Optimum Perinatal Health (“we”, “us”, “our” or the “clinic”) is committed to
protecting the privacy of your personal information and personal health information. This Privacy Policy explains what
information we collect, how we use and disclose it, how we protect it, and the choices and rights available to you.
We handle your information in accordance with applicable Canadian privacy legislation, including the federal
Personal Information Protection and Electronic Documents Act (PIPEDA), Alberta’s
Personal Information Protection Act (PIPA), and, where it applies to health information,
Alberta’s Health Information Act (HIA).
1. Who is responsible for your information
Optimum Perinatal Health is responsible for the personal information in our custody and control. We have designated a Privacy
Officer who is accountable for our compliance with this policy. You can reach our Privacy Officer using the contact
details at the end of this policy.
2. The information we collect
Depending on your relationship with us, we may collect:
- Contact and identifying information — your name, email address, phone number, mailing address and date of birth.
- Personal health information — your medical and health history, symptoms, the reason for your visit, assessment findings, treatment plans, clinical notes, and other information needed to provide physiotherapy care. For pediatric clients, this information is provided by and collected with the consent of a parent or legal guardian.
- Insurance and billing information — your insurance provider, policy or plan number, member or certificate number, group number, and related details, which you may provide through our online coverage form, our contact form, or in person, so we can verify your coverage and, where available, direct-bill your insurer.
- Appointment and account information — booking history and account details held within our scheduling and billing system.
- Website and technical information — limited information collected when you use our website, such as the content of forms you submit and basic technical data needed to operate the site securely.
3. How we collect your information
We collect information directly from you whenever possible — in person, by phone or email, through forms on our website, and through our online booking system. With your consent, we may also collect information from your insurer (to confirm coverage and process direct billing) and from other health professionals involved in your care (for example, a referring physician).
4. Why we collect, use and disclose your information
We collect, use and disclose your information for the following purposes:
- To provide, plan and deliver physiotherapy assessment and treatment;
- To schedule, confirm, change and manage your appointments;
- To verify your insurance coverage and to process payment and direct billing to your insurer;
- To communicate with you about your care, appointments and our services;
- To maintain accurate clinical records as required by our profession;
- To meet our legal, regulatory and professional obligations, including those of the College of Physiotherapists of Alberta; and
- To operate, maintain and improve our clinic and website.
We do not sell your personal information, and we do not use it for purposes unrelated to those above without your consent.
5. Consent
We collect, use and disclose your personal and health information with your consent, which may be express or implied
depending on the sensitivity of the information and the circumstances. For sensitive personal health information, we
rely on your knowledgeable consent. By providing your information through our forms or during your care, you consent
to its use for the purposes described in this policy.
You may withdraw your consent at any time, subject to legal and contractual restrictions and reasonable notice. Please
note that withdrawing consent may limit or prevent our ability to provide certain services to you, such as
direct-billing your insurer or continuing your care.
6. When we share your information
We share your information only as needed for the purposes above, including with:
- Your insurer, with your consent, to confirm coverage and submit claims for direct billing;
- Payment processors, to process payment for services;
- Service providers that help us operate, such as our appointment booking and billing platform (JaneApp), our website form provider and our website hosting provider, who are authorized to use your information only to provide services to us;
- Other health professionals involved in your care, with your consent (for example, when a referral is made); and
- Authorities or third parties where required or permitted by law (for example, in response to a court order or as required by our regulatory College).
7. Information stored or processed outside Canada
Some of our service providers — including our website form provider and our website hosting provider — may store or
process information on servers located outside Canada, including in the United States. Where this is
the case, your information may be subject to the laws of those jurisdictions, and may be accessible to courts,
government authorities, law enforcement and regulators in those jurisdictions under their laws. We take reasonable
steps to ensure that any service provider handling your information provides a comparable level of protection. If you
have questions about where your information is stored, please contact our Privacy Officer.
8. How we protect your information
We maintain reasonable physical, organizational and technical safeguards to protect your information against loss,
theft, and unauthorized access, use, disclosure, copying or modification. These include secured records, restricted
access on a need-to-know basis, confidentiality obligations for our staff, and encryption of information in transit
where appropriate. No method of transmission or storage is completely secure, but we work to protect your information
at all times.
9. How long we keep your information
We retain your information only as long as necessary to fulfil the purposes described in this policy and to meet our
legal, regulatory and professional obligations. Clinical records are retained for the minimum periods required of
physiotherapists in Alberta (which are longer for records relating to minors), after which they are securely
destroyed or de-identified.
10. Your rights: access and correction
You have the right to ask what personal information we hold about you, to access it, and to request a correction if you
believe it is inaccurate or incomplete. To make a request, please contact our Privacy Officer. We may need to verify
your identity before responding, and certain limited exceptions to access may apply under the law. We will respond
within the timelines required by applicable legislation.
11. Cookies and website analytics
Our website uses only the limited technical means necessary to function and to keep it secure. If we introduce
analytics or other tracking technologies in the future, we will update this policy and, where required, obtain your
consent.
12. Changes to this policy
We may update this Privacy Policy from time to time. The effective date at the top of this page reflects the most
recent version. We encourage you to review it periodically.
13. Contacting us and making a complaint
If you have a question, concern or complaint about how we handle your information, please contact our Privacy Officer
first so we can try to resolve it. You also have the right to contact the relevant privacy regulator:
- The Office of the Information and Privacy Commissioner of Alberta (OIPC) — oipc.ab.ca; and
- The Office of the Privacy Commissioner of Canada (OPC) — priv.gc.ca.
Our clinic processes direct billing with insurers including Blue Cross, Sunlife, Canada Life, Manulife. If your plan is not listed, please
check your coverage and we will be glad to help.
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