;
  • conduct quality improvement activities;
  • educate medical trainees and staff to provide care;
  • conduct research that has been approved by the Research Ethics Board;
  • comply with legal and regulatory requirements;
  • maintain shared regional and provincial electronic health record programs.

There are some situations in which your personal health information may be disclosed by the Hospital without your consent, either because it is required for the provision of care and/or permitted by law.

  • This could include sharing information with your Family Doctor, your health care team, a laboratory, another health care provider in your circle of care or your health insurance plan.
  • This could also mean disclosing information to a College of Regulated Health Professionals, the Workers Safety and Insurance Board, the Medical Officer of Health (for communicable diseases), the Coroner's office or to comply with a legal or regulatory requirement.
  • The hospital displays select information about you on digital display screens in our clinical areas to allow staff and clinicians to track the progress of your visit and/or admission and to provide real-time status and clinical updates for the team. The use and content of these clinical display boards are governed by a specific policy governing their use. If you prefer not to have identifying information displayed on these screens, the hospital will honor your request.
  • We may also use your contact information (name, address, email address and/or phone number that you supply) to send you patient satisfaction surveys, or fundraising requests from the QCH Foundation.

We will ask your permission before disclosing any of your information for purposes not related directly to the above. We will also respect your right to withdraw your consent to use your information for purposes not required for legal or regulatory requirements.


Accessing and Correcting Your Personal Health Information

We recognize your right of access to your health information when you request it and provide copies for a fee; you or your authorized representative may also request a correction of incomplete or inaccurate information contained in your health record.

Complaints and Concerns

We will respond to your questions or concerns about the way we handle the privacy of your personal health information.


Privacy Policy

Our Privacy Policy is based on international standards for privacy protection developed by the Canadian Standards Association and adopted as the basis for Canadian federal privacy legislation. Below are the ten principles as they apply to us:

Principle 1 - Accountability for Personal Health Information

QCH is responsible for all personal health information under its custody or control and has designated a chief privacy officer (CPO) who is accountable for the organization's compliance with the following principles. The name of the chief privacy officer designated by QCH to oversee its compliance with these principles is a matter of public record. Other individuals within the hospital are also responsible for the day-to-day collection, processing and protection of personal health information, and for complying with this policy.

Principle 2 - Identifying Purposes for Personal Health Information

QCH will identify the purposes for which personal health information is collected at or before the time of collection. The primary purposes are: to provide clinical care to patients of QCH; to monitor and evaluate the quality of care and the outcomes resulting from that care; to assess resource utilization in the delivery of care; to plan for the development and delivery of care and services across the region and surrounding area; to support and promote research and education; to support and promote fundraising as it related to QCH; and to meet legal and regulatory requirements.

Principle 3 - Consent for the Collection, Use, and Disclosure of Personal Health Information|

The knowledge and consent of the individual (or parent/guardian for minors) are required for the collection, use or disclosure of personal health information, except when inappropriate.

Principle 4 - Limiting Collection of Personal Health Information

The collection of personal health information will be limited to that which is necessary for the purposes identified by QCH. Information will be collected by fair and lawful means.

Principle 5 - Limiting Use, Disclosure, and Retention of Personal Health Information

Personal health information will not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law. When personal health information is to be used for new purposes, this policy will be updated to reflect these changes. Information will be retained only as long as necessary for the fulfillment of those purposes or as legislated. Disposal of personal health information will be done in a secure and confidential manner.

Principle 6 - Ensuring Accuracy of Personal Health Information

Personal health information should be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.

Principle 7 - Ensuring Appropriate Safeguards for Personal Health Information

Personal health information shall be protected by security safeguards appropriate to the sensitivity of the information, regardless of the format in which it is stored.

Principle 8 - Openness Concerning Policies and Practices

QCH will make readily available to individuals specific information about its policies and practices relating to the management of personal health information under its custody or control (e.g. Hospital website, patient brochures, Administration Manual and the Intranet).

Principle 9 - Individual Access to and Amendment of Personal Health Information

Upon request, an individual shall be informed of the existence, use, and disclosure of his or her personal health information and may access, inspect, or copy (upon payment of cost recovery fee) his or her personal health information, subject to legal restrictions. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

Principle 10 - Challenging Compliance with the QCH's Privacy, Confidentiality and Security Policy

An individual shall be able to address a challenge concerning compliance with the QCH's privacy, confidentiality, and security to the Chief Privacy Officer. Complaint procedures will be simple and easily accessible. All complaints will be investigated and remedial action taken when appropriate including, if necessary, amending its policies and practices.