Privacy Policy

Privacy

Privacy Policy for Pro Motion Clinic

Last updated: August 27, 2026

Pro Motion Clinic respects your privacy. This policy explains how we collect, use, protect, retain, and disclose personal information and personal health information when you visit our website, contact the clinic, book an appointment, or receive care from our team.

We aim to handle information in a way that is consistent with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia's Personal Information Protection Act (PIPA), and personal health information obligations such as Ontario's Personal Health Information Protection Act (PHIPA) where applicable.

Information We Collect

We may collect information you choose to provide, including your name, phone number, email address, appointment preferences, service interests, and the message you submit through our website or by contacting the clinic.

When you become a patient, we may collect information needed to provide care, manage billing, and keep required clinical records. This may include health history, assessment notes, treatment plans, appointment history, insurance or claim information, and other details relevant to your care.

Our website may also collect limited technical information, such as IP address, browser type, device information, pages visited, and referral source. This helps us maintain website security, understand site performance, and improve patient access to information.

How We Use Information

We use personal information and personal health information only for reasonable clinic purposes, including to respond to inquiries, schedule appointments, provide and coordinate care, process payments or insurance claims, maintain clinical and business records, improve our website, and meet legal or regulatory requirements.

We do not sell personal information. We do not use patient health information for unrelated marketing without consent.

Consent

By contacting us, submitting a form, booking an appointment, or receiving care, you consent to the collection, use, and disclosure of information for the purposes described in this policy and as otherwise permitted or required by law. You may withdraw consent where lawful and reasonable, but doing so may affect our ability to provide care or respond to your request.

Disclosure and Service Providers

We may share information with clinic team members, regulated health professionals, administrative staff, billing or claims partners, appointment-booking systems, secure technology providers, and other service providers who help us operate the clinic. We limit disclosures to what is necessary for the purpose.

We may also disclose information when required or permitted by law, including to comply with a court order, respond to a regulatory requirement, protect safety, or meet professional record-keeping obligations.

Cross-Border Processing and Storage

Some of the technology providers we use for website hosting, analytics, email, forms, online booking, secure storage, or other clinic operations may process or store information outside Canada, including in the United States. When information is processed or stored in another jurisdiction, it may be subject to the laws of that jurisdiction. We use service providers that are expected to protect information with appropriate safeguards and limit their use of information to the services they provide to us.

Safeguards

We use administrative, technical, and physical safeguards designed to protect personal information and personal health information against unauthorized access, use, disclosure, loss, or theft. Access is limited to people who need the information to perform clinic duties or provide services to the clinic.

Data Retention

We retain information only for as long as reasonably necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law or professional obligations.

• Clinical records and personal health information: clinical records are retained according to applicable health privacy laws and the retention requirements of the relevant professional college, regulator, or other lawful authority.
• Website form submissions and inquiries: contact details, appointment requests, and related messages are retained for as long as needed to respond, manage bookings, support clinic administration, and maintain appropriate business records.
• Log and analytics data: technical information such as server logs, security records, and analytics data is kept for as long as needed to operate, secure, troubleshoot, and improve the website and related systems.

Data Deletion and Disposal

When information is no longer needed, or when we are legally required to dispose of it, we take reasonable steps to securely delete, destroy, de-identify, or anonymize it. Some information cannot be deleted on request where the clinic is required or permitted to keep it for legal, professional, insurance, billing, safety, audit, or record-keeping reasons.

Access and Correction

You may request access to personal information or personal health information that we hold about you, subject to legal and professional exceptions. You may also ask us to correct information you believe is inaccurate or incomplete, or request deletion of information where deletion is legally and professionally permitted.

Website Forms, Email, and Online Booking

Website forms and email are useful for general communication, but they may not be appropriate for urgent or highly sensitive health information. If your matter is urgent, please call the clinic at (236) 420-0660. Online booking may be provided through a third-party booking platform, and that platform may have its own privacy practices.

Cookies and Analytics

Our website may use cookies, analytics tools, tags, and similar technologies to understand how people find and use the site, improve content, and maintain performance. You can adjust your browser settings to block or delete cookies, though some features may not work as expected.

Questions or Privacy Requests

If you have questions about this policy, or if you want to request access to or correction of your information, please contact Pro Motion Clinic at info@promotionclinic.com or call (236) 420-0660.