Privacy Policy
Last reviewed: October 2, 2026
1. Who we are
TruePoint Assessments (“TruePoint,” “we,” “us” or “our”) arranges and delivers independent medical, psychological and rehabilitation assessments on behalf of third parties, including lawyers, insurers and employers, across Ontario. Our registered/legal name is TruePoint Assessments, and our principal place of business is in Ontario.
For the purposes of Canadian privacy law, TruePoint is the organization responsible for the personal information it collects through this website and in the course of coordinating assessments, except where this policy says otherwise (for example, information an assessor collects directly during an assessment may be governed by that assessor’s own professional and regulatory obligations in addition to this policy).
2. Scope of this policy
This policy applies to personal information collected:
- through this website, including our online referral form, contact form, fee-schedule request form and “Join Our Network” form;
- through phone, email or our secure document portal in the course of intake, scheduling and report delivery;
- about individuals attending an assessment, referral sources (lawyers, insurers, employers and their staff), and clinicians or other professionals in our assessor network.
It does not apply to websites or services operated by third parties that we link to, including the secure document portal provider (see Section 13), which has its own privacy policy.
3. Personal information we collect
| Category | Examples |
|---|---|
| Referral source contact details | Name, role, organization, email, phone, billing contact |
| File / claim information | File or claim number, claim type, assessment(s) requested, urgency |
| Information about the individual being assessed | Name, phone, email, approximate date of incident, accessibility or accommodation needs, questions for the assessor |
| Records uploaded with a referral | Medical, treatment, employment or other records relevant to the assessment |
| Website usage data | Pages visited, approximate location (city/region level), device and browser type, referring page |
| Clinician / assessor network applicants | Name, contact details, discipline, college registration number, region, languages, CV |
We do not knowingly collect financial account numbers, government identification numbers or other sensitive identifiers through this website. Please do not include these in any form field or free-text message.
4. How we use personal information
- to confirm, schedule and coordinate requested assessments;
- to match a file to an appropriately qualified assessor;
- to communicate with referral sources and individuals about appointments, accommodations and status updates;
- to prepare, review and deliver assessment reports to the party who requested the assessment;
- to invoice for services and maintain business and accounting records;
- to evaluate and onboard clinicians applying to join our assessor network;
- to maintain, secure and improve this website, and to understand how it is used;
- to meet legal, regulatory and professional obligations, including those owed to regulatory colleges and insurers.
We do not use personal information collected through this site for unrelated marketing purposes, and we do not sell personal information to third parties.
5. Personal health information
Some information submitted with a referral — for example, the nature of an injury, relevant medical records, or accommodation needs — is personal health information about the individual being assessed. We treat this information with particular care:
- It is used only to carry out the requested assessment and prepare the resulting report for the requesting party.
- Access is limited to assessors, intake staff and administrative personnel who need it to do their work.
- It is transmitted and stored using the safeguards described in Sections 6 and 9.
- We rely on the referral source to confirm that it has the appropriate authority or consent to share this information with us for the purpose of arranging an assessment.
6. Cookies & tracking technologies
This website uses cookies and similar technologies for the following purposes:
| Type | Purpose | Can be declined? |
|---|---|---|
| Strictly necessary | Core site functionality (e.g. remembering form progress within a session) | No — required for the site to function |
| Analytics | Understanding aggregate visitor behaviour (e.g. which pages are viewed) to improve the site | Yes, via the cookie banner |
| Call tracking | Attributing phone inquiries to the website for marketing measurement | Yes, via the cookie banner |
You can also control cookies through your browser settings. Declining non-essential cookies will not affect your ability to submit a referral or contact us. We do not use analytics or tracking on pages where personal health information is being entered.
7. How we disclose information
We disclose personal information only as needed to provide our services, including to:
- Assessors engaged to conduct the requested assessment;
- The referral source who requested the assessment, who receives the resulting report;
- Service providers who support our operations, such as our website host, secure document portal provider, email provider and accounting software, under agreements requiring them to protect the information and use it only as instructed;
- Regulators or authorities where required by law, court order, or to protect the rights, safety or property of TruePoint, our clients or the public.
We do not disclose personal information to third parties for their own independent marketing purposes.
8. Cross-border storage & processing
Some service providers we use to operate this website or store records; for example, cloud hosting or email providers; may store or process information outside Canada, including in the United States. Where this is the case, that information may be subject to the laws of the country where it is held, which may differ from Canadian privacy law. We select providers that offer appropriate contractual and technical safeguards, and we limit cross-border processing where practical, particularly for personal health information.
9. Retention
We retain personal information only as long as necessary to fulfill the purposes described in this policy, including applicable legal, regulatory, accounting and professional record-keeping requirements. Typical retention periods are: 7 years for assessment files and reports; 7 years for billing records; 7 years for website form submissions that do not proceed to a booked assessment — to be confirmed with counsel and any applicable regulatory college requirements. When information is no longer needed, we securely delete or anonymize it.
10. Security safeguards
We use physical, administrative and technical safeguards appropriate to the sensitivity of the information involved, including:
- encryption of data in transit (e.g. HTTPS) and, for uploaded records, encryption at rest;
- access limited to personnel who need the information to do their work, on a need-to-know basis;
- secure file transfer for records and reports rather than sending them by unencrypted email;
- multi-factor authentication for staff access to administrative systems;
- regular review of who has access to what information.
No system is completely secure, and we cannot guarantee the absolute security of information transmitted to us. If we become aware of a breach affecting personal information in our custody that creates a real risk of significant harm, we will notify affected individuals and any applicable regulator as required by law.
11. Your privacy rights
Subject to limited exceptions, you may:
- Access the personal information we hold about you;
- Request correction of inaccurate or incomplete information;
- Withdraw consent to certain uses of your information, where consent is the basis for that use and subject to legal or contractual restrictions;
- Ask questions about how your information has been collected, used or disclosed.
Where an assessment was requested by a lawyer, insurer or employer on your behalf, some requests may need to be directed to that party rather than to TruePoint directly, since they may hold the primary relationship with you. We will tell you if this applies. To exercise these rights, contact our Privacy Officer using the details in Section 15.
12. Children’s privacy
This website is not directed at children. We do not knowingly collect personal information from children through this site. Assessments involving a minor are coordinated directly with the referring lawyer, insurer, employer, or the minor’s parent or guardian, outside of this website’s public forms.
13. Third-party links
This site links to a secure document portal and may link to other third-party sites (for example, a mapping service for directions). We are not responsible for the privacy practices of third-party sites, and we encourage you to review their privacy policies directly.
14. Changes to this policy
We may update this policy from time to time to reflect changes in our practices or legal requirements. The “last reviewed” date at the top of this page shows when it was last updated. Material changes will be posted on this page; we encourage you to check it periodically.
15. Contact us & complaints
Questions, requests or complaints about this policy or our handling of personal information can be directed to: tpassessments.ca.
If you are not satisfied with our response, you may also contact the Office of the Privacy Commissioner of Canada or, if PHIPA applies to this organization, the Information and Privacy Commissioner of Ontario.