Privacy Policy

Version 2026-10-06-r1

This policy explains how MyPractitioner handles personal information. Homes are currently free for our first practitioners; this version does not take payments.

Who is responsible

MyPractitioner is operated by Quantum Strategies Inc., a company based in Saskatoon, Saskatchewan, Canada. The directory is limited to practitioner listings in Canada and helps people reconnect with their practitioners. MyPractitioner does not verify professional certificates or provide practitioner services or appointment booking on the site; workplace and booking links lead to external websites. Our Privacy Officer is accountable for how we handle personal information. Contact the Privacy Officer at mypractitioner@quantumstrategies.ca, or by mail at: Privacy Officer, Quantum Strategies Inc., 301 Pakwa Pl, Unit #1, Saskatoon, SK S7L 6A3.

Creating and previewing a Home

The details you enter remain in the open page while you edit and preview your Home. We do not deliberately save the draft in cookies, local storage, or a server database at this stage. Refreshing or closing the page may lose your draft. Your browser may separately offer autofill or session restoration.

Selected photos are sent to our server for conversion and returned to the browser for preview. The preview service processes them temporarily in memory and does not save them as uploaded photos or registration records.

Requesting a Home and invitations

While Homes are free for our first practitioners, the preview does not register you. To be added, you email us; your message and email address are kept in our mailbox to respond to you. The preview page does not send or store anything you entered.

An administrator then creates a personal invitation link for the email address you wrote from, with an optional short note to identify you (for example, your name and profession). The link expires after 30 days or less and works once. We keep only a protected form of the link, the email address, and the note, and delete them when the link is used, revoked, or expires; expired invitations are removed within one minute while the service is running, or at the next startup.

Using the link, you can preview your Home as often as you like; nothing is stored until you choose to create your Home. When you create it and consent to publication, your Home is published, your email address is kept privately as your registration, and you receive a recovery code. We record the Privacy Policy and Listing Terms versions you accepted and when. Existing backup copies follow the backup arrangements below.

Before paid registration is offered, the payment provider, information shared with it, and any transaction-retention requirements will be identified here.

Published information and private records

Your chosen name, professional details, photo, introduction, services, current and former locations, and workplace or booking link are public once your Home is published. Your registered email and recovery-code verification information are kept private. Do not include patient records or other people's confidential information in your Home.

We use registration details to operate your Home, verify requests, make authorised changes, and protect the service. Administrators use individual accounts and two-factor authentication. We keep limited security records and an audit of administrative changes, including the policy and Listing Terms versions and time of acceptance at checkout. The current profile and its three most recent revisions are retained; associated photo history can remain available until a purge.

Updates and recovery

Email us to request an update. An administrator can then open a temporary update page for 48 hours. You unlock it using your saved recovery code; no practitioner account or automated email is required. An editing session lasts up to 30 minutes. We temporarily keep the original profile needed for that session. Unsubmitted edits remain in your open browser page. A submitted update and any replacement photo remain private pending administrator approval and expire after seven days. Approval applies the changes and the usual revision retention; rejection removes the submitted draft.

If you lose your code or access to your registered email, contact us for manual verification. An ordinary administrator may record a recovery request with a proposed email and verification note for up to seven days. Only the Super Admin may open a recovery page. They read a temporary activation code to you; it expires after 30 minutes or five unsuccessful attempts and works once. Entering it replaces your recovery code, applies any approved email correction, and closes outstanding update and recovery access. The replacement code is displayed only in your browser response and stored only in a protected verification form. Save it securely: we cannot show it again. Activation codes and permanent recovery codes are not written to the audit log. The audit may retain the Super Admin's verification note; administrators must not put documents or codes in that note. Expired temporary records are removed within one minute while the service is running, or at startup. Existing backups follow the limits below.

Abuse reports

The report form collects your concern, the practitioner’s Home link, and an optional reply email. We use these details to investigate abuse, protect the service, and follow up where necessary. Reports are private to authorised administrators and are not published on the Home or automatically sent to its owner. We may need to explain the substance of a concern to the affected practitioner, but do not routinely share the reporter's email. Do not submit patient records, identity documents, or recovery codes.

Report contents and reply emails are deleted from the active database within 90 days of submission, or 30 days after resolution or dismissal, whichever comes first. Linked reports are also deleted when the Home is purged. Cleanup runs within one minute while the service is running, or at startup. Minimal administrative review records contain the report reference and decision, not its contents, reply email, or Home link. To limit spam, we keep hashed client-address rate-limit keys for up to one day, and a count of reports per Home for one day. An identical repeat of a report we already hold is acknowledged but not stored again. Existing backup copies follow the 30-day backup limit below. Restored abuse reports are cleared during the offline recovery procedure so that previously closed or deleted complaints are not revived.

Access, correction, and deletion

You may request access to your information, corrections, or deletion through the privacy contact. We verify requests using the provided recovery code or independent manual verification. A verified purge request begins an eight-hour cooldown. The Super Admin then completes two confirmations before permanently deleting the Home, registration, retained revisions, and related information held solely for that Home. Ordinary administrators may initiate a request, but only the Super Admin may complete it, including when they initiated it themselves. The first administrator may record a short note on how the request was verified for the Super Admin to review; the note is deleted when the purge is completed or the request is cancelled. Information genuinely shared with another Home is retained where needed for that Home.

After a purge, we retain only the purged Home’s link and a record of the administrators who initiated and confirmed the purge. Earlier entries in our tamper-evident administrative log remain only as a record that an administrator acted at a given time; their details, including which Home they concerned, are erased. The link contains the practitioner’s name and designation as they appeared in the Home address. We keep this record for audit purposes, to keep the address from being reused unless an administrator releases it for a different practitioner whose name and designation produce the same address, and to reapply the purge if a backup is restored. It is available only to authorised administrators and is never published or disclosed through the public site. Public information copied independently by visitors or search engines is outside our direct control.

Lifetime dates and expiry

Authorised administrators privately record verified retirement dates and, where relevant, dates of death to calculate the Home’s ten-year period. These dates are not added to the public Home or search results. We record who verified or corrected the dates and when. The records are retained to administer the listing’s term and are removed when the Home is purged, subject to the backup arrangements below.

Retirement from the listed profession or field starts the period; changing workplaces does not. Death after retirement does not restart it. A death while still practising starts the period on the date of death. Homes reaching their ten-year date are flagged for administrator review and the normal cooldown and confirmation process. Missing dates are not guessed. A change of profession or return to practice requires expiry verification to be reviewed.

Estate requests

An authorised estate representative may request a purge or an update to “No longer practising”. We verify the death and the requester’s identity and authority to act for the estate using the reasonable evidence available, such as a death certificate, a published notice, or confirmation through a known contact; we do not require any particular document. Contact our Privacy Officer at mypractitioner@quantumstrategies.ca before supplying any documents so that a private verification method can be arranged. Do not include certificates, identity documents, or recovery codes in the public report form, a Home, or an administrative change reason.

The directory has no estate-document upload facility and does not need to publish the death or its cause to show “No longer practising”. Estate purges follow the same eight-hour cooldown and confirmation process. The secure document-review channel and retention arrangements for any verification documents must be finalised before estate requests are accepted through the live service.

Backups and recovery

Our hosting provider makes automatic backups of the service and keeps them in Canada. Backups are kept for no more than 30 days, and the same limit applies to any manual snapshot or database copy. Deleting active records does not edit an existing backup: it can retain an earlier copy until that backup expires, within 30 days.

Completed-purge link exports are kept separately from the server. Before a restored server is made public, an operator must apply all relevant saved purges and remove restored temporary registrations, update and recovery access, unreviewed updates, recovery requests, and abuse reports. This is a manual recovery procedure; ordinary startup does not automatically reapply completed practitioner purges.

Cookies, advertising, and disclosures

The draft form does not require cookies. The admin area uses an essential sign-in cookie, removed on sign-out and expiring after eight hours. Admin sessions also end after 30 minutes of inactivity. We do not use advertising or analytics cookies, sell personal information, or allow advertisers on the service.

We use service providers to operate the service, including our hosting provider for hosting and backups and our business email provider for messages you send us, and we disclose information when required by law. Public profile information is intentionally available to visitors. We do not send automated email or take payments; before we do, we will name those providers and their processing locations here. Linked booking websites operate under their own privacy policies.

Canadian residency

MyPractitioner is hosted in Canada by our hosting provider. The service’s database, uploaded photos, server logs, and backups are stored there. Email you send us is handled by our business email provider and stored in Canada. Both providers are headquartered in the United States, so although this information is stored in Canada, it may be subject to lawful access requests under the laws of other countries.

If MyPractitioner changes hands

If Quantum Strategies Inc. ceases operations, MyPractitioner may be transferred to Andrew Trapp personally so the service can continue. Personal information would transfer with the service only to continue it for the purposes in this policy, with the same protections, and we will post a notice on this site before any transfer. If the service cannot continue, MyPractitioner will close and its data, including Homes, registrations, and backups, will be deleted under our service providers’ data deletion terms. Where we can, we will post a notice on this site before the service closes.

Questions, requests, and complaints

Send privacy questions, access requests, correction requests, and complaints to our Privacy Officer at mypractitioner@quantumstrategies.ca, or by mail at the address above.

We respond to your request within 30 days of receiving it. If we need more time, as the Personal Information Protection and Electronic Documents Act allows in limited circumstances, we will tell you within those 30 days, explain why, and remind you of your right to complain.

If you are not satisfied with our response or with how we handle your personal information, you have the right to complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

Changes to this policy

We will update this policy when our practices change and seek renewed consent where necessary. Provider arrangements and production retention controls remain launch requirements.