Privacy Policy

 

This personal and health information protection policy (the "Policy") sets out how CENTRE MEDICALE ET CENTRE DE SANTE DE LA FEMME VILLE MARIE inc. and CENTRE MULTI IMAGERIE VILLE MARIE inc. (hereinafter "VM MED," "we," or "our") collect, use, disclose, retain, and destroy your Personal Information (as defined below), notably to govern the management of such Personal Information within VM MED.

We may provide you with additional information at the time of collection of your Personal Information in some cases.

We may also obtain your specific consent in certain situations regarding the collection, use, disclosure, and retention of your Personal Information.

The Policy applies to the Personal Information that we collect, regardless of the means, for example, in person, by telephone, by videoconference, or via our website.

By accepting this Policy, or by providing us with Personal Information after having had the opportunity to review it as well as any other additional notice, you agree that your Personal Information will be processed in accordance with the Policy and the applicable additional notice.

In the event of a conflict of interpretation between the French and English versions of the Policy, the French version shall prevail.

 

1. About Us

Here is our identification information:

VM MED

1000-1538 Sherbrooke Street West

Montreal, Quebec, H3G 1L5, Canada

You can contact our Privacy Officer, Ligeo Kattackal (the "Officer"), for questions or comments regarding the Policy, the manner in which we process Personal Information, or to exercise your rights in this regard.

You can contact the Officer:

• By email at the following address: info@vmmed.com; or
• By mail at the address mentioned above.

VM MED is a private medical clinic offering a range of advanced healthcare services. Several healthcare professionals collaborate to assess, guide, and treat patients. These professionals also provide medical follow-ups to ensure continuous services.

We train and educate staff members and healthcare professionals involved by implementing policies and practices in this regard. We ensure that the various stakeholders are aware of these policies and practices. We also ensure that they apply them rigorously in their duties and functions.

All our employees who use Personal Information are bound by confidentiality obligations. Moreover, they may only access the Personal Information necessary for the performance of their respective functions. In the event of contravention, our governance policies and practices provide for sanctions.

 

2. Definitions

For the purposes of the Policy and any other document resulting from or relating to it, the following words and expressions have the meaning given below, unless expressly stated otherwise:

• "Confidentiality Incident" means (i) unauthorized access to Personal Information; (ii) unauthorized use of Personal Information; (iii) unauthorized disclosure of Personal Information; or (iv) loss of Personal Information or any other breach of the protection of such information;
• "Personal Information" means information that identifies, even indirectly, a natural person, such as first name, last name, and address, as well as health information concerning them, as provided by law.

 

3. Processing and Use of Personal Information

VM MED uses an integrated technological care platform named Medesync provided by Telus Health as well as MedRX and Intelerad PACS (hereinafter the "Platform"), notably to collect, host, and process patient Personal Information as part of electronic medical records.

We use Personal Information only for the purposes of our activities, namely:

 

3.1 Patient Record

We use Personal Information to share patient records among the different stakeholders involved within VM MED via the Platform. A patient record contains, among other things, the Personal Information required for identifying a patient and the data of their results or health diagnoses. This use of Personal Information notably allows VM MED to provide effective medical follow-ups. Healthcare professionals may also add medical notes to a patient record.

 

3.2 Appointment Scheduling

We use the Personal Information required for appointment bookings. This may also include the use of such Personal Information for our email and text notification system, i.e., the automated scheduling of appointments (telephone call, videoconference, in-person appointment, etc.) with healthcare professionals, as well as for creating availability schedules.

 

3.3 Assistance

If you request assistance from our staff members, the required Personal Information about you will be used to assist or contact you in connection with this assistance.

 

3.4 Newsletters

If you subscribe to our newsletters, the required Personal Information about you will be used to communicate these newsletters to you.

 

3.5 Databases

VM MED may use your Personal Information and incorporate it into a special database used for medical research or for publication purposes, in anonymized form.

If you refuse to consent to this, the provision and quality of medical services will not be compromised, whether at VM MED or elsewhere. You may also withdraw your consent to this use at any time, without giving reasons, by making a request to the Officer at the contact details indicated in Article 1 of the Policy.

 

3.6 Quality of Services

We also reserve the right to use de-identified Personal Information required for the purpose of monitoring and analyzing the quality of our services and improving your experience.

 

3.7 Retention Period

We will destroy your Personal Information when the purposes for which we collected or used it have been achieved, subject to retention periods provided for by law. To this end, we retain the Personal Information required to comply with applicable laws regarding the keeping of medical records, including in particular the Regulation respecting records, places of practice and the cessation of practice of a physician and the Regulation respecting effects, consulting rooms, and other offices of members of the Ordre des infirmières et infirmiers du Québec.

 

3.8 List of Personal Information that may be collected

• Your first and last name
• Your email address
• Your telephone number
• Your residential address
• Your health insurance number (RAMQ)
• The medical information necessary for the provision of services offered by VM MED
• Connection cookies (see Article 9 of the Policy for more details)

 

3.9 Access to Personal Information and Sharing with Third Parties

• Healthcare professionals involved
• VM MED employees, to the extent that they need to know such Personal Information
• Our suppliers, as described in Article 4 of the Policy

 

3.10 Retention and Storage of Personal Information

The Personal Information required to provide our services is hosted on secure cloud servers from reputable providers.

 

4. Suppliers

As part of its activities, VM MED retains the IT services of TELUS Health (MedeSync EMR), which provides the Platform. VM MED transfers Personal Information to the Platform in accordance with this Policy.

VM MED also retains the services of suppliers located in Quebec, to whom it discloses de-identified Personal Information, in order to analyze the quality of its services and to invite you to participate in surveys or discover new products and services that may interest you.

 

5. Governance, Security Measures, and Inherent Risks

We have implemented various measures given the sensitivity of Personal Information and its use. We follow industry security standards to protect the Personal Information we collect and receive.

More specifically, we have put in place appropriate physical, technical, IT, and administrative safeguards to protect your Personal Information against a Confidentiality Incident.

 

6. Your Consent

Your consent to the collection, use, or disclosure of your Personal Information must be explicit, free, and informed. It must be given for the specific purposes and objectives identified in this Policy.

By using the services and/or website of VM MED, you consent to your Personal Information being collected, used, disclosed, and retained in accordance with the Policy.

Unless otherwise provided by law, you may withdraw your consent at any time by giving reasonable notice to the Officer at the contact details indicated in Article 1 of the Policy.

Please note that if you choose to withdraw your consent to the collection, use, or disclosure of your Personal Information, certain website features may no longer be available to you.

 

7. Disclosure of Personal Information for Public Safety or Prosecution of Offences

7.1 In Case of Serious Risk of Death or Serious Injury

We may disclose Personal Information we hold in order to protect a person or group of persons when there is reasonable cause to believe that a serious risk of death or serious injury, particularly related to a disappearance or an act of violence, including a suicide attempt, threatens that person or group and the nature of the threat creates a sense of urgency.

The information may then be disclosed to the person(s) exposed to this risk, to their representative, or to anyone who may help them. Only the information necessary for the purposes pursued by the disclosure will be disclosed.

7.2 Law Enforcement Authorities

We may also disclose information to the Director of Criminal and Penal Prosecutions or to a person or organization responsible for preventing, detecting, or suppressing crime or offences against the law when the information is necessary for a prosecution under a law applicable in Quebec.

Finally, we may disclose information to a police force when it is necessary for the planning or execution of an intervention adapted to the characteristics of a person or situation, in any of the following cases: (i) the police intervene, at our request, to provide us with help or support in the context of services we provide to a person; (ii) we act in concert or partnership with the police as part of mixed psychosocial and police intervention practices.

 

8. Your Rights with Respect to Your Personal Information

The law grants you various rights regarding your Personal Information. You have, in particular, the following rights:

• Access: right to ask whether we hold Personal Information about you and, if so, to request access to that Personal Information
• Portability: right to request access to Personal Information about you in a structured technological format and to request communication of it to a third party, subject to exceptions
• Rectification: right to request correction of any incomplete or inaccurate Personal Information we hold
• Withdrawal of Consent: right to withdraw your consent to the disclosure or use of Personal Information held
• Restriction or Denial of Access: right to request that a particular stakeholder or category of stakeholders not have access to one or more pieces of information you have identified
• Research Themes or Categories: right to restrict your consent according to research themes, categories of research activities, or categories of researchers, where applicable
• Complaint: right to file a complaint with our Officer in relation to this Policy, or to file a complaint with the Commission d’accès à l’information du Québec if you believe that a violation of privacy protection laws has been committed. To file a complaint with the Commission d’accès à l’information (Quebec), please use the appropriate form available at: For Citizens | Commission d’accès à l’information du Québec (gouv.qc.ca)

To exercise any of these rights, please contact our Officer in writing at the contact details indicated in Article 1 of the Policy.

 

9. Use of Browsing Cookies

The cookies we use may include the following types of files:

• Essential Cookies: These cookies are necessary for the operation and navigation of our website. They cannot be disabled. These cookies may be used to ensure the proper functioning of website navigation, to improve its security, or to comply with our legal obligations;
• Preference Cookies: These cookies improve and personalize the functionalities of our website and the content offered to you based on your browsing and previous choices. If you disable these cookies, you may not be able to navigate certain parts of the website or take advantage of certain functionalities offered. In addition, our website will not be able to remember your preferences, such as your language choice, from one session to another.

When you access our website, a banner may appear to inform you of our use of cookies. You may then disable certain types of cookies, but you cannot disable essential cookies. You can change your cookie preferences at any time by configuring your device settings or by redisplaying the consent banner "Cookie Settings."

 

10. Third-Party Sites (External Sites)

This Policy does not apply to third-party websites, pages, or applications that may be accessible through our services. Thus, we are not responsible with respect to such third-party services.

If you follow such links, these third-party sites or services will likely have their own privacy policies that you should review before submitting your Personal Information.

 

11. Canadian Anti-Spam Law

VM MED complies with Canada’s Anti-Spam Law (CASL); we ensure that you will only receive communications from us that you wish to receive. You can stop receiving these emails at any time by unsubscribing.

 

12. Update of the Policy

We may, from time to time, amend the Policy to reflect changes in our business processes or in the law.

 

Last updated: 09/16/2025