Last Updated: November 2025
Applies to: All clients and visitors of our website and booking platforms.
Purpose of This Policy
This Privacy Policy explains how we collect, use, store, and protect personal information you provide through our online intake forms, treatment records, and related services. We are committed to protecting your privacy and handling your personal data in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial laws (e.g., PHIPA in Ontario).
Information We Collect
We collect the following types of information when you complete our Intake Form, book an appointment, or receive a treatment:
(a) Personal Identification:
- Name, date of birth, gender (optional)
- Email address, phone number, mailing address
(b) Health and Treatment Information:
- Medical history, injuries, surgeries, and current symptoms
- Medications, allergies, and health conditions
- Treatment notes, SOAP records (Subjective, Objective, Assessment, Plan)
- Consent forms and signatures
(c) Technical Information (when using our website):
- IP address, browser type, and cookies (for security and user experience purposes)
Purpose of Collection
Your information is collected for the following purposes:
- To identify you as a client and maintain accurate records.
- To provide safe, effective, and personalized health care and treatment.
- To communicate appointment updates, follow-up care, and billing information.
- To comply with professional and legal record-keeping requirements.
- To improve our services and client experience.
We do not collect more information than is necessary for these purposes.
Consent
By submitting your Intake Form, signing a Consent to Treatment, or booking an appointment, you voluntarily consent to the collection and use of your information for the purposes outlined in this Policy.
You may withdraw your consent at any time, subject to legal and professional requirements.
Storage and Security
- All data is stored securely in encrypted databases and/or HIPAA-compliant cloud services (e.g., WordPress database with SSL, secure form storage, encrypted backups).
- Access is restricted to authorized personnel (such as your therapist or clinic manager).
- Digital intake forms and treatment notes are retained for a minimum of 10 years from the date of last treatment (as required by Ontario regulations) and then safely deleted or anonymized.
Disclosure to Third Parties
We do not sell or share your personal information. Information may only be disclosed when:
- Required by law (e.g., court order, public health obligation);
- Necessary to respond to a medical emergency with your implied consent;
- To your insurance provider with your written authorization (for reimbursement purposes);
- To technical service providers (e.g., secure hosting platforms) under confidentiality agreements.
Access and Correction
You have the right to access and correct your personal information at any time.
Requests can be made by emailing us at [your clinic email address].
We will respond within 30 days as required by law.
Cookies and Analytics
Our website may use cookies and analytics tools (e.g., Google Analytics) to improve performance and user experience. These do not collect your health or treatment information.
Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact:
Privacy Officer
[Your Clinic or Business Name]
Email: [privacy@yourdomain.com]
Phone: [Your contact number]
Address: [Business address, City, Province]
