Privacy Policy

Your health information is very personal, and we treat it with care at Active Pulse Physiotherapy. This page explains what information we collect, why we need it, how we protect it, and your rights regarding your data.

When you book an appointment or use our website, you agree to the terms explained here.

Who We Are

Active Pulse Physiotherapy is a clinic in Oakville, Ontario, offering physiotherapy, chiropractic care, acupuncture, bracing, orthotics, laser and shockwave therapy, and other services. In this policy, “we,” “us,” and “our” refer to Active Pulse Physiotherapy, while “you” refers to our patients and website visitors.

As a health clinic in Ontario, we follow the rules of the Personal Health Information Protection Act (PHIPA) when handling your personal health information. Our practitioners also meet the privacy standards set by their regulatory colleges.

What We Collect

We collect certain types of information to provide you with safe care.

Personal details

• Your name, date of birth, and contact information
• Your emergency contact
• Your insurance, WSIB, or motor vehicle accident claim details

Health information

• Your health history and the reason for your visit
• Assessment findings, treatment notes, and progress
• Medications, past injuries, and relevant lifestyle information

Website information

When you visit our website, we automatically collect information like your IP address, browser type, and the pages you visit.

How We Collect It

We collect information in the following ways:

• Directly from you, in person, on our forms, over the phone, and through our online booking
• From your referring provider, family doctor, or specialist, when you’ve agreed to that
• From your insurer, WSIB, or an auto insurer, when it relates to your coverage or a claim
• Through our website, using cookies, which we explain later on this page

Why We Use It

We use your information to:

• Assess your condition and plan your treatment
• Book and confirm your appointments
• Deliver your care and track your progress
• Verify your coverage, process payments, and submit insurance, WSIB, or accident claims
• Send reminders and follow up on your care
• Meet our professional, legal, and regulatory obligations

We do not sell your information, and we do not use your health information for marketing.

Your Care and Sharing

Sometimes, providing good care means working with others. Here are situations when we might share your information.

• Within our clinic, practitioners involved in your treatment share only the information needed to provide you with proper care.
• With your consent, we may share information with your family doctor, another healthcare provider, or your insurer if needed for a claim.
• Some services are requested by an insurer, WSIB, or another party. In that case, the resulting report goes to the party that requested it, and we’ll make that clear to you first.
• When the law requires it. In limited cases, the law requires or permits us to share information, for example, to protect someone’s safety or to meet a legal or regulatory duty.

Outside of these situations, we will ask for your consent before sharing your information, and you have the right to refuse. You can say no.

Insurance, WSIB, and Accident Claims

Many patients use insurance, WSIB or motor vehicle accident coverage. We check your benefits before your visit by confirming details with your insurer so you know about any copay, deductible or coverage limits, in advance. When we bill an insurer or submit a claim we only share the information needed to process it. Once your information reaches those organizations their own privacy policies apply.

Online Booking and Records

We use a secure system for online booking and record-keeping. These service providers must protect your information and can only use it to support our services.

Cookies and Website Tracking

Our website uses cookies. Cookies are files stored on your device. Cookies help the site function. Show us how visitors use our pages. You can turn off cookies in your browser settings. Some parts of the site may not work as smoothly.

Email, Text, and Reminders

We may contact you by email, phone, or text about your appointments, including reminders. Please keep in mind that email and text are not fully secure, so we keep any health details in those messages to a minimum. If you’d prefer we reach you a certain way, just let us know.

How We Protect Your Information

We use technical and administrative protections to make sure your information stays safe. Only people who need access to do their work can see it. Our staff and professionals are required to keep things confidential. No system is ever completely perfect. We take this job very seriously.

How Long We Keep It

We keep your health records for as long as the law and our practitioners’ regulatory colleges require. This is generally several years after your last visit, and longer for the records of children. When records are no longer needed, we destroy them securely.

Your Rights

Under PHIPA, you have the right to:

• Ask to see and get a copy of your health records
• Ask us to correct information you believe is wrong
• Withdraw your consent to certain uses or sharing, within what the law allows
• Ask questions about how we handle your information

To make a request, contact us using the details below. If you’re ever unhappy with how we’ve handled your information, you can also contact the Information and Privacy Commissioner of Ontario.

Children and Families

We treat patients of all ages. For young patients, we collect and handle information with the consent of a parent or guardian, in line with the law.

Links to Other Sites

Our website and booking system may link to other sites. We’re not responsible for how those sites handle your information, so it’s worth reading their privacy policies too.

Changes to This Policy

We may update this page from time to time. When we do, we’ll change the “Last updated” date at the top. If the changes are significant, we’ll do our best to let you know.

Contact Us

Questions about your privacy, your records, or this policy? Please reach out.

Active Pulse Physiotherapy 3075 Hospital Gate, Unit 424, Oakville, ON L6M 1M1 Phone: +1 (289) 386-2274 Email: info@activepulsephysio.com Hours: Monday to Friday 11:00 AM to 7:00 PM, Saturday 9:00 AM to 2:00 PM, Sunday closed