Privacy Policy

Burlington Pelvic Physiotherapy is the Health Information Custodian under Ontario's Personal Health Information Protection Act (PHIPA). Personal health information collected through this booking system is collected, used, and disclosed under the authority of the custodian for the purpose of providing healthcare services and managing appointments.

The custodian uses service providers (“agents”) to help deliver services. These agents may process personal health information only as needed to provide authorized services and are subject to contractual safeguards consistent with PHIPA.

Agents used for this booking system include:

• Juvonno Inc. — Electronic medical record and scheduling
• Fly.io Inc. — Application hosting in Canada
• Google (Gmail) — Email delivery for appointment communications

When you book an appointment, we collect the following information:

• Contact Information: Name, email address, phone number
• Demographic Information: Date of birth, gender (collected to support accurate patient identification and to meet electronic medical record system requirements)
• Appointment Details: Booking date, time, service type
• Optional Notes: Any optional, non-clinical information you choose to include to assist with appointment scheduling. This booking system does not collect medical history, diagnoses, or clinical assessment information.

Your personal health information is used for the following purposes:

• Scheduling and managing your physiotherapy appointments
• Facilitating appointment scheduling and administrative communication related to your physiotherapy care
• Sending appointment confirmations and reminders
• Communicating with you about your care
• Processing billing and insurance claims (where applicable)

We do not sell or rent your personal health information. We may share your information only:

• With your consent: To other healthcare providers involved in your care
• Service providers: Secure systems used for scheduling (Juvonno EMR)
• Legal requirements: When required by law or court order

Under PHIPA, you have the right to:

• Access: Request a copy of your personal health information
• Correction: Request corrections to inaccurate information
• Withdraw consent: Withdraw consent for certain uses (may affect services)
• Complaint: File a complaint with the clinic or with the Information and Privacy Commissioner of Ontario (IPC)
• Request restrictions: Request restrictions on certain uses or disclosures of your information, or request alternative communication methods. Some restrictions may affect our ability to provide services; we will discuss options with you.

We retain your personal health information for as long as necessary to provide you with care and as required by law. In Ontario, health records must be retained for a minimum of 10 years from the last entry, or until the patient reaches 18 years of age plus 10 years, whichever is longer.

If a privacy breach is suspected or confirmed, the clinic will take steps to contain and investigate the incident and will notify affected individuals at the first reasonable opportunity. The Information and Privacy Commissioner of Ontario will be notified where required by PHIPA.