Privacy Policy
Last updated: June 8, 2026
Symphony Physiotherapy ("Symphony", "we", "us", or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information and personal health information when you visit our website, contact our clinic, book an appointment, or receive physiotherapy services from us in Ontario.
This policy is intended to support our obligations under applicable Canadian and Ontario privacy laws, including Ontario's Personal Health Information Protection Act, 2004 ("PHIPA") for personal health information and Canada's Personal Information Protection and Electronic Documents Act ("PIPEDA") where it applies to commercial personal information.
Information We Collect
Depending on your interaction with us, we may collect:
- Contact and identity information, such as your name, phone number, email address, address, and date of birth.
- Health information, such as medical history, symptoms, assessment findings, treatment notes, care plans, referrals, consent forms, and progress records.
- Appointment and billing information, including appointment times, receipts, payment details, insurance information, and claim-related details.
- Communication records, including phone, email, online booking, intake form, and inquiry information.
- Website information, such as IP address, browser type, device information, pages visited, and cookie or analytics data where enabled.
How We Use Information
We use information for purposes that include:
- Assessing, providing, documenting, and coordinating physiotherapy care.
- Booking, confirming, changing, and reminding you about appointments.
- Billing, payment processing, insurance claims, receipts, and administrative support.
- Responding to questions, requests, complaints, and feedback.
- Meeting legal, regulatory, professional, reporting, quality assurance, and record-keeping obligations.
- Maintaining clinic safety, website security, and fraud prevention.
- Sending clinic updates or marketing only where permitted by law and with consent where required.
Consent
We collect, use, and disclose personal information with your consent, or as otherwise permitted or required by law. Consent may be express or implied depending on the circumstances. You may withdraw consent, subject to legal, professional, contractual, or care-related limits. Withdrawing consent may affect our ability to provide services.
Disclosure of Information
We may disclose information to:
- Health care providers involved in your care, when appropriate.
- Insurers, benefit providers, or payment processors for billing and claims.
- Service providers that support our clinic, such as booking, electronic records, IT, hosting, accounting, legal, payment, analytics, or secure document disposal providers.
- Regulators, courts, law enforcement, or government bodies when required or permitted by law.
- Any person or organization you authorize us to contact or share information with.
We do not sell personal health information.
Jane App and Third-Party Services
Online booking may be provided through Jane or another third-party service. If you use a third-party platform, its privacy terms may also apply. We encourage you to review the privacy notices for any platform you use.
Safeguards
We use administrative, physical, and technical safeguards appropriate to the sensitivity of the information. These may include access controls, passwords, staff confidentiality expectations, secure storage, secure disposal, and limited access to personal health information on a need-to-know basis.
Retention and Secure Disposal
We retain clinical and business records for as long as required by law, professional standards, and legitimate clinic needs. In general, health records are retained for at least 10 years from the last patient interaction, or 10 years after a minor patient turns 18, unless a longer period is required. When information is no longer required, we dispose of it securely.
Your Privacy Rights
Subject to legal limits, you may request access to your personal information or personal health information, ask for a correction, withdraw certain consents, or ask questions about our privacy practices. We may need to verify your identity before responding.
Privacy Breaches
If we become aware of theft, loss, unauthorized use, or unauthorized disclosure of personal health information, we will take reasonable steps to contain and investigate the matter. We will notify affected individuals and the Information and Privacy Commissioner of Ontario where required by PHIPA.
Contact Our Privacy Officer
Privacy Officer
Symphony Physiotherapy
325 Simcoe Street, Unit 3-4, Beaverton, ON L0K 1A0
Phone: (705) 625-3595
Email: info@symphonyphysiotherapy.com
Complaints
If you have a privacy concern, please contact us first so we can review and respond. You may also contact the Information and Privacy Commissioner of Ontario about personal health information concerns, or the Office of the Privacy Commissioner of Canada where PIPEDA applies.
Changes to This Policy
We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised "Last updated" date.
This policy is a general website and clinic privacy notice. It should be reviewed by qualified legal counsel for complete compliance with Symphony Physiotherapy's actual operations, systems, vendors, and professional obligations.