Effective date: August 14, 2026
This policy explains how Novin Health Services Inc. (“Novin,” “we,” “us,” or “our”) collects, uses, discloses, stores, and protects personal information through this website and related inquiry processes.
1. Information we collect
Depending on how you use the website, we may collect:
- contact details such as your name, email address, phone number, and address;
- information provided in a care inquiry, including who needs care, requested services, availability, care preferences, and relevant health-related notes or optional documents you choose to provide;
- recruitment information such as location, work experience, education, screening answers, résumé, PSW certificate, CPR/First Aid record, and Vulnerable Sector Check;
- care-consultation scheduling preferences;
- messages you send through the contact form; and
- limited technical information needed for website security, spam prevention, performance, and analytics, such as a shortened or protected form of an IP address, browser type, and referring page.
Submit only documents reasonably needed for the stated inquiry. Do not submit health card numbers, Social Insurance Numbers, banking information, unrelated identity documents, or information about another person unless you are authorized to provide it.
2. Why we collect and use information
We use personal information to:
- respond to care inquiries and discuss possible services;
- assess service needs, scheduling preferences, and next steps;
- respond to requests for a free care consultation;
- review job applications and recruitment documents;
- respond to general questions;
- protect the website against abuse, fraud, and security threats;
- operate, maintain, and improve the website; and
- meet legal, regulatory, insurance, and record-keeping obligations that apply to Novin.
3. Consent and limiting collection
We seek consent where required and collect only information reasonably necessary for the stated purpose. You may choose not to provide information, although this may limit our ability to respond or evaluate an inquiry. Website consent does not replace any additional consent that may be required before services begin.
4. Health-related information
Some care inquiries and optional uploads may contain sensitive personal or health-related information. Novin treats this information with heightened care, keeps uploaded documents in private storage, and limits document access to authorized administrators. Depending on Novin’s role and the circumstances, applicable requirements may include the federal Personal Information Protection and Electronic Documents Act and Ontario’s Personal Health Information Protection Act. The applicable law and Novin’s responsibilities depend on the services and relationships involved.
5. When information may be shared
We do not sell personal information. We may disclose information:
- to authorized Novin personnel who need it for intake, recruitment, administration, or service delivery;
- to service providers that support secure hosting, storage, email delivery, spam prevention, analytics, and website operations, subject to appropriate contractual and security requirements;
- with your consent or at your direction; or
- where required or permitted by law, including to protect health, safety, rights, or property.
Technology providers may process information in Canada or other jurisdictions, depending on the service configuration. Information may therefore be subject to the laws of the jurisdiction where it is processed.
6. Security safeguards
Novin uses administrative, technical, and physical safeguards appropriate to the sensitivity of the information. Website measures include encrypted transmission, private document storage, restricted administrative access with multi-factor authentication, malware-scan gating, short-lived document links, access audit records, input validation, and spam controls. Sensitive notes and documents are not copied into notification emails. No electronic system can be guaranteed completely secure.
7. Retention and secure disposal
We retain personal information only as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, regulatory, insurance, and operational requirements. Retention periods may differ for care inquiries, recruitment records, and service records. When information is no longer required, it is securely deleted, destroyed, or anonymized in accordance with Novin’s retention practices.
8. Cookies and analytics
The website may use essential cookies for secure administration and optional analytics tools to understand general site performance. Analytics must not receive care-form content, names, contact details, uploaded filenames, or other sensitive submission data. Where consent is legally required for non-essential tracking, the related tool should remain disabled until consent is obtained.
9. Access, correction, and withdrawal of consent
You may ask to access or correct personal information Novin holds about you, subject to legal exceptions. You may also withdraw consent for future use where permitted, although this may affect our ability to provide a requested service. We may need to verify your identity before completing a request.
10. Privacy questions or complaints
Contact Novin’s privacy contact at novin.healthservices@gmail.com or 647-830-7006. You may also write to 4949 Bathurst Street, Unit 5, North York, Ontario M2R 1Y1, Canada.
11. Policy updates
We may update this policy to reflect changes in our practices, services, technology, or legal obligations. The effective date above identifies the current version.