Effective Date: August 16, 2025
Last Updated: August 16, 2025
INTRODUCTION
OakPoint Digital Consulting & Management Inc., operating as Doktr.ca (“Doktr.ca,” “we,” “us,” or “our”), is committed to protecting your privacy and safeguarding your personal information. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website at doktr.ca (the “Website”) or use our physician matching services.
This Privacy Policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy legislation. We are committed to the ten privacy principles set out in PIPEDA.
By using our Website or submitting information to us, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.
1. INFORMATION WE COLLECT
1.1 Information You Provide Directly
When you use our services, you may voluntarily provide us with the following information:
Contact Information:
- First and last name
- Email address
- Phone number
Location Information:
- City or region where you are seeking a family physician (e.g., Oakville, Hamilton, Burlington)
Service-Related Information:
- The number of individuals in your household seeking a family physician
- Your current healthcare status (e.g., currently without a family doctor, looking to switch physicians, new to the area)
1.2 Information Collected Automatically
When you visit our Website, we automatically collect certain technical information:
Device and Browser Information:
- IP address
- Browser type and version
- Operating system
- Device type (desktop, mobile, tablet)
Usage Information:
- Pages visited
- Time spent on pages
- Referring website
- Click patterns
Cookies and Tracking Technologies:
- Session cookies
- Persistent cookies
- Analytics cookies (see Section 6)
1.3 Information We Do NOT Collect
We are a health information and referral service, not a healthcare provider. We do NOT collect:
- Medical history or health conditions
- Medications or prescriptions
- Diagnoses or treatment information
- Health card numbers (OHIP)
- Insurance information
- Any information that would constitute Personal Health Information (PHI) under Ontario’s Personal Health Information Protection Act, 2004 (PHIPA)
2. HOW WE USE YOUR INFORMATION
We use the information we collect for the following purposes:
2.1 Primary Purposes
| Purpose | Description |
|---|---|
| Physician Matching | To connect you with family physicians in your selected area who may be accepting new patients |
| Communication | To respond to your inquiries and provide information about our services |
| Service Fulfillment | To share your contact information with healthcare providers in our network, as consented |
2.2 Secondary Purposes
| Purpose | Description |
|---|---|
| Website Improvement | To analyze usage patterns and improve our Website functionality and content |
| Analytics | To understand how visitors use our Website and optimize user experience |
| Advertising | To display relevant advertisements through services such as Google AdSense |
| Legal Compliance | To comply with applicable laws, regulations, and legal processes |
2.3 Legal Basis for Processing
Under PIPEDA, we process your personal information based on:
- Consent: You provide express consent when you submit your information through our forms
- Legitimate Interests: For Website analytics and improvement
- Legal Obligations: When required by law
3. HOW WE SHARE YOUR INFORMATION
3.1 With Healthcare Providers
When you submit information through our physician matching service and provide consent, we share your contact information (name, email, phone number, and location preference) with healthcare providers in our network who:
- Are licensed physicians in the Province of Ontario
- Have indicated they may be accepting new patients
- Operate in or near your selected location
Important: We share only the contact and location information you provide. We do not share any health information because we do not collect any.
3.2 With Service Providers
We may share information with third-party service providers who assist us in operating our Website and services:
| Service Provider Type | Purpose |
|---|---|
| Web hosting providers | To host and maintain our Website |
| Analytics providers (e.g., Google Analytics) | To analyze Website traffic and usage |
| Advertising partners (e.g., Google AdSense) | To display advertisements |
| Communication platforms | To send emails and manage inquiries |
| Chatbot services (e.g., Tidio) | To provide real-time customer support |
These service providers are contractually obligated to protect your information and use it only for the purposes we specify.
3.3 For Legal Reasons
We may disclose your information if required to do so by law or in response to:
- Valid legal processes (e.g., court orders, subpoenas)
- Government or regulatory requests
- Protection of our legal rights
- Prevention of fraud or illegal activities
3.4 Business Transfers
If Doktr.ca is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.
3.5 We Do NOT Sell Your Personal Information
We do not sell, rent, or trade your personal contact information to third parties for their direct marketing purposes without your explicit consent.
When we share your information with healthcare providers, we do so to fulfill the service you requested—connecting you with physicians who may accept you as a patient.
4. CONSENT
4.1 Obtaining Consent
We obtain your consent to collect, use, and disclose your personal information in the following ways:
Express Consent:
- When you submit information through our physician matching form, you will be asked to check a consent box confirming you agree to our Terms of Use and Privacy Policy
- You will also consent to having your contact information shared with healthcare providers
Implied Consent:
- By using our Website, you consent to the collection of technical information through cookies and analytics tools
4.2 Withdrawing Consent
You may withdraw your consent at any time by:
- Emailing us at hello@doktr.ca
- Using the unsubscribe link in any email communication
- Contacting us using the information provided in Section 12
Effect of Withdrawal:
- We will stop processing your information within five (5) business days
- We will make reasonable efforts to notify healthcare providers who received your information
- Withdrawal does not affect the lawfulness of processing before withdrawal
- We cannot retrieve information already shared with third parties, but we will request its deletion
4.3 Refusal to Provide Information
You may refuse to provide certain information. However, if you do not provide required information (such as your name and contact details), we will be unable to connect you with healthcare providers.
5. DATA RETENTION
5.1 Retention Periods
We retain your personal information only as long as necessary to fulfill the purposes for which it was collected:
| Information Type | Retention Period |
|---|---|
| Contact form submissions | 24 months from submission |
| Physician matching requests | 24 months from submission |
| Website analytics data | 26 months (Google Analytics default) |
| Communication records | 36 months from last communication |
5.2 Deletion
After the retention period expires, we will securely delete or anonymize your personal information. You may also request earlier deletion by contacting us (see Section 7).
6. COOKIES AND TRACKING TECHNOLOGIES
6.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help us understand how you use our Website and improve your experience.
6.2 Types of Cookies We Use
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential Cookies | Required for Website functionality | Session |
| Analytics Cookies | Track Website usage via Google Analytics | Up to 2 years |
| Advertising Cookies | Display relevant ads via Google AdSense | Varies |
| Functionality Cookies | Remember your preferences | Up to 1 year |
| Chatbot Cookies | Enable Tidio chat functionality | Varies |
6.3 Third-Party Cookies
Our Website uses cookies from third-party services:
- Google Analytics: To analyze Website traffic. Google’s Privacy Policy
- Google AdSense: To display advertisements. Google’s Ad Privacy Policy
- Tidio: To provide chat support. Tidio’s Privacy Policy
6.4 Managing Cookies
You can manage cookie preferences through your browser settings. Most browsers allow you to:
- Block all cookies
- Block third-party cookies only
- Delete cookies when you close your browser
- Receive notifications before cookies are placed
Note: Blocking certain cookies may affect Website functionality.
6.5 Do Not Track
Some browsers have a “Do Not Track” feature. We currently do not respond to Do Not Track signals, but you can manage tracking through cookie settings.
7. YOUR PRIVACY RIGHTS
Under PIPEDA and applicable laws, you have the following rights regarding your personal information:
7.1 Right of Access
You have the right to request access to the personal information we hold about you. We will respond to your request within 30 days.
7.2 Right of Correction
You have the right to request correction of any inaccurate or incomplete personal information we hold about you.
7.3 Right to Withdraw Consent
You may withdraw your consent to our collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions.
7.4 Right to Complain
If you believe we have not handled your personal information appropriately, you have the right to file a complaint with:
Office of the Privacy Commissioner of Canada 30 Victoria Street Gatineau, Quebec K1A 1H3 Toll-free: 1-800-282-1376 Website: www.priv.gc.ca
7.5 Exercising Your Rights
To exercise any of these rights, please contact us at:
Email: hello@doktr.ca
We may require you to verify your identity before processing your request.
8. DATA SECURITY
8.1 Security Measures
We implement appropriate technical and organizational measures to protect your personal information, including:
- Secure Socket Layer (SSL) encryption for data transmission
- Secure servers and databases
- Access controls limiting who can view personal information
- Regular security assessments
8.2 Limitations
While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.
8.3 Breach Notification
In the event of a data breach that poses a real risk of significant harm, we will:
- Notify affected individuals as soon as feasible
- Report to the Office of the Privacy Commissioner of Canada
- Take steps to reduce the risk of harm
9. THIRD-PARTY WEBSITES
Our Website may contain links to third-party websites, including healthcare provider websites and government resources. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
10. CHILDREN’S PRIVACY
Our Website is not intended for children under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will delete such information.
11. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last Updated” date.
For significant changes, we may provide additional notice, such as a prominent notice on our Website or an email notification.
Your continued use of the Website after any changes constitutes acceptance of the updated Privacy Policy.
12. CONTACT US
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
OakPoint Digital Consulting & Management Inc. Operating as Doktr.ca
Privacy Inquiries: Email: hello@doktr.ca Oakville, Ontario, Canada
We will respond to your inquiry within 30 days.
13. PRIVACY POLICY SUMMARY
| What We Collect | What We DON’T Collect |
|---|---|
| Name, email, phone | Medical history |
| Location preference | Health conditions |
| Healthcare status | OHIP number |
| Technical/analytics data | Insurance information |
| How We Use It | How We Protect It |
|---|---|
| Connect you with doctors | SSL encryption |
| Improve our Website | Access controls |
| Display relevant ads | Secure storage |
| Respond to inquiries | Regular assessments |
BY USING THIS WEBSITE, YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTOOD THIS PRIVACY POLICY.