PhysioFITT Privacy Policy

Effective date: May 17, 2026

PhysioFITT respects your privacy and is committed to protecting the personal information we collect, use, disclose, and store in the course of providing mobile physiotherapy, virtual physiotherapy, booking support, billing, and related services.

This Privacy Policy explains how PhysioFITT collects, uses, discloses, protects, and retains personal information through our website, booking links, contact forms, email, phone communications, virtual care services, and clinical services.

PhysioFITT operates in British Columbia, Canada. We handle personal information in accordance with applicable privacy laws, including British Columbia’s Personal Information Protection Act, and other privacy laws that may apply to our services.

1. WHO WE ARE

PhysioFITT provides mobile physiotherapy and virtual physiotherapy services in Cranbrook, British Columbia and nearby communities, including Kimberley, Marysville, Fernie, and other service areas listed on our website.

For privacy questions, access requests, correction requests, or concerns about how we handle personal information, please contact:

PhysioFITT
Privacy contact: Jason Giesbrecht
Email: jason@physiofitt.ca
Phone: 778.715.7111

2. PERSONAL INFORMATION WE COLLECT

We collect only the personal information reasonably necessary to provide our services, communicate with you, manage appointments, process payments, meet professional obligations, and operate our business.

Depending on how you interact with us, we may collect:

• Name
• Email address
• Phone number
• Address or service location
• Date of birth, if required for clinical, insurance, or billing purposes
• Emergency contact information, where appropriate
• Appointment details
• Health history and clinical information relevant to physiotherapy care
• Assessment findings, treatment notes, care plans, progress notes, and discharge information
• Insurance, direct billing, ICBC, WorkSafeBC, or payment-related information
• Communications you send to us by website form, email, phone, text, or booking platform
• Resume, professional credentials, and employment-related information if you apply to work with PhysioFITT
• Website usage information, such as device type, browser type, pages visited, approximate location, and referral source, if analytics tools are active

We do not intentionally collect personal information from children through our website without consent from a parent or legal guardian.

3. IMPORTANT NOTICE ABOUT WEBSITE FORMS AND EMAIL

Our website contact forms and email are intended for general inquiries only.

Please do not submit sensitive medical information, urgent clinical concerns, detailed health history, insurance claim details, or confidential documents through a general website contact form unless we specifically direct you to a secure method.

If you are experiencing a medical emergency, call 911 or seek urgent medical care.

4. HOW WE COLLECT PERSONAL INFORMATION

We may collect personal information when you:

• Contact us through our website
• Email, call, or text us
• Book an appointment through our online booking platform
• Complete intake, consent, or clinical forms
• Attend an in-home or virtual physiotherapy appointment
• Submit insurance, direct billing, ICBC, or WorkSafeBC information
• Apply to work with PhysioFITT
• Interact with our website or online advertisements
• Communicate with one of our physiotherapists or administrative team members

We may also receive information from third parties where permitted by law and with appropriate consent, such as insurers, referral sources, other healthcare providers, legal guardians, or authorized representatives.

5. WHY WE COLLECT, USE, AND DISCLOSE PERSONAL INFORMATION

We collect, use, and disclose personal information for purposes that include:

• Responding to inquiries
• Booking, confirming, changing, or cancelling appointments
• Providing physiotherapy assessment and treatment
• Creating and maintaining clinical records
• Communicating with you about your care
• Providing virtual physiotherapy services
• Coordinating care with other healthcare providers, where authorized or permitted by law
• Processing payments, receipts, refunds, and direct billing
• Submitting or supporting insurance, ICBC, WorkSafeBC, or extended health benefit claims
• Managing practitioner schedules and service areas
• Responding to questions, concerns, complaints, or access requests
• Meeting legal, regulatory, professional, insurance, accounting, and recordkeeping obligations
• Improving our website, services, communications, and user experience
• Reviewing job applications and managing recruitment
• Protecting the safety, security, and integrity of our website, systems, staff, patients, and business

We do not collect, use, or disclose personal information for purposes beyond what is reasonably necessary to provide our services unless we have your consent or are permitted or required by law.

6. CONSENT

By providing personal information to PhysioFITT, booking an appointment, submitting a form, communicating with us, or receiving services, you consent to the collection, use, and disclosure of your personal information for the purposes described in this Privacy Policy and as otherwise explained to you at the time of collection.

In some cases, your consent may be implied when the purpose is obvious and you voluntarily provide the information. For example, if you provide your phone number to request a call back, we may use that number to contact you.

For more sensitive information, including health information, we will seek express consent where required or appropriate.

You may withdraw consent at any time, subject to legal, professional, contractual, or practical limits. If you withdraw consent, we will explain any consequences. For example, we may not be able to provide physiotherapy services without collecting and using information needed for safe and appropriate care.

7. HEALTH INFORMATION AND CLINICAL RECORDS

Physiotherapy care requires the collection and use of personal health information. This may include information about your injury, condition, symptoms, medical history, medications, functional limitations, treatment goals, assessment findings, treatment provided, progress, and outcomes.

PhysioFITT physiotherapists are expected to maintain confidentiality and protect patient information in accordance with applicable privacy laws and professional standards.

8. WHEN WE MAY DISCLOSE PERSONAL INFORMATION

We may disclose personal information only when reasonably necessary, with consent, or when permitted or required by law.

This may include disclosure to:

• Physiotherapists and staff involved in your care or administration
• Booking, clinical record, payment, billing, or communication service providers
• Insurance companies, benefit providers, ICBC, WorkSafeBC, or third-party payers, where applicable
• Other healthcare providers involved in your care, with consent or legal authority
• Legal, regulatory, accounting, or professional advisors
• Professional regulators, insurers, or authorities, where required
• A parent, guardian, substitute decision-maker, or authorized representative, where applicable
• Law enforcement, courts, or government authorities, where required or permitted by law
• Service providers who help us operate our website, booking systems, email, analytics, hosting, payment, security, or administrative systems

We do not sell personal information.

9. THIRD-PARTY SERVICE PROVIDERS

PhysioFITT may use third-party service providers to support booking, clinical documentation, virtual care, payment processing, website hosting, analytics, email, security, and administrative operations.

These providers may process or store personal information on our behalf. We take reasonable steps to use service providers that protect personal information appropriately and limit their use of information to the services they provide to us.

Examples may include:

• Online booking and clinic management platforms
• Electronic medical record systems
• Payment processors
• Email and website hosting providers
• Website analytics tools
• Spam prevention or security tools
• Virtual care platforms
  
  

10. ONLINE BOOKING AND VIRTUAL CARE

If you book an appointment through an online booking platform, the information you provide may be collected and processed by that platform under its own privacy and security terms, as well as by PhysioFITT for appointment and care purposes.

If you receive virtual physiotherapy, we may use secure video, communication, or booking tools to provide care. You are responsible for choosing a private location for your virtual appointment and using a secure device and internet connection where possible.

11. WEBSITE ANALYTICS, COOKIES, AND TRACKING TECHNOLOGIES

Our website may use cookies, pixels, log files, or analytics tools to help us understand how visitors use the website, improve performance, measure marketing effectiveness, prevent spam, and maintain security.

These tools may collect information such as:

• IP address
• Browser type
• Device type
• Pages visited
• Time spent on pages
• Referring website
• General location information
• Interactions with buttons, forms, or booking links

You can adjust your browser settings to block or delete cookies. Some website features may not work properly if cookies are disabled.

We do not intentionally use website analytics tools to collect personal health information.

12. PAYMENT AND BILLING INFORMATION

We may collect payment-related information to process fees, issue receipts, support direct billing, and manage insurance or third-party claims.

Depending on the payment method, payment information may be processed by a third-party payment provider or financial institution. PhysioFITT does not store credit card numbers on its website.

13. EMAIL, TEXT MESSAGE, AND PHONE COMMUNICATIONS

We may communicate with you by email, phone, text message, or booking platform messages for purposes such as appointment scheduling, reminders, follow-up, billing, and general communication.

Email and text messaging may not be fully secure. Please avoid sending sensitive health information by email or text unless we have agreed on an appropriate communication method.

By providing your contact information, you consent to being contacted for purposes related to your inquiry, appointment, account, care, or relationship with PhysioFITT.

14. EMPLOYMENT AND CONTRACTOR APPLICATIONS

If you apply to work with PhysioFITT, we may collect information such as your name, contact information, resume, credentials, education, employment history, references, professional registration status, and other information relevant to recruitment.

We use this information only to assess your application, communicate with you, verify information, and manage recruitment or onboarding.

15. HOW WE PROTECT PERSONAL INFORMATION

We use reasonable physical, technical, and administrative safeguards to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, or disposal.

Safeguards may include:

• Password-protected systems
• Role-based access controls
• Secure booking or clinical record systems
• Encryption where available and appropriate
• Device security measures
• Secure disposal of records
• Staff and contractor confidentiality obligations
• Limiting access to personal information on a need-to-know basis
• Reviewing vendors and service providers
• Backups and business continuity practices
• Privacy and confidentiality training

No method of transmission or storage is completely risk-free. We take reasonable steps to reduce privacy and security risks.

16. RETENTION OF PERSONAL INFORMATION

We retain personal information only as long as necessary for the purposes described in this Privacy Policy, to provide care, meet legal and professional obligations, resolve disputes, support business records, and comply with regulatory, tax, insurance, and accounting requirements.

Clinical records are retained in accordance with applicable legal and professional requirements as per the College of Health and Care Professionals of British Columbia.

When personal information is no longer required, we securely delete, anonymize, or dispose of it.

17. ACCESSING OR CORRECTING YOUR PERSONAL INFORMATION

You may request access to your personal information or ask us to correct information you believe is inaccurate or incomplete, subject to legal and professional limits.

To make a request, contact your physiotherapist.

We may need to verify your identity before responding. We will respond within the time required by applicable privacy legislation and professional obligations.

   18. WITHDRAWING CONSENT

You may withdraw consent to the collection, use, or disclosure of your personal information, subject to legal, professional, contractual, and practical limits.

If withdrawing consent affects our ability to provide services, we will explain the consequences.

   19. PRIVACY BREACHES

If we become aware of a privacy breach involving personal information, we will take reasonable steps to contain the breach, assess the risk, notify affected individuals where appropriate, and comply with applicable legal, regulatory, and professional requirements.

   20. LINKS TO OTHER WEBSITES

Our website may link to third-party websites or platforms, including online booking, social media, payment, or professional resources.

We are not responsible for the privacy practices of third-party websites. We encourage you to review their privacy policies before submitting personal information.

   21. CHILDREN AND MINORS

PhysioFITT may provide services to minors where appropriate consent is obtained from the minor, parent, guardian, or authorized decision-maker, depending on the circumstances and applicable law.

We do not knowingly collect personal information from children through our website for marketing purposes.

   22. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised “Last updated” date.

Your continued use of our website or services after changes are posted means you accept the updated Privacy Policy, where permitted by law.

   23. CONTACT US

For questions, privacy requests, access or correction requests, or concerns about how we handle personal information, contact:

PhysioFITT
Privacy contact: Jason Giesbrecht
Email: jason@physiofitt.ca
Phone: 778.715.7111