Privacy Policy

Effective Date: July 10, 2026

At Active Pulse Physiotherapy, we are committed to protecting the privacy, confidentiality, and security of your personal and health information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our clinic located at 3075 Hospital Gate, Unit-424, Oakville, ON, L6M 1M1, or use our website, https://activepulsephysio.com/.

1. Information We Collect

To provide you with high-quality physiotherapy and rehabilitation services, we collect two primary types of information:

1. Personal Health Information (PHI)

Under Ontario’s Personal Health Information Protection Act (PHIPA), we collect information relating to your physical health and medical history, including:

• Medical history, diagnoses, symptoms, and health conditions.
• Treatment plans, clinical notes, progress reports, and discharge summaries.
• Information regarding other healthcare providers involved in your care (e.g., family physicians, specialists).
• Details about your private health insurance, extended health benefits, Workplace Safety and Insurance Board (WSIB) claims, or Motor Vehicle Accident (MVA) insurance.

1. Personal Identifiable Information (PII)

We collect general information required to manage your account, book appointments, and contact you:

• Name, date of birth, gender, and contact details (address, phone number, email).
• Emergency contact or legal guardian information.
• Financial information, such as credit card or billing details for payment processing.

1. Digital Information (Website Usage)

When you visit our website, we may automatically collect limited, non-identifiable technical data, such as your IP address, browser type, and pages visited, through cookies to optimize your browsing experience.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Direct Care: To assess, diagnose, treat, and provide continuous physiotherapy care.
• Administration: To schedule appointments, manage your patient file, and communicate with you about your care.
• Billing and Payment: To process payments, invoice you, and submit direct billing claims to your private insurance, WSIB, or auto insurance providers (with your consent).
• Quality Improvement: To conduct internal audits, evaluate our services, and ensure compliance with the College of Physiotherapists of Ontario standards.
• Legal Compliance: To comply with legal and regulatory obligations required by law.

3. Disclosure of Your Information

We treat your personal health information with the utmost confidentiality. We will only disclose your information outside of our clinic under the following circumstances:

• Circle of Care: We may share information with other healthcare professionals directly involved in your treatment (e.g., your referring family doctor) to ensure coordinated care, unless you explicitly instruct us not to.
• Third-Party Payers: We share necessary treatment and billing details with your insurance company, WSIB, or legal representatives handling an accident claim, only after obtaining your express written consent.
• Legal & Regulatory Obligations: We may disclose information if required by law, a court order, or to comply with a mandatory request from the College of Physiotherapists of Ontario.

We never sell, rent, or trade your personal or health information to third parties for marketing purposes.

4. Consent

By seeking care at Active Pulse Physiotherapy or using our website, you provide implied consent for the collection and use of your information for treatment purposes.

For activities outside direct care—such as releasing your medical records to a lawyer or third-party insurer—we will request your express, written consent. You have the right to withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice.

5. Data Security and Retention

We implement robust physical, administrative, and technological safeguards to protect your data from unauthorized access, loss, theft, modification, or disclosure. This includes:

• Secure, encrypted electronic medical record (EMR) systems.
• Password-protected networks and restricted employee access to patient files.
• Locked physical filing systems for any paper documents.

Retention: In accordance with Ontario regulations and the College of Physiotherapists of Ontario, we retain adult patient records for a minimum of 10 years after the date of the last treatment or clinical entry. For minors, records are kept for 10 years after the day the patient turns 18. Once the retention period expires, records are securely destroyed.

6. Your Rights Regarding Your Information

You hold the following rights regarding the personal and health information we maintain about you:

• Right of Access: You have the right to view or receive a copy of your health records. A reasonable administrative fee may apply for copying and preparing the file.
• Right to Correction: If you believe any information in your record is inaccurate or incomplete, you may request a correction. If we agree, we will update the file. If we disagree, we will attach a statement of disagreement to your record.
• Right to Privacy Inquiries: You have the right to ask questions about how we handle, store, or protect your private data.

7. Contact Us & Privacy Officer

If you have any questions, concerns, or wish to exercise your rights regarding your privacy, please contact our designated Privacy Officer at our Oakville clinic:

Address: 3075 Hospital Gate, Unit-424, Oakville, ON, Canada, L6M 1M1

Email: in**@***************io.com

Phone: +1 (289)-386-2274