1. Introduction

Thrive Physiotherapy and Sports is committed to protecting the privacy of our patients, website visitors, and all individuals who interact with our clinic. We collect, use, and safeguard personal and health information in accordance with the Personal Information Protection Act (Alberta) (PIPA), the Health Information Act (Alberta) (HIA), and Canada's Anti-Spam Legislation (CASL).

This policy explains what information we collect, why we collect it, how we use and protect it, and your rights regarding that information. By visiting our website or receiving care at our clinic, you agree to the practices described in this policy.

---

2. Who We Are

VJP Physical Therapy Corp. is the legal entity that owns and operates Thrive Physiotherapy and Sports, a registered physiotherapy clinic located in the Academy Place building at Unit 207, 11520 100 Avenue NW, Edmonton, Alberta. We are a custodian of health information as defined under the Health Information Act (Alberta).

Our physiotherapy practice is regulated by the College of Physiotherapists of Alberta (CPTA). Chiropractic services offered at our location are regulated by the College of Chiropractors of Alberta. Manual osteopathy is provided through a separate practice and is regulated by the Canadian Manual Medical and Osteopathic Therapy Association (CMMOTA). Each clinician is independently responsible for clinical records under the standards of their respective regulator.

For questions about this policy or to exercise any of your privacy rights, contact our Privacy Officer at:

• Email: [email protected]
• Phone: (587) 405-3174
• Address: Unit 207, 11520 100 Ave NW, Edmonton, AB T5K 0J7

---

3. Information We Collect

3.1 Health Information (Clinic Patients)

As a regulated healthcare provider, we collect health information necessary to assess, diagnose, and treat our patients. This includes:

• Full name, date of birth, and contact information
• Government health card number
• Medical history, injury history, and presenting conditions
• Assessment findings, treatment notes, and progress records
• Physician referrals and correspondence with other regulated healthcare providers
• Extended-health insurance information and billing details for direct billing purposes
• Motor vehicle accident (MVA) claim information and Section B benefits details where applicable
• Workers' Compensation Board (WCB Alberta) claim information where applicable
• Consent forms, intake questionnaires, and other clinical documentation

This information is collected with your knowledge and consent, either directly from you or from your referring healthcare provider or insurer.

3.2 Personal Information (Website and General Communications)

When you visit our website or contact us, we may collect:

• Name, email address, and phone number submitted through contact or booking forms
• Reason for visit and any message content you provide
• Technical data such as IP address, browser type, device, and pages visited (via analytics tools)
• Cookie data where applicable (see Section 9)

3.3 Information We Do Not Collect

We do not collect financial account numbers, credit card details, or banking information through our website. Payment for services is handled at the clinic through secure payment terminals operated by our payment processor.

---

4. How We Use Your Information

4.1 Providing and Managing Your Care

• To assess, diagnose, and treat you as a patient
• To coordinate care with other regulated healthcare providers involved in your treatment, with your consent
• To process direct billing with your extended-health insurance provider
• To process WCB or MVA claims on your behalf
• To send appointment reminders, cancellation notices, and post-treatment follow-up communications

4.2 Clinic Operations

• To maintain accurate and complete patient records as required by law and the regulatory colleges governing each clinician (College of Physiotherapists of Alberta, College of Chiropractors of Alberta)
• To respond to inquiries submitted through our website, by phone, or by email
• To manage and improve our services
• To comply with legal, regulatory, and professional obligations

4.3 Marketing Communications (With Express Consent)

With your express written consent, we may send you occasional communications about our services, clinic news, or general health and recovery information. Every marketing communication includes a clear and easy unsubscribe link. We comply fully with Canada's Anti-Spam Legislation (CASL).

You may withdraw your marketing consent at any time without affecting your ability to receive care or to receive operational communications such as appointment reminders.

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

---

5. Legal Basis and Consent

Under PIPA and HIA, we collect and use your personal and health information on the following legal bases:

• Consent. You have provided express or implied consent for us to collect your information for the purpose of receiving care or communicating with us.
• Treatment. Collection and use of health information is permitted without additional consent when it is reasonably required to provide direct treatment.
• Legal obligation. We may collect, use, or disclose information as required by law, court order, or to comply with regulatory requirements of the colleges that govern our clinicians.

You may withdraw consent for non-essential communications at any time by contacting us at [email protected]. Withdrawal of consent does not affect our ability to retain records we are legally required to maintain.

---

6. How We Share Your Information

We do not sell or share your personal or health information except in the limited circumstances below, and only with your knowledge and consent unless otherwise required by law.

6.1 Direct Billing and Insurance

With your consent, we share relevant health and billing information with your extended-health insurance provider (such as Alberta Blue Cross, Sun Life, Manulife, Canada Life, or Green Shield), your auto insurance provider (for MVA claims), or WCB Alberta to facilitate direct billing of approved services. We share only the minimum information necessary to process your claim.

6.2 Referrals and Coordinated Care

With your knowledge and consent, we may share relevant health information with your family physician, surgeon, specialist, athletic therapist, coach, or other regulated healthcare provider involved in your treatment.

6.3 Service Providers

We use carefully selected third-party platforms to operate our clinic and website, including:

• Electronic Medical Record (EMR) and online booking platform. Patient health records, appointment data, and intake forms are stored in a clinical EMR system that complies with Alberta health information legislation.
• ClientEnginePro platform. Website hosting, contact form data, email and SMS appointment reminder communications, and general business CRM.
• Google Analytics and Google Search Console. Anonymized website traffic statistics, no personally identifiable data.

These service providers are bound by confidentiality and data-processing obligations. They may only use your information as directed by us and as required to deliver their services.

6.4 Legal Requirements

We may disclose information if required by law, court order, or a request from a regulatory authority such as the College of Physiotherapists of Alberta or the College of Chiropractors of Alberta. Where legally permitted, we will notify you before making such a disclosure.

---

7. How We Protect Your Information

Our safeguards include:

• Physical security measures at the clinic to restrict unauthorized access to patient records
• Secure, password-protected electronic systems for storing health information, with regular software and security updates
• Restricted staff access to patient records on a need-to-know basis only
• Use of reputable, compliant third-party platforms with their own security and breach-notification protocols
• Ongoing privacy and confidentiality training for all clinic staff and contractors
• Documented breach-response procedures that meet Alberta requirements

No method of electronic transmission or storage is completely secure. While we take all reasonable steps to protect your information, we cannot guarantee absolute security. In the event of a privacy breach that poses a real risk of significant harm to you, we will notify you and the Office of the Information and Privacy Commissioner of Alberta in accordance with the Personal Information Protection Act and the Health Information Act.

---

8. Retention of Information

We retain patient health records for a minimum of ten (10) years from the date of last treatment, in accordance with the standards of the College of Physiotherapists of Alberta, the College of Chiropractors of Alberta, and applicable law. Records for patients who were minors at the time of treatment are retained for ten (10) years from the date the patient turns eighteen (18).

Non-clinical personal information (such as website inquiries) is retained only as long as necessary to respond to your request, and is securely deleted or anonymized once it is no longer needed.

When records reach the end of their retention period, they are securely destroyed in a manner that prevents reconstruction.

---

9. Cookies and Website Analytics

Our website may use cookies and similar tracking technologies to understand how visitors interact with our site. The types of cookies we may use include:

• Essential cookies. Required for the website to function properly (for example, to keep you logged in to a booking session).
• Analytics cookies. Used to understand traffic patterns and page performance (for example, Google Analytics).
• Functional cookies. Used to remember your preferences (such as accepted cookie banner).

You can control cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of some pages.

We do not use tracking technologies to collect health information, to build advertising profiles about you, or to share your activity with advertising networks.

---

10. Your Rights

You have the following rights regarding your personal and health information:

• Access. You may request a copy of the personal or health information we hold about you. We will provide it within 30 days, with very limited exceptions.
• Correction. If information we hold is inaccurate or incomplete, you may request a correction.
• Withdrawal of consent. You may withdraw consent for non-essential uses of your information at any time, subject to legal and contractual restrictions.
• Complaint. If you believe we have not handled your information appropriately, you have the right to file a complaint with the Office of the Information and Privacy Commissioner of Alberta.

To exercise any of these rights, please contact our Privacy Officer in writing at [email protected]. We will respond within 30 days.

Office of the Information and Privacy Commissioner of Alberta. Phone: (780) 422-6860. Toll-free in Alberta: 1-888-878-4044. Website: oipc.ab.ca.

---

11. Children's Privacy

Our website is not directed at children under the age of 13. We do not knowingly collect personal information from children through our website without parental or guardian consent.

If a minor is a patient at our clinic, we collect only the health information necessary to provide care, in accordance with the Health Information Act and with the knowledge and consent of a parent or legal guardian where required.

---

12. Cross-Border Information

Our clinic and patient records are based in Alberta, Canada. Some of our service providers (such as analytics or marketing software) may store data on servers located outside of Canada. When this occurs, your information may become subject to the laws of those other jurisdictions. We take reasonable steps to ensure that any cross-border data transfer maintains a level of protection comparable to Alberta's standards.

The Personal Information Protection and Electronic Documents Act (Canada) (PIPEDA) may also apply to certain cross-border transfers of personal information.

---

13. Links to Other Websites

Our website may contain links to third-party websites, including insurance providers, booking platforms, professional associations such as the College of Physiotherapists of Alberta, and review platforms such as Google Business Profile. We are not responsible for the privacy practices of those websites. We encourage you to review the privacy policies of any external sites you visit.

---

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we update the policy, we will update the effective date at the top of this document. Material changes will be communicated through a notice on our website or directly to patients where appropriate.

Your continued use of our website or services after any update constitutes your acceptance of the revised policy.

---

15. Contact Us

Thrive Physiotherapy and Sports
VJP Physical Therapy Corp., operating as Thrive Physiotherapy and Sports
Unit 207, 11520 100 Ave NW, Edmonton, AB T5K 0J7
Phone: (587) 405-3174  ·  Email: [email protected]
Website: thrivesportsphysio.ca

Privacy Officer: Radha Durai Babu, Director and Registered Physiotherapist

For privacy questions or concerns, please email [email protected] with the subject line "Privacy."