Privacy policy

Hear & Co ("we", "us") is a hearing clinic located at 7-1100 Golf Links Road, Ancaster (Hamilton), ON L9K 1J8. We take the privacy of your personal information and personal health information seriously. This policy explains what we collect, why, how we protect it, and the choices you have. We comply with Ontario's Personal Health Information Protection Act, 2004 (PHIPA) for health information and with the Personal Information Protection and Electronic Documents Act (PIPEDA) for other personal information.

What we collect

• Contact and identity information: your name, address, phone number, email address, date of birth and health card number, collected when you book, register or contact us.

• Personal health information: your hearing history, hearing test results, ear examination findings, hearing aid records, and information about your health and medications that is relevant to your hearing care.

• Payment and funding information: insurance details, program eligibility (such as ADP, WSIB, Veterans Affairs Canada or NIHB) and payment records.

• Website information: information you enter in our contact or booking forms, and technical information such as your browser type and pages visited, collected through cookies and analytics as described below.

Why we collect it

We collect and use your information to provide hearing care; to communicate with you about appointments, results and follow-up; to process payments and funding claims; to meet our legal and professional obligations; and to improve our services and website. We do not sell your personal information.

Consent

We collect, use and disclose personal health information with your consent, which may be expressed or implied depending on the circumstances, and as permitted or required by law. For example, we rely on implied consent to share information among the members of your care team at the clinic, and we obtain your express consent before sending information to an insurer, an employer or another provider. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us.

How we share it

We may share your information with:

• Other health care providers involved in your care, such as your family physician or an ear, nose and throat specialist, with your consent

• Hearing aid manufacturers, for warranty registration, repairs and custom manufacture

• Funding programs and insurers you ask us to bill, such as the Assistive Devices Program, WSIB, Veterans Affairs Canada, NIHB or your private insurer

• Employers or licensing bodies, only with your written consent, for employment hearing tests

• Service providers who help us run the clinic, such as our booking software, email and secure storage providers, under agreements that require them to protect your information

• Regulators or authorities where the law requires it

How we protect it

Your records are stored securely, in locked areas or in password-protected and encrypted systems, and access is limited to staff who need it to provide your care. Our staff are trained in privacy. We retain records for as long as needed to provide care and to meet our legal obligations, which for health records in Ontario is generally at least ten years after your last visit, and then destroy them securely.

Your rights

You have the right to access your personal health information and to request a correction if you believe it is inaccurate or incomplete. You may request a copy of your records by contacting us at the email address below. We will respond within the time required by law, generally 30 days, and may charge a reasonable fee for copies. You also have the right to make a complaint to us and, if you are not satisfied, to the Information and Privacy Commissioner of Ontario.

Website, cookies and analytics

Our website uses cookies and Google Analytics to understand how visitors use the site and to improve it. This information is aggregated and does not identify you personally. You can disable cookies in your browser settings. Information you submit through our contact or booking forms is sent to us by email and stored securely; please do not include detailed health information in a form message. Our website may contain links to third-party sites, whose privacy practices we do not control.

Communication

By providing your email address or phone number you agree that we may contact you about your appointments and care. We may also send occasional clinic news or hearing health information; you can opt out at any time using the unsubscribe link or by contacting us. Email and text messages are not fully secure; if you prefer we not use them for health information, tell us.

Children

Our services are for adults, 18 and over. We do not knowingly collect personal information from children through our website.

Changes to this policy

We may update this policy from time to time. The current version, with its date, is always available on this page.

Contacting us about privacy

Questions, access requests, corrections or complaints: email info@hearco.ca. You may also contact the Information and Privacy Commissioner of Ontario at ipc.on.ca or 1-800-387-0073.

Last updated: 30 September 2026