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Updated: May, 2024



Personal Health Information

Respect, care and compassion

Privacy Policy

Updated: February, 2023

Protecting your private and personal information is very important to us here at Rooted Family Wellness Centre. This Privacy Policy outlines what pieces of personal information we collect, what and how we use and share it, and the rights and choices people have with respect to this information. We encourage everyone to take the time to read and review these policies carefully.

Rooted Family Wellness Centre (“RFWC”, “we,” “us,” or “our”), is a wellness centre for perinatal families in the Ottawa region (“Services”). This policy was originally written in English. If a translated version conflicts with this English version, the English version governs. 

RFWC is headquartered in Ottawa, Canada. If you are a resident of the European Union (“EU”), RFWC is the controller of your personal data for the purposes of the EU data protection legislation (see below).

The RFWC Privacy Policy applies how people access and use our Website, which includes (i) the website and content at www.rootedfamily.ca (the “Website”); and (ii) any other mobile or web applications that we have now or in the future.

This Privacy Policy does not apply to third-party products or services or the practices of companies that we do not own or control, including other companies that clients or browsers might interact with on or through the Website unless indicated otherwise. 

If you have questions or comments about this Privacy Policy, please contact our Privacy Officer Erin Kasungu at: hello@rootedfamily.ca

When booking, paying or registering as appropriate on our Website, people may be asked to enter their name, email address, phone number or other details that help us give them a more personalized experience with our business. RFWC relies on a number of legal bases to collect, use, share, and otherwise process the information we have for the purposes described in this Privacy Policy, including:

  1. Why do we collect the information?

We collect information through the legitimate interests of RFWC and our third-party service providers and partners in order to: 


  1. What is the information that is collected from RFWC?

While using the Website, we collect various types of information about our clients and potential clients. Some of this information like name and email address can be used to identify you (“Personally-Identifying Information” or “PII”), and some of this information, like activity and log data, cannot be used to identify you (“Non-Personally Identifying Information” or “Non-PII”). The amount and type of information we ask for varies depending on the nature of the interaction. RFWC will only collect such information as is necessary or appropriate to fulfill the purpose of a requested interaction. 

We collect information that is provided to us, through:


There is also information automatically collected when the public uses our Website. This includes:

  1. How do we use the information?

Overall, we use personal information to administer, operate and collect information from the Website for the purposes of our business objectives. Some of the ways we use information are:

  1. How is information shared?

RFWC does not rent or sell personal information to anyone. The information we collect is shared in the following ways:

  1. How are we protecting personal information?

Protecting personal information is very important to us. We use reasonable administrative, technical, and physical measures to safeguard information in our possession against loss, theft and unauthorized use, disclosure or modification. We follow accepted industry standards to protect the information submitted to us, both during transmission and once we receive it. When transmitting data, we use standard encryption protocols (SSL/HTTPS). We use reputable hosting service providers for our database and application whose privacy, security, transparency and industry-specific standards are best-in-class. Our systems and databases are backed up regularly to help protect your information in case of an uncontrollable catastrophe.

No data transmitted over the internet, mobile applications and data storage can be guaranteed to be 100% secure. While we make all reasonable efforts to use commercially acceptable means to protect the information, we cannot warrant the security of any information you transmit to us, and everyone should acknowledge that there is always some risk when transmitting information to us through the Website.

  1. What is our commitment?

We are committed to protecting personal privacy and ensuring the confidentiality of personal health information. The personal health information we collect usually includes a client’s name, date of birth, health history, and records of the care provided to them.  We collect, use and disclose personal health information for the following purposes:

We only collect, use and disclose only as much personal health information as is needed to achieve these purposes. Consent can be withheld or withdrawn by contacting us (details below). 

Access to Health Records 

Clients have the right to ask to have access to their health records and have them corrected if it is believed inaccurate or incomplete.  

Questions or Concerns?

If you have questions or want to make a complaint about our privacy practices, please contact: Erin Kasungu at 613-435-9200 or hello@rootedfamily.ca

You also have the right to complain to the Information and Privacy Commissioner of Ontario at the address below if you have concerns about our privacy practices or how your personal health information has been handled:

Information and Privacy Commissioner/Ontario

2 Bloor Street East, Suite 1400, Toronto, Ontario M4W 1A8

Telephone: Toronto Area (416/local 905): (416) 326-3333

Long Distance: 1 (800) 387-0073 (within Ontario)

TDD/TTY: (416) 325-7539

FAX: (416) 325-9195


  1. How long is personal data retained?

We retain information as long as it is necessary or when there is a legal obligation to further retain such information. We may keep information to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce the Terms of Service and take other actions permitted by law. The information we retain will be subject to this Privacy Policy. Information that has been asked to be deleted or is no longer necessary or relevant to provide our Services, may be de-identified and aggregated with other non-personal data to provide insights that are commercially valuable to RFWC, such as statistics related to the use of the Website.

  1. How are settings managed?

If someone originally subscribed or opted-in to receive newsletter communications from RFWC, anyone can unsubscribe by following the instructions contained at the bottom of each type of email. Information may be deleted, corrected, amended or updated if it is inaccurate at any time by contacting us at: hello@rootedfamily.ca RFWC will generally respond to a request within 10-14 business days.

  1. What are EU member rights? 

If you are an EU resident, you have certain rights afforded to you by way of the General Data Protection Regulation, including the right to complain to a supervising authority if you believe we are misusing your information or have violated any of your rights under this Privacy Policy or applicable law. You may do so in the EU member state in which you reside or have your place of business or in which the alleged infringement took place. If you are located outside the EU, you may have rights under privacy laws in the jurisdiction where you live.

  1. ​​What are the California Privacy Rights?

The State of California has established its own unique regulations that apply to California residents. Residents of California have the right to obtain from us, once per year and free of charge, information regarding what information we disclose to third-party marketers and the names and addresses of each third party to whom we disclose their data. Californian residents have the right that we request not to sell your data. If a California resident is under the age of 18, they have the right to request that we remove any data that they publicly post on our website. To request the removal of data, use the contact information listed below. Note that while we will remove data that is publicly posted on our Site, we may not be able to completely remove that data from our systems. California residents that would like to make any of the above requests, please contact us at hello@rootedfamily.ca If a request is made, we have 30 days to reply.

  1. What are the international transfers of personal information?

The Website is hosted and operated from within the United States and Canada. If someone visiting this site is located outside of the United States or Canada and choose to use the Website or provide information to us, they acknowledge and understand that their information will be transferred, processed and stored in the United States or Canada, as it is necessary to provide the Website and our obligations to them under the Terms of Service.

  1. Is this Website intended for children?

No, the Website is not intended for individuals under 18 years of age. We do not knowingly collect personal information from individuals under 18 years of age. In the event that we learn that we have collected personal information from a child under 18 years of age without parental consent, we will take appropriate steps to delete that information. If someone becomes aware or believes that a child has provided us with personal information, please contact us at hello@rootedfamily.ca

  1. Is this website intended to be used for medical advice? 

Nothing found on our Website should be construed as medical advice. If medical advice is required, please call 911, contact a primary healthcare provider or contact us to make an appointment with one of our practitioners at hello@rootedfamily.ca 



Links to Other Websites

RFWC Services may contain links to other websites on the internet maintained by third parties. Clicking on a link to a third-party site will take someone off the Website to the requested webpage. We cannot control the activities of third parties and cannot accept their responsibility for any use of personal information. Carefully review the third parties’ privacy policy as we cannot guarantee that these third parties will adhere to the same privacy practices as RFWC.

 If there is a Breach

In the unlikely event clients’ data has been lost, stolen, or potentially compromised, our policy is to alert our clients via email no later than 72 hours of our becoming aware of the event. We will also report such incidents to any required data protection authority. We will work closely with any customers affected to determine next steps such as any end-user notifications, needed patches, and how to avoid any similar event in the future.

 Changes to this Privacy Policy

At our sole discretion, we reserve the right to make changes to this Privacy Policy at any time. If we make changes, we will make our best effort to update the date “Last Updated” at the top of this page each time we make changes. By continuing to use our Site, you waive specific notice of and accept all changes to our Privacy Policy made from time to time. We encourage you to return to this page each time you access our Site to ensure you have read our most recent Policy.

Your Consent

By using our site, you consent to our website and subdomain(s) privacy policy.


Please feel free to send us comments, register a complaint, or ask questions about our Services. If you have questions about this Privacy Policy, please contact us at hello@rootedfamily.ca