At Active Pulse Physiotherapy, we are committed to protecting the privacy, confidentiality, and security of all personal health information in accordance with the Personal Health Information Protection Act, 2004 (PHIPA) and other applicable Ontario privacy laws. We collect, use, and disclose personal information only for purposes that are reasonable, necessary, and directly related to the healthcare services we provide. We believe our clients have the right to understand how their information is handled, and this policy explains our practices in clear and transparent terms.

Personal information refers to any information that can identify an individual, including details such as name, address, contact information, age, gender, and insurance information. Personal health information includes information about physical or mental health, care received, health history, treatment plans, and other data relevant to the provision of physiotherapy and rehabilitation services. This is distinct from business contact information, which is not protected under privacy legislation.

Active Pulse Physiotherapy is a multidisciplinary clinic operating in Ontario. During the regular course of providing care, certain individuals associated with the clinic may have access to personal health information. These individuals may include physiotherapists, massage therapists, administrative personnel, temporary staff, technical support providers, bookkeepers, accountants, external auditors, and legal advisors. Access to personal health information is strictly limited to what is necessary for these individuals to fulfill their responsibilities. All individuals granted access are required to adhere to PHIPA’s confidentiality and privacy requirements, as well as the clinic’s internal privacy policies.

We collect personal health information primarily to assess, diagnose, and treat our clients. This may involve obtaining a health history, documenting physical assessments, monitoring functional progress, and communicating with other healthcare providers involved in your care when authorized. We also use this information to communicate with clients regarding appointments, respond to inquiries, and maintain accurate and up-to-date health records. When members of the public reach out to our clinic, we may collect their contact information solely for the purpose of responding to their inquiry. When clients use our website, we collect only the information voluntarily provided to us, except for basic technical information automatically generated through cookies used solely to support ease of website navigation.

Information may also be collected from staff, contractors, volunteers, or students working within our clinic. This information is necessary for administrative and employment-related purposes, including scheduling, payroll, and ensuring compliance with workplace and regulatory requirements. On occasion, and only with authorization, information may be used to prepare reference letters or evaluations.

In addition to the primary purposes described above, we may collect, use, or disclose personal information for secondary purposes that support clinic operations. These purposes include billing for services, processing credit card transactions, collecting outstanding accounts, ensuring quality assurance through internal or external audits, complying with regulatory inspections, or responding to inquiries about previously provided services. As a regulated health profession in Ontario, physiotherapists must comply with oversight from the College of Physiotherapists of Ontario, which may review records or interview staff as part of its mandate to protect the public. Likewise, government agencies such as the Canada Revenue Agency or the Information and Privacy Commissioner of Ontario have the authority to review records when legally permitted. We retain personal health information for a minimum of ten years after the last client interaction, or longer when required for minors or under specific regulatory guidelines. If Active Pulse Physiotherapy were ever involved in a sale or transfer of ownership, personal information may be reviewed under strict confidentiality agreements solely for due diligence purposes and only when legally permissible under PHIPA.

We safeguard all personal and personal health information using administrative, physical, and technological security measures. Paper records are kept in locked or restricted areas, and electronic records are protected through secure password-controlled systems with limited access granted only to authorized personnel. Staff are trained to follow PHIPA-compliant privacy procedures, and external service providers are required to sign confidentiality agreements before accessing any information. Records transmitted externally are sent through secure channels, and any disposal of records is performed in a secure manner through shredding, deletion, or physical destruction of hardware.

Under PHIPA, clients have the right to access their personal health information, except in limited circumstances where access may be restricted for legal, regulatory, or safety reasons. We may request identification before granting access if necessary. If access is refused, we will explain the reason and advise you of your options, including the right to file a complaint with the Information and Privacy Commissioner of Ontario. Clients may request corrections to inaccurate or incomplete information. While professional opinions cannot be changed, a client’s written statement of disagreement can be added to the record, and we will notify anyone who previously received the information where appropriate.

We are committed to maintaining the highest standards of privacy and confidentiality. If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your information, you may contact us directly at Active Pulse Physiotherapy, and we will respond promptly in accordance with Ontario privacy laws.