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Privacy Policy

Effective Date: September 1, 2026

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Charlton Medical Holdings Inc. ("CMH", "CMH Billing", "we", "us", or "our") respects your privacy and is committed to protecting personal information in our custody or control.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit www.cmhbilling.ca, contact us, apply for employment, or otherwise interact with us through our website.

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CMH provides medical billing and administrative support services to physicians and medical practices in Ontario. Information that CMH processes on behalf of physician or healthcare clients as part of those professional services may be subject to separate service agreements, confidentiality obligations, client instructions, and applicable privacy legislation, including Ontario's Personal Health Information Protection Act, 2004 ("PHIPA"), where applicable.

This Privacy Policy primarily describes information collected through our public website and general business interactions.

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1. Information We Collect

We may collect personal information that you provide directly to us, including:

  • your first and last name;

  • email address;

  • telephone number;

  • practice, clinic, or organization name;

  • medical specialty or professional role;

  • information included in a contact or consultation request;

  • information submitted in connection with an employment application;

  • resumes, employment history, qualifications, and related recruitment information;

  • correspondence and communications with CMH; and

  • any other information you choose to provide to us.

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Website and Technical Information

When you visit our website, certain technical information may be collected automatically, including:

  • IP address;

  • browser type;

  • device type;

  • operating system;

  • referring website or source;

  • pages viewed;

  • time spent on the website;

  • approximate geographic region;

  • interactions with website features; and

  • cookie, analytics, and similar technology identifiers.

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We may use website hosting, analytics, security, and performance technologies to collect and process this information.

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2. Please Do Not Submit Patient Information Through This Website

The public contact forms on cmhbilling.ca are not intended for the submission of patient records, personal health information, medical charts, health card numbers, billing records, or other sensitive patient information.

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Please do not include personal health information or identifiable patient information in a website contact form unless CMH has specifically provided you with an authorized and secure method for doing so.

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Physician and practice clients should use the secure systems and communication methods established as part of their CMH service arrangements.

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3. Personal Health Information Processed for Clients

CMH provides medical billing and administrative services to physicians and medical practices.

In providing these services, CMH may receive or process personal health information on behalf of its physician or healthcare clients.

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Where applicable, this information is handled:

  • for purposes related to the services requested by the physician or practice;

  • in accordance with applicable agreements and client instructions;

  • subject to confidentiality and security requirements; and

  • in accordance with applicable privacy and health-information laws, including PHIPA where applicable.

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CMH's handling of personal health information in connection with client services may be governed by arrangements separate from this website Privacy Policy.

Questions from patients regarding health records, billing records, access requests, corrections, or the use of their personal health information should generally be directed to the physician, clinic, hospital, or other health information custodian responsible for the applicable record.

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4. How We Use Personal Information

We may use personal information for purposes including:

  • responding to inquiries;

  • scheduling or arranging consultations;

  • communicating with prospective and existing clients;

  • evaluating whether CMH's services are appropriate for a physician or practice;

  • providing requested information about CMH's services;

  • managing client and business relationships;

  • administering our website;

  • maintaining website security;

  • understanding website usage and improving website performance;

  • troubleshooting technical issues;

  • measuring the effectiveness of marketing and communications;

  • processing employment applications;

  • recruiting and evaluating prospective employees;

  • complying with legal, regulatory, accounting, or contractual requirements;

  • preventing fraud, misuse, security incidents, or unlawful activity; and

  • other purposes identified at or before the time the information is collected.

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We will not use personal information for a materially different purpose without obtaining consent where consent is required.

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5. Consent

Where required by law, CMH obtains consent for the collection, use, or disclosure of personal information.

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Consent may be express or implied depending on the circumstances, the sensitivity of the information, and the reasonable expectations of the individual.

You may withdraw consent to certain uses of your personal information, subject to legal, contractual, regulatory, or operational restrictions.

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Withdrawing consent may affect our ability to provide certain services or respond to certain requests.

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6. Cookies and Similar Technologies

Our website may use cookies and similar technologies to:

  • operate essential website functions;

  • maintain security;

  • remember website preferences;

  • understand website traffic;

  • analyze website performance;

  • identify technical problems; and

  • measure the effectiveness of communications or marketing.

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Some cookies are necessary for the website to function properly. Other cookies, such as analytics or marketing cookies, may be optional.

Where required, we will obtain consent before using non-essential cookies or similar technologies.

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For more information, please review our Cookie Policy.

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7. Service Providers and Disclosure of Information

CMH may use third-party service providers to help operate its business and website.

These may include providers of:

  • website hosting and website-building technology;

  • email and communication services;

  • analytics;

  • cybersecurity;

  • cloud storage;

  • customer relationship management systems;

  • recruitment tools;

  • professional services;

  • IT support; and

  • other administrative or business systems.

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We may disclose personal information to these service providers only to the extent reasonably necessary for them to perform services on our behalf.

Service providers may be required by contract, law, or their own privacy obligations to protect information entrusted to them.

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CMH may also disclose information where required or permitted by law, including in response to a court order, subpoena, regulatory requirement, lawful investigation, or other legal process.

We may also disclose information where reasonably necessary to protect the rights, safety, property, security, or legal interests of CMH, our clients, website users, or others.

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8. Processing Outside Ontario or Canada

Some technology or service providers used by CMH may store or process information outside Ontario or outside Canada.

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Where information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, governments, law enforcement authorities, or regulators in accordance with applicable law.

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CMH takes reasonable steps to select appropriate service providers and protect information entrusted to them.

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9. Retention

CMH retains personal information only for as long as reasonably necessary to:

  • fulfill the purposes for which it was collected;

  • maintain appropriate business and administrative records;

  • satisfy contractual obligations;

  • comply with applicable legal or regulatory requirements;

  • resolve disputes; or

  • protect legitimate business or legal interests.

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Retention periods may vary depending on the type and sensitivity of the information and the reason it was collected.

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When personal information is no longer required, CMH will take reasonable steps to securely delete, destroy, or anonymize it, subject to applicable legal and operational requirements.

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10. Safeguards

CMH uses reasonable administrative, technical, organizational, and physical safeguards appropriate to the sensitivity of the information in our custody or control.

These safeguards may include:

  • access controls;

  • password and account security;

  • secure systems;

  • confidentiality requirements;

  • employee training;

  • role-based access;

  • security monitoring;

  • secure communication methods;

  • data retention controls; and

  • service-provider safeguards.

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No electronic system or transmission method can be guaranteed to be completely secure. CMH therefore cannot guarantee absolute security of information transmitted over the Internet.

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11. Access and Correction

Subject to applicable law, you may request access to personal information CMH holds about you and request correction of inaccurate or incomplete information.

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We may need to verify your identity before processing an access or correction request.

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Certain information may be exempt from access requirements under applicable law.

For personal health information held by CMH solely on behalf of a physician, clinic, hospital, or other healthcare client, requests for access or correction may need to be directed to the applicable healthcare provider or health information custodian.

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12. Recruitment Information

If you apply for a position with CMH, we may collect and use information such as your:

  • name;

  • contact information;

  • resume;

  • employment history;

  • education;

  • professional qualifications;

  • references; and

  • other information relevant to recruitment.

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We use this information to evaluate candidates, communicate with applicants, conduct interviews, verify qualifications where appropriate, and administer the recruitment process.

Applicant information may be retained for a reasonable period following completion of the recruitment process.

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13. Third-Party Websites

Our website may contain links to third-party websites.

CMH is not responsible for the privacy practices, security, accuracy, or content of third-party websites.

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We encourage you to review the privacy policies of websites you visit.

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14. Children's Privacy

CMH's website and services are intended primarily for physicians, healthcare professionals, medical practices, job applicants, and other adults.

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We do not knowingly use our public website to solicit personal information directly from children.

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15. Changes to This Privacy Policy

CMH may update this Privacy Policy periodically to reflect changes in our practices, technologies, services, or legal requirements.

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The updated version will be posted on this website with a revised effective date.

We encourage visitors to review this Privacy Policy periodically.

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16. Privacy Questions, Requests, and Complaints

CMH is responsible for personal information under its control and designates an appropriate individual or role to oversee its privacy practices.

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Questions, access requests, correction requests, or privacy complaints may be directed to:

Charlton Medical Holdings Inc.
Attention: Privacy Officer
Ontario, Canada
Email: info@cmhbilling.ca

Website: www.cmhbilling.ca

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We will review privacy inquiries and complaints and respond as appropriate in accordance with applicable law.

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