Privacy Policy

MedRecords Distribution Association (“MedRecords”, “we” or “us”) operates the website (the “Website”).  This Privacy Policy applies to all users of our Website.


1.1 MedRecords collects your Personal Information to provide you with the best service possible. “Personal Information” may include your name, age, home address, phone number, email address. We may collect your Personal Information from any data you input into our Website, or any information you send us via correspondence such as telephone, email, mail, fax or directly through our Website.

1.2 We will only collect Personal Information in order to:

  • verify identity;
  • identify your preferences;
  • open and manage an account;
  • ensure you receive a high standard of service;
  • meet regulatory requirements; or
  • any other legal reasons as applied to your use of the Website.


2.1 We will not use or disclose your Personal Information to anyone except as described in this Privacy Policy.

2.2 Except as specified below, we will obtain your express or implied consent to collect, use or disclose your Personal Information. You can provide consent orally, in writing, electronically or through an authorized representative.

2.3 You provide us with implied consent where our purpose for collecting, using or disclosing your Personal Information would be considered obvious or reasonable in the circumstances. Your consent may also be implied where you have received notice and a reasonable opportunity to opt-out of having your Personal Information used, and you have not provided us with notice of your opting-out, including but not limited to use for mail-outs, marketing or fundraising.

2.4 We may collect, use or disclose your Personal Information without your consent in the following circumstances:

  • when permitted or required by law;
  • in an emergency that threatens an individual’s life, health, or personal security;
  • when the Personal Information is available from a public source;
  • when we require legal advice from a lawyer;
  • for the purposes of collecting a debt or protection from fraud; or
  • other legally established reasons.

2.5 We will not sell your Personal Information to other parties without your explicit or implied consent. We retain your Personal Information for the time necessary to fulfill the identified purposes or a legal or business purpose.


3.1 We are committed to ensuring the security of your Personal Information and may use passwords, encryption, firewalls, restricted employee access or other methods, in our discretion. We will use appropriate security measures when destroying your Personal Information such as shredding documents or deleting electronically stored information, in our discretion.

3.2 While we strive to use commercially acceptable means to protect your personal information, you acknowledge and agree that no method of transmission over the Internet, or method of electronic storage is 100% secure. We make no guarantee as to the absolute security of your Personal Information.


4.1 We may use cookies to collect information. You may instruct your browser to refuse all cookies or to indicate when a cookie is being sent. If you do not accept cookies, you may not be able to use or access certain pages or services of our Website. If you do not instruct your browser to refuse all cookies or to indicate when a cookie is being sent, your consent to our use of your personal information may be implied.


5.1 We may employ third party companies and individuals to perform Website-related services on our behalf, or to assist us in analyzing our Website’s use. Such third party companies may have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.


6.1 Our Website may contain links to other sites that are not operated by MedRecords or its subsidiaries or affiliates. We strongly advise you to review the privacy policy of every site you visit. We have no control over, and assume no responsibility for the content, privacy policies or practices of any third party sites or services.


7.1 If you are a parent or guardian and you are aware that your minor child has provided us with personal information, please contact us. If we become aware that we have collected personal information from minors without verification of parental consent, we take steps to remove that information from our servers.


8.1 We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

8.2 If we make any material changes to this Privacy Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our Site.


9.1 If you have any questions about this Privacy Policy, please contact us at info[at]medrecords[dot]ca.

Terms of Use


1.1. This Agreement governs the request for medical records (a “Request”) from MedRecords using the website (the “Website”). This Agreement forms part of the Terms of Use for the Website and its terms incorporated by reference into this Agreement. Please read this Agreement carefully. By completing a Request on the Website you are agreeing to the terms of this Agreement.


2.1 To complete the Request form, you must provide:

  • Your full legal name, or the name that is associated with your medical records;
  • Your date of birth; and
  • Contact information, including your mailing address, phone number and email address (“Personal Information”).
  • Credit card information

(“Personal Information”). It is your responsibility to ensure that the Personal Information provided in the Request is valid and up-to-date. MedRecords is not liable for failing to find or deliver your medical records if you have not provided accurate Personal Information.

2.2 Patients sixteen (16) years of age and older must provide consent for the release of their own Records. Please do not complete this form on behalf of a patient over the age of sixteen (16) unless you are authorized to do so by law.

2.3 MedRecords is committed to ensuring the security of your Personal Information and may use passwords, encryption, firewalls, restricted employee access or other methods, in our discretion. We will use appropriate security measures when destroying your Personal Information such as shredding documents or deleting electronically stored information, in our discretion. Please see our Privacy Policy for full details of how we protect your Personal Information.


3.1 The fee for your Request (“Fee”) may vary, depending on the quantity of Records, and whether they are stored in electronic or paper format. You acknowledge and agree that MedRecords may not be able to guarantee a particular Fee, and that the Fee may be different for each user of the Website.

3.2 MedRecords represents that the Fee will not be prohibitive and will follow industry standards.

3.3 Following the submission of a Request, MedRecords will conduct a search for your Records. If the Records are found, MedRecords will determine the Fee and deliver an invoice to you. The invoice must be paid before MedRecords will deliver your Records. Your credit card will not be charged unless payment is not made within thirty (30) days.

3.4 If the Fee is not paid within thirty (30) days of the date of the invoice, MedRecords reserves the right to charge interest at the prevailing rate and the total amount due shall be billed to the credit card on file.


4.1 You may cancel a Request within twenty-four (24) hours of the time the Request was made and no Fee will be charged.

4.2 Following the initial twenty-four (24) hour period, you may cancel a Request at any time prior to the Records being shipped from MedRecords. In such case, you will be responsible for sixty percent (60%) of the Fee.

4.3 You may not cancel a Request once the Records have been shipped from MedRecords, whether or not they have been delivered to


5.1 MedRecords does not guarantee that it will be able to find your Records, or any portion of them, and is not responsible for any Records that are lost, incomplete or otherwise insufficient.

5.2 MedRecords does not guarantee that your Records may be provided within a certain timeframe. If you need your Records for a particular date, you should submit a Request as far in advance as possible.


6.1 Records shall be shipped to you on an encrypted CD or similar storage device. The amount for shipping shall be added to your invoice and must be paid in advance.

6.2 MedRecords is not responsible for Records that are damaged, lost or stolen during shipping.


7.1 MedRecords has access only to those Records that have been provided by physicians. MedRecords is not responsible for any loss, damage, cost or expense that you may suffer relating to the inability to obtain, or insufficiency of, your Records.


8.1 You do not have the right to assign your rights under this Agreement. MedRecords has the right to assign any or all of its rights and obligations under this Agreement or to the Website to any third party. Provided such rights and obligations are assumed by such third party, MedRecords shall be relieved of any and all liability under this Agreement and in such event you hereby agree to release MedRecords of all liability, claims, charges, damages and causes of action.


9.1 This Agreement, the Terms of Use and Privacy Policy together from the entire agreement between us and supersede any previous understanding or agreement among the parties with respect to the subject matter herein.