Privacy Policy

Purpose

The purpose of this privacy policy (this “Privacy Policy”) is to inform users of our Site of the following:

1. The personal data we will collect;
2. Use of collected data;
3. Who has access to the data collected;
4. The rights of Site users; and
5. The Site’s cookie policy.

This Privacy Policy applies in addition to the terms and conditions of our Site.

Consent

By using our Site users agree that they consent to:

1. The conditions set out in this Privacy Policy; and
2. The collection, use, and retention of the data listed in this Privacy Policy.

Personal Data We Collect

We only collect data that helps us achieve the purpose set out in this Privacy Policy. We will not collect any additional data beyond the data listed below without notifying you first.

How We Use Personal Data

Data collected on our Site will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our Site. We will not use your data beyond what we disclose in this Privacy Policy.

The data we collect automatically is used for the following purposes:

1. Advertising purposes; and
2. To improve our website.

The data we collect when the user performs certain functions may be used for the following purposes:

1. Communication, complete booking an appointment; and
2. Aid in providing services, for emergencies, and charting physiotherapy sessions.

Who We Share Personal Data With

How Long We Store Personal Data

Patient records will be retained for at least 10 years following the last patient encounter, or when the patient reaches 18 years of age, whichever occurs later, as required by regulatory College.

You will be notified if your data is kept for longer than this period.

How We Protect Your Personal Data

1. Ensure to verify patients’ identity before beginning a session
2. Personal health information will only be disclosed with the patient’s consent, unless required by law, is needed in the event of an emergency, or is used to communicate with other health care providers in the patient’s circle of care.
3. Patients have the right to access and request copies of their personal health information, and may request corrections if they believe it to be inaccurate in accordance with PHIPA, PIPEDA, and the standards of the College of Physiotherapists of Ontario.
4. We will keep an audit log of who accessed patient charts and personal health information, when, and why.
5. Personal health information will be stored securely and protected from unauthorized access in accordance with PHIPA, PIPEDA, and the standards of the College of Physiotherapists of Ontario. Agents/employees will be trained on privacy and security protocols.
6. Regularly back up all important patient and clinic data and store in a secure location. All data will be encrypted and will be backed up on a weekly basis.
7. Keep technology in a secure, safe space that is locked, in addition to strong passwords for extra security. The office space will be locked, restricted use, and no unauthorized individuals will receive access nor be present during patient encounters.
8. Clinical and financial patient records will be retained for at least 10 years following the last patient encounter, or when the patient reaches 18 years of age, whichever occurs later, as required by the standards of the College of Physiotherapists of Ontario.
9. Patients will be informed about this protocol and informed consent will be received from patients for the collection, use, and disclosure of their personal health information as described to meet the requirements of PHIPA, PIPEDA, and the standards of the College of Physiotherapists of Ontario.
10. Any privacy breach will be dealt with by the health information custodian (HIC) notifying the information and privacy commissioner (IPC). The HIC will also file the annual statistical report with the IPC for all privacy breaches. HIC will notify the affected individuals and advise that a complaint may be made to the IPC of Ontario. The HIC will notify the College of Physiotherapists of Ontario within 30 days if an agent/employee was suspended/terminated or facing disciplinary action due to a breach. The HIC will also notify the College of Physiotherapists of Ontario of a breach that led to the loss/unauthorized use of personal health information.
11. Any agents/employees will be trained to identify privacy breaches and report to the HIC for further action.
12. Ensure that all team members who work with virtual physiotherapy technology are trained in the safe handling and storage of personal health information and that there is a confidentially agreement with all team members explaining their responsibilities.
13. We will document any updates in patients’ information, events in which patients requested a copy of their charts, sharing of any patient information with anyone else, any privacy breaches, or any other relevant information, the actions taken, and the outcomes.
14. The clinic will regularly review and update the protocol to ensure compliance with PHIPA, PIPEDA, and the standards of the College of Physiotherapists of Ontario.

Informed consent will be taken throughout physiotherapy sessions. Even after you give your consent, you can withdraw consent at any time.

While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

Children

We do not knowingly collect or use personal data from children under 13 years of age. If we learn that we have collected personal data from a child under 13 years of age, the personal data will be deleted as soon as possible. If a child under 13 years of age has provided us with personal data their parent or guardian may contact our privacy officer.

How to Access, Modify, Delete, or Challenge the Data Collected

If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to who we disclosed your personal data, or if you would like your data to be deleted or modified in any way, please contact our privacy officer here:

Cookie Policy

A cookie is a small file, stored on a user’s hard drive by a website. Its purpose is to collect data relating to the user’s browsing habits. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, but this may decrease the quality of your user experience.

We use the following types of cookies on our Site:

1. Functional cookies
   Functional cookies are used to remember the selections you make on our Site so that your selections are saved for your next visits;
2. Analytical cookies
   Analytical cookies allow us to improve the design and functionality of our Site by collecting data on how you access our Site, for example data on the content you access, how long you stay on our Site, etc; and
3. Third-Party Cookies
   Third-party cookies are created by a website other than ours. We may use third-party cookies to achieve the following purposes:
   • To allow for secure and smoother website browsing experience.

Modifications

This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy we will update the “Effective Date” at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy Policy.

Contact Information

If you have any questions, concerns or complaints, you can contact our privacy officer, Shaima Behery, at: