Privacy Policy

Effective Date: June 8th, 2025

At Phoenix Healthcare Services, we are committed to protecting the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard the information you provide to us. We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and any other applicable privacy laws in Canada.

1. Scope of Policy

This policy applies to all personal information collected by Phoenix Healthcare Services from:

  • Healthcare professionals registering for staffing opportunities.

  • Healthcare organizations and facilities requesting staff placements.

  • Website visitors who contact us or submit forms.

  • Partners, vendors, or service providers interacting with our business.

2. What is Personal Information?

Personal information refers to any information that identifies or can be used to identify an individual. This includes, but is not limited to:

  • Full name, contact details (email, phone, address)

  • Date of birth

  • Employment history, resume, and credentials

  • Government-issued identification (e.g., driver’s license, healthcare card)

  • Educational and professional qualifications

  • Health-related certifications (e.g., CPR, vaccinations)

  • Banking or billing information (for payments or reimbursements)

3. Collection of Personal Information

We collect personal information in the following ways:

  • Through our website forms (e.g., staffing requests, registration forms)

  • Over the phone, email, or in-person communication

  • During contract signing or onboarding processes

  • From third-party references (with your consent)

  • Through background checks, license verification, and credential validation (as required)

Purpose of Collection:

  • To match candidates with staffing opportunities that fit their skills and availability

  • To fulfill client facility staffing needs accurately and efficiently

  • To verify qualifications and eligibility to work in healthcare roles

  • To maintain business communication and manage contracts

  • To comply with regulatory, legal, and accreditation requirements

We only collect the minimum amount of personal information necessary to achieve these purposes.

4. Consent

We obtain your consent before collecting, using, or disclosing your personal information, except where authorized or required by law.

Consent can be:

  • Express (e.g., signed forms, email confirmation)

  • Implied (e.g., when you provide information voluntarily to inquire about our services)

You may withdraw your consent at any time, subject to legal or contractual restrictions. To do so, contact us directly (see Section 10).

5. Use of Personal Information

Phoenix Healthcare Services uses personal information to:

  • Evaluate candidate suitability and match staffing requests

  • Communicate with healthcare professionals and clients

  • Manage billing, invoicing, and payroll processing

  • Maintain client and professional records for operational and audit purposes

  • Improve our services and customer experience

  • Satisfy any legal, regulatory, or contractual obligations

We do not use your information for unsolicited marketing or unrelated purposes.

6. Disclosure of Personal Information

We do not sell, rent, or trade personal information. We may disclose your personal information to:

  • Clients (healthcare facilities) to match staffing needs

  • Regulatory bodies, credential verification agencies, or government authorities (when legally required)

  • Third-party service providers (e.g., payroll companies, IT support) under strict confidentiality agreements

  • Legal counsel or insurance providers, if necessary for dispute resolution

In all cases, we ensure that recipients of your personal data uphold the same level of protection and confidentiality.

7. Data Security Measures

We are committed to maintaining the confidentiality, integrity, and security of your personal information. Measures include:

  • Secure cloud storage with access restrictions

  • Role-based user access to internal systems

  • Firewalls, encryption, and antivirus software

  • Regular audits and access monitoring

  • Staff training on privacy and confidentiality obligations

In the event of a data breach, we will notify affected individuals and relevant authorities as required by law.

8. Retention and Destruction of Information

We retain personal information only for as long as necessary to:

  • Fulfill the purposes for which it was collected

  • Meet legal, regulatory, and contractual obligations

After the retention period, personal data is securely destroyed through electronic wiping and physical shredding (for printed materials).

9. Your Rights

Under PIPEDA, you have the right to:

  • Access the personal information we hold about you

  • Request corrections or updates to inaccurate or incomplete information

  • Withdraw your consent to the collection or use of your data

  • Lodge a complaint with the Office of the Privacy Commissioner of Canada

To exercise these rights, contact us at the details below.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact our Privacy Officer:

Phoenix Healthcare Services
Email: phoenixhcltd@gmail.com

11. Third-Party Websites

Our website may contain links to external websites. We are not responsible for the privacy practices or content of these third-party websites. Please review their privacy policies before submitting any personal information.

12. Policy Updates

Phoenix Healthcare Services may revise this Privacy Policy from time to time. When we make significant changes, we will update the “Effective Date” at the top and notify you via our website or by direct communication where appropriate.

We encourage you to review this policy periodically to stay informed about how we protect your information.