Consent to Virtual Processing of Personal Health Information

Effective Date: November 2025
Applies To: All patients using Rumini Health’s online forms, consultations, and digital communications within Ontario, Canada.

1. Purpose of This Consent

This consent explains how Rumini Health (“Rumini”, “we”, “our”, “us”) collects, uses, stores, and shares your personal and health information through our virtual healthcare platform.
By submitting a medical form, creating an account, or using our telehealth services, you acknowledge that you have read, understood, and voluntarily agreed to this consent.

2. About Rumini Health

Rumini Health is a telehealth platform that connects patients in Ontario with licensed healthcare professionals (nurse practitioners or physicians) for virtual assessments and treatment planning.
Rumini does not dispense or sell medications directly; prescriptions are processed through OCP-accredited partner pharmacies that meet all provincial and federal regulatory standards.

3. Information We Collect

To provide you with accurate and safe virtual care, Rumini may collect the following information:

Personal Information:
Name, date of birth, contact details, address, gender, and OHIP or other identification information.
Medical and Health Information:
Medical history, current medications, allergies, symptoms, photos (if applicable), diagnostic results, and any data you voluntarily provide through forms or consultations.
Technical and Usage Information:
Device type, browser, IP address, and session data to ensure platform security and service optimization.

All data is collected directly from you or with your explicit consent from other health service providers when needed for continuity of care.

4. How Your Information Is Used

Your information is used solely for the purpose of providing and managing healthcare services, including:

Reviewing medical assessments and determining treatment eligibility
Conducting virtual consultations and issuing prescriptions
Coordinating with partner pharmacies for dispensing and delivery
Following up on treatment outcomes or side effects
Managing renewals, reminders, and continuity of care
Meeting legal, regulatory, and audit obligations under Ontario law

Your data will never be sold, traded, or used for marketing without your explicit consent.

5. Who Has Access to Your Information

Access is strictly limited to authorized professionals directly involved in your care:

Licensed Ontario physicians or nurse practitioners reviewing your file
Pharmacists at OCP-accredited pharmacies dispensing your prescription
Authorized Rumini administrative staff responsible for secure system operations
Third-party service providers under confidentiality and data protection agreements, such as encrypted hosting or courier partners (for delivery notifications only, without health details)

Every individual accessing your data is bound by confidentiality agreements and professional regulatory obligations under PHIPA.

6. How Your Information Is Stored and Protected

Rumini is fully committed to data privacy and cybersecurity.
Your personal health information (PHI) is stored and transmitted in compliance with:

PHIPA – Personal Health Information Protection Act (Ontario)
PIPEDA – Personal Information Protection and Electronic Documents Act (Canada)
HIPAA-equivalent safeguards – including encryption, access logs, and role-based authentication

Security Standards Include:

Encrypted data storage on Canadian servers (AES-256 or equivalent)
End-to-end encryption for form submissions and communications
Multi-factor authentication for all healthcare providers
Restricted access controls and audit trails
Continuous monitoring, backup, and disaster recovery systems
Regular security audits to ensure ongoing compliance

Your health information is never stored outside Canada, unless specifically required for processing under a secure, compliant framework.

7. Data Retention

Medical records and related data are retained for at least 10 years from the last date of service (or longer if required by law or applicable college regulations).
After the retention period, data is securely deleted or anonymized using Health Canada–approved digital destruction protocols.

8. Your Rights

Under PHIPA and PIPEDA, you have the right to:

Access your personal health record at any time
Request corrections to inaccurate or incomplete information
Withdraw consent to the collection or sharing of your information (subject to clinical or legal limitations)
Request deletion or transfer of your data, where permissible
Receive details on how and where your information has been shared

To exercise any of these rights, contact us at privacy@rumini.ca or admin@rumini.ca.

9. Sharing Information with Third Parties

Your identifiable health data is only shared:

With your express written or digital consent,
When required by law (e.g., public health reporting, regulatory audits), or
When necessary to prevent serious harm or medical emergencies.

De-identified or aggregated data may be used for analytics, service improvement, and reporting, but it cannot identify you.

10. Telehealth Limitations

While virtual care is a safe and effective healthcare method, it has some limitations:

Technical failures may affect video or audio quality;
Physical examination limitations may require in-person follow-up;
In some cases, the healthcare provider may advise an in-person evaluation.

By consenting, you understand and accept these limitations.

11. Communication and Electronic Transmission

You consent to receive communication by email, SMS, or secure portal messages related to your medical care.
Although Rumini uses encrypted channels, there is always a minimal risk of interception or unauthorized access inherent to digital communication.
You may withdraw this consent at any time by notifying privacy@rumini.ca.

12. Breach Notification and Incident Response

In the rare event of a data breach or unauthorized access, Rumini will:

Notify affected individuals promptly,
Investigate and contain the incident,
Report the breach to relevant authorities under PHIPA and PIPEDA, and
Implement remedial measures to prevent recurrence.

Our Breach Response Plan follows Health Canada and Information and Privacy Commissioner of Ontario (IPC)protocols

13. Withdrawal of Consent

You may withdraw your consent to virtual processing of your information at any time by emailing privacy@rumini.ca.
However, withdrawal may limit our ability to continue providing care or maintain your medical record.

14. Questions or Complaints

If you have any questions, concerns, or complaints regarding your privacy or information handling, please contact:

📧 Privacy Officer, Rumini Health
Email: privacy@rumini.ca
Mail: Rumini Health Inc., Ontario, Canada

If your concern remains unresolved, you may contact the Information and Privacy Commissioner of Ontario (IPC) at www.ipc.on.ca.

15. Declaration of Consent

By using Rumini Health’s digital platform, submitting your medical form, or proceeding with a virtual consultation, you confirm that you:

Have read and understood this Consent to Virtual Processing of Information;
Authorize Rumini Health and its affiliated healthcare providers to collect, use, and disclose your personal health information for the purposes outlined above; and
Acknowledge that your consent remains valid unless revoked in writing.

Rumini Health Inc.
Confidential | Compliant | Compassionate Virtual Care
www.rumini.ca