Last updated: October 20, 2026
This policy explains how the Ontario Osteopathic and Alternative Medicine Association (OOAMA) website handles information. It covers website visits, directory searches, enquiries, and the website assistant. Independent practitioners are responsible for their own privacy practices and patient records.
Information you provide
The contact form asks for your name, email address, enquiry topic, and message. Your enquiry is saved in OOAMA’s private administration system. When email is configured, Resend sends a short acknowledgement to you and review notifications to the association. The membership form saves your name, email, optional phone, membership number, practice, discipline, request type, message, and consent timestamp in the association’s private membership database for review. Submitting information does not approve membership or confirm payment.
Information you send is used to respond to your request, help with association services, and maintain related correspondence. Please provide only what is necessary. Do not include patient records, identity documents, payment details, or sensitive health information in the forms or chat. Ask the association how to provide sensitive documents securely.
Membership administration
Authorized administrators use ChatGPT sign-in to review applications, maintain membership records and renewal dates, record e-transfer amounts, dates and references, and prepare correspondence. Internal notes, payment records, private contact details, email drafts and change history are restricted to authorized administrators. Page editors cannot access membership records. The public directory includes only the name, clinic or public note, and contact details selected for publication. Archiving a member hides the directory listing but preserves the administrative record.
When email is configured, Resend sends an automatic pending acknowledgement to the applicant and a new-application notification to approved administrators. Administrators can also send individual emails. Resend processes each recipient address, subject and message. The dashboard stores the message and provider acceptance result; it does not track whether you opened it. Resend’s privacy policy describes its processing. Administrators may also prepare a draft for their regular email service. Membership records are retained for association administration and applicable recordkeeping needs; contact OOAMA about correction or deletion.
Directory and search
The directory republishes professional information from the association’s published listings, including practitioner names, membership numbers, clinic names, and available phone numbers. Existing listings were imported from the published source and can be updated by authorized administrators. A listing is not live verification of credentials or insurance. Contact OOAMA to request a correction or discuss a listing.
Directory filtering runs in your browser. Search terms can appear in the page address and browser history, and may reach the hosting service when that address is requested. Avoid entering private information into search fields.
Website assistant
Chat is optional. When you send a message, your question and recent conversation context are sent to the website server to prepare a reply. In website-guide mode, replies use the site’s information. When AI replies are enabled, that conversation context is also sent to OpenAI for processing. The chat label identifies the current mode.
The website does not maintain a chat transcript database or intentionally log message content. The visible conversation stays in the open page. Use “Start a new conversation” or reload or close the page to clear it; simply closing the chat panel does not clear the conversation.
AI requests are configured not to store responses as retrievable conversation records. This is not a promise of zero retention: OpenAI may retain data for security, abuse prevention, or legal requirements under its API data controls. Clearing the chat does not delete information already processed by a service provider. You can contact OOAMA directly instead of using chat.
Technical information and cookies
Hosting and security services may process IP addresses, browser information, requested URLs, timestamps, and sign-in information where access is restricted. Temporary request counters use an IP address or signed-in user identifier to limit chat abuse. Membership and contact forms use an hourly hashed IP-derived identifier to limit repeated submissions; expired counters are cleared during subsequent submissions. These functions support delivery, access control, reliability, and security.
The website code does not add advertising trackers, analytics cookies, or persistent browser storage for chat. The hosting and sign-in services may use necessary cookies. Fonts load from Google, which receives technical request information. Your browser settings can control cookies, although blocking necessary cookies may affect access or form verification.
Service providers and processing locations
The site uses OpenAI Sites and its hosting infrastructure, including Cloudflare. Resend processes notification email addresses and message content. Full contact-enquiry messages remain in the private dashboard; automatic notifications link administrators to them. The association’s email service handles delivered messages. Google supplies web fonts, and OpenAI processes assistant messages when AI replies are enabled. If you email the association directly instead, your email provider also processes that message.
These services may process information outside Ontario or Canada, where it may be subject to local laws and lawful access requests. This website does not sell personal information or use chat messages for advertising. Information may also be disclosed when required by law. External links take you to independently operated websites.
Retention and safeguards
Website and form connections use HTTPS. No internet transmission or email system can be guaranteed completely secure. Contact enquiries, membership requests and notification history are saved for association administration. Email and hosting records are separate from the temporary on-page chat; their retention depends on the purpose of the record, service-provider settings, and applicable legal obligations. Contact OOAMA about retention or deletion of a particular record; deletion may be limited by required recordkeeping.
Your choices and privacy questions
You may ask what personal information is held about you, request access or correction, raise a privacy concern, or ask about withdrawing consent or deleting information, subject to applicable law. OOAMA may need to verify your identity securely. Withdrawing information needed to answer a request may prevent that request from being completed.
Email osteoassociation@gmail.com with “Privacy enquiry” in the subject, call 416-837-3131, or write to OOAMA, 1280 Finch Ave. West, #703, Toronto, ON M3J 3K6. You may also contact the relevant privacy regulator, including the Office of the Privacy Commissioner of Canada, where applicable.
Updates will appear here with a revised date. A policy update does not replace any additional notice or consent required for a new use of personal information.