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Privacy Policy

Effective date: April 1, 2025

At Kingston Pelvic Health, we understand the importance of protecting your privacy. We are committed to adhering to all applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Personal Health Information Protection Act (PHIPA) in Ontario. Our privacy policy outlines how we collect, use, disclose, and protect your personal information.

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Applicability of This Privacy Policy 


Our Privacy Policy attests to our commitment to privacy and demonstrates the ways we ensure that patient privacy is protected. Our Privacy Policy applies to the personal health information of all our patients that is in our possession and control.


What Is Personal Information?


Personal information refers to any information about an identifiable individual, such as:

  • Personal Characteristics: Name, gender, age, home address, phone number, ethnic background, and family status.

 

Business information (e.g., an individual’s business address or telephone number) is not covered by privacy legislation.

 

What is Personal Health Information?


Personal health information means identifying information about an individual relating to their physical or mental health (including medical history), the providing of health care to the individual, payments or eligibility for health care, organ and tissue donation and health number.

Who We Are


Kingston Pelvic Health Inc (KPH). is a physiotherapy practice providing rehabilitation services and products. We may engage third-party service providers, including IT consultants, accountants, and legal advisors, who may have limited access to your personal information. These third parties are contractually obligated to follow appropriate privacy principles.
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The 10 Principles of Privacy


Our Privacy Policy reflects our compliance with fair information practices, applicable laws and standards of practice.

 

1. Accountability


KPH is responsible for personal health information within its custody or control. This applies to information used by KPH and its employees, contractors, consultants, and/or agents.
KPH’s president and it’s privacy officer are responsible for KPH’s compliance with policies, practices and procedures to safeguard privacy, confidentiality, and security.

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2. Identifying Purposes

 

Primary Purposes

 

  • Clients: We ask you for information to establish a relationship and serve your medical needs. We obtain most of our information about you directly from you, or from other health practitioners whom you have seen and authorized to disclose to us. You are entitled to know how we use your information and this is described in the Privacy Statement posted on the Kingston Pelvic Health website and in our intake forms. We will limit the information we collect to what we need for those purposes, and we will use it only for those purposes. We will obtain your consent if we wish to use your information for any other purpose.

  • Website Visitors: Information collected includes your IP address, browsing history and interactions with the website, which helps us improve our services and respond to your inquiries

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Secondary Purposes

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  • To invoice clients or collect unpaid accounts.

  • For quality assurance and regulatory compliance.

  • To provide ongoing services or respond to future questions.

 

3. Consent


KPH acknowledges the principle of consent in respect of the collection, use and disclosure of personal health information. KPH has established procedures for obtaining consent for the direct collection of personal health information from an individual, as required by law, as well as the use and disclosure that follows this manner of collection. KPH will rely on primary information collectors to ensure the appropriate consent is obtained from the individual in all other cases of collection. 


Before collecting any personal or health information, we will explain the purpose of the collection and obtain your informed consent. You may withdraw consent at any time, subject to legal or contractual limitations. Withdrawal of consent may impact our ability to provide services.

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4. How Information Is Collected


Collection of Personal Health Information 


KPH collects personal health information through intake forms, clinical interviews, and during treatment. Practitioners may document personal health information in patient medical records throughout the provision of services.


We collect Personal Information directly from you when:

  • You fill out forms in person or online.

  • You make purchases on our website.

  • You provide information during consultations.


We may also use cookies to improve your experience on our website. Cookies collect session data, such as page interaction and response times. You can manage your cookie preferences through your browser settings.


Google Analytics: Our website uses Google Analytics, a web analytics service provided by Google, to help us understand website traffic and usage patterns. Google Analytics collects and processes information such as:

  • Technical Data: IP address, browser type and version, device type, operating system, and referral source.

  • Usage Data: Pages visited, time spent on each page, navigation paths, and interactions with website features.

  • Demographic and Interest Data (if applicable): Information inferred from browsing behaviors, such as age, gender, and interests.

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This data helps us improve the user experience on our website and identify popular services and resources.


Data Sharing Google Analytics processes your data on servers located outside of Canada. We ensure this complies with Canadian privacy standards by relying on Google’s contractual obligations, including adherence to GDPR and similar frameworks. No personally identifiable information (e.g., your name, email, or payment details) is shared with Google Analytics.


Opt-Out Options If you prefer to reduce or stop Google Analytics tracking, you can:

You can also learn more about Google’s data practices in their Privacy Policy.


Shipping Information


When you purchase products through our website, we collect the following information to process your order:

  • Name, shipping address, email address, and phone number.

  • Payment information (processed securely through our payment gateway).


We use this information to:

  • Fulfill and ship your order.

  • Provide order updates and respond to inquiries about your purchase.

  • Process returns or exchanges, if applicable.


Third-Party Shipping Providers


We share necessary personal information (e.g., name, shipping address) with trusted third-party couriers and logistics providers to deliver your order. These providers are contractually obligated to protect your data and use it only for delivery purposes.


Retention of Shipping Data


Shipping records are retained as part of your purchase history for at least 10 years, in compliance with regulatory requirements and for customer service purposes. Records are securely destroyed when no longer needed.


5.  How We Use and Share Information


Use of Personal Health Information


KPH only uses information for the purposes for which it was collected and information will be retained and/or disclosed only as necessary and in accordance with the law and these policies.


Use of Personal Information


Your personal information will only be used for the purposes outlined in this policy. This includes:

  • Communication about appointments and services.

  • Processing payments securely.

  • Improving our services through analytics.


Disclosure to Third Parties


We may share personal information with:

  • Third-Party Platforms: Wix (website host), Cliniko (EMR system), and QuickBooks (accounting software).

  • Regulators: The College of Physiotherapists of Ontario, as required.

  • Legal or Financial Entities: Accountants, lawyers, or auditors in compliance with the law.


6. Accuracy of Personal Health Information


KPH will ensure that all personal health information within its custody or control will be as accurate, complete, and up-to-date as is required and will comply with legislative provisions respecting accuracy when disclosing information. KPH will ensure that all personal health information disclosed to another party is as accurate, complete, and up-to-date as is required and possible in the circumstances.


7. Safeguards for Personal Health Information


PHO has developed, implemented and will enforce physical, administrative, and technical safeguards to ensure the security and confidentiality of all personal health information within its custody or control. Regular audits are conducted to monitor compliance with privacy requirements and full investigations will be completed to address any real or potential security vulnerabilities.


8. Openness about information practices


Information about PHO’s policies and procedures with respect to privacy and information practices are available in printed and electronic form. Further requests for information or answers to questions or concerns may be obtained from the privacy officer.


9. Accessing and Correcting Your Information


KPH will assist individuals to access their personal health information to the best of its ability wherever it is required to do so, in accordance with its legislative responsibilities. To request access: Submit a written request to our Privacy Officer.

 

Provide proof of identity.
You may request corrections to factual inaccuracies but not professional opinions.
We retain personal information for at least 10 years after the last date of service. For clients under the age of 18, records are retained for 10 years after they reach the age of 18, as required by the College of Physiotherapists of Ontario. When no longer needed, paper files are shredded, and electronic data is securely deleted or anonymized.


10. Challenging compliance


All questions, concerns, and complaints about KPH’s information practices or privacy policy should be directed to the privacy officer. KPH will make every reasonable effort to resolve information and privacy issues and will cooperate with further processes to the best of its ability.

Questions or comments regarding KPH’s practices or the administration of the Personal Health Information Protection Act and the Freedom of Information and Protection of Privacy Act may be directed to the Office of the Privacy Officer, by e-mailing privacy@oahpp.ca. 
If your complaint is not resolved to your satisfaction, you have the right to complain to the Information and Privacy Commissioner of Ontario.

 

The Commissioner can be reached at:

The Information and Privacy Commissioner of Ontario
T: 416-326-3333 or 1-800-387-0073
E: info@ipc.on.ca
W: www.ipc.on.ca

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Privacy Policy Updates

 

This policy may be updated periodically. Changes will be posted on our website, and material updates will be communicated via email or prominent notices.

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Questions or Concerns

 

For inquiries or complaints about our privacy practices, please contact:
Privacy Officer
Kingston Pelvic Health

privacy@kingstonpelvichealth.com

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