Patient Portal Privacy Notice

This notice explains how Keating's Pharmacy ("we," "us," "the pharmacy") collects, uses, and protects your personal health information when you use our patient portal at portal.keatingspharmacy.com. It applies only to the portal. Our general website privacy policy covers everything else.

We handle your personal health information as a health information custodian under Ontario's Personal Health Information Protection Act, 2004 (PHIPA). This notice does not replace the professional and legal obligations we already follow when we dispense your medications.

What the portal does

The portal lets you sign in, view your active prescription list, and send the pharmacy a request to refill or transfer your medications. It also lets you ask to align your refills to one monthly pickup ("med sync"), send us a photo of a new paper prescription, and send us a message with a question. Every request you send is reviewed and actioned by our pharmacy team — nothing is dispensed automatically, and sending a request or a photo does not by itself fill a prescription.

What we collect

• Your sign-in identity. You can sign in with Google, or with a one-time code we send to your email address or mobile phone. When you use Google, we receive your name and email from Google — never your password. When you use a code, we use the email address or mobile number you give us only to send you that code.
• One-time verification details. The first time you sign in, we ask for your date of birth and a phone number so we can match you to your existing pharmacy file. We use these only to confirm your identity; we do not create a new record from them.
• The link to your pharmacy file. Once verified, we store a connection between your sign-in account and your pharmacy patient record so we can show you your own medications and no one else's.
• Requests you send. The medications you ask to refill or transfer, your chosen pickup or delivery option, any delivery address or time window, and any note you add (for example, who is picking up).
• Prescription photos and messages you send. If you photograph a new paper prescription and send it, we receive and store that image so our team can process it. If you send us a message, we receive its contents. Please do not use the portal for anything urgent.
• A security and activity log. We keep a record of sign-ins, verification attempts, and requests. This log stores dates, times, and internal identifiers only — it does not store your medication names.

What we show you

The portal shows only your active medications (drug name, strength, refills remaining, last fill date, and prescriber). It does not display your allergies, medical conditions, or clinical notes.

How we use your information

• To confirm you are the patient the file belongs to before showing any health information.
• To show you your medications and let you request refills, transfers, and med sync.
• To contact you about your requests and remind you when a medication is coming due for refill. You can ask us to stop reminders at any time.
• To keep the portal secure and detect misuse.

We do not sell your information, use it for advertising, or share it for any purpose unrelated to your pharmacy care.

Who we share it with

We share your information only with service providers who help us run the portal, and only as needed to provide it to you:

• Google — provides the sign-in you choose to use.
• Amazon Web Services (Canada) — hosts the portal and stores its data on servers located in Canada.

These providers act on our instructions and are bound to protect your information. We may also disclose information where required or permitted by law.

Where your information is kept

Portal data is stored in Canada (AWS Canada, Central region). Your underlying pharmacy record continues to live in our pharmacy management system as it always has.

How we protect it

Access to your health information requires you to sign in and to have verified your identity against your file. Connections use encryption (HTTPS). We limit repeated verification attempts to prevent someone from guessing their way into a record, and we keep a security log. Only authorized pharmacy staff can see the requests you send.

How long we keep it

We keep your portal account and its records for as long as you use the portal and as required by pharmacy record-keeping rules, after which we securely delete or de-identify it. Prescription photos you send are automatically deleted within 90 days, once our team has processed them — the details are recorded in your pharmacy file the usual way. Security logs are kept for up to two years; reminder records only as long as needed to send them.

Your choices and rights

• Access and correction. You have the right to see the personal health information we hold about you and to ask us to correct it.
• Withdraw. You can ask us to close your portal account at any time. This does not affect your pharmacy file or your ability to get your prescriptions the usual way.
• Stop reminders. Reply to any reminder email or tell us at the pharmacy.
• Complain. If you have a concern about how we handle your information, please contact us first. You may also contact the Information and Privacy Commissioner of Ontario at ipc.on.ca or 1-800-387-0073.

Contact us

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We may update this notice as the portal changes. The date at the top shows when it was last revised. Material changes will be reflected here before they take effect.

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