Student Health Placement Clearance Privacy Notice
Effective Date: July 22, 2026
Health Information Custodian: Concise Health Solutions Inc.

At Concise Health Solutions Inc., we are committed to protecting the privacy of our students and safeguarding your personal health information. This notice outlines how we handle your placement data in accordance with Ontario’s Personal Health Information Protection Act (PHIPA).

1. What Information We Collect

We collect only the specific personal and health information required to verify your medical and safety clearance for academic and clinical placements:

• Student identification: your full name, college email address, and student college number.

• Medical clearances: mandatory immunization records and official Mask Fit Test results.

• Certifications: Standard First Aid (SFA) and Basic Life Support (BLS) certificates.

• Administrative records: signed placement consent and acknowledgment forms.
   

2. How We Use and Disclose Your Information

We use and share your information strictly for placement verification purposes:

• Clearance verification: to confirm that you meet the mandatory health and safety criteria required by your academic program.

• Placement reporting: to securely notify your faculty coordinators or clinical placement sites that you have achieved active clearance status. We do not share the underlying medical documents unless required by your program criteria or authorized by your consent.

• Administration: to maintain secure, compliant institutional records of student placement eligibility.
   

3. How We Store and Protect Your Data

• Secure cloud storage: your information is stored in a secure, encrypted, cloud-based platform. We do not store student health records on local office computers or portable USB devices.

• Enforced access controls: access is limited to authorized placement-clearance staff with individual accounts, protected by multi-factor authentication and individual audit logging. Only authorized staff may view your submissions.

• Electronic audit trails: our platform automatically logs every instance where your student profile or health records are accessed, viewed, or updated by staff.

4. Your Rights Regarding Your Information

Under Ontario law, you maintain the following rights:

• Access & review: inspect and receive a copy of the clearance records and certificates you have submitted.

• Correction: request corrections to your student file if you believe the information on record is inaccurate or out of date.

• Consent management: withdraw your consent for us to share your clearance status with placement sites, with the understanding that doing so will affect your ability to participate in mandatory clinical or field placements.
   

Signed-in students can exercise these rights from Privacy & My Data.

5. Questions or Complaints

If you have questions about our privacy practices or wish to access your file, please contact our designated Privacy Officer:

• Privacy Officer: Paula Abbott

• Email: paulaabbott@concisehealthsolutions.ca
   

If you believe your privacy rights have been handled incorrectly, you have the right to file a complaint with the Information and Privacy Commissioner of Ontario (IPC) at www.ipc.on.ca.