Privacy Policy

Effective Date: 10/08/2025

Regenesis Pain Management & Rehab Clinic (“we”, “us”, “our”, or “the Clinic”) is committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website (https://www.regenesispmrc.com/) ("Website") and when you use our health‑care services (massage therapy, physiotherapy, chiropractic, acupuncture, etc.).

By accessing or using our Website or receiving services from us, you consent to the practices described herein (subject to applicable legal requirements).

1. What kinds of personal information we collect

We may collect and hold the following types of personal information:

a) Personal identification & contact information

  • Name, date of birth
  • Address, postal code
  • Email address
  • Telephone number(s)
  • Emergency contact information

b) Health, medical, and treatment information

  • Medical history, presenting condition, diagnoses
  • Treatment records, clinical notes, assessments, progress reports
  • Insurance or billing information (e.g. health insurance provider, claim numbers)
  • Consent forms, waivers, authorizations

c) Appointment, scheduling, and usage data

  • Appointment dates, times, cancellations or no‑shows
  • Service preferences (e.g. therapist choice)
  • Notes or history of services rendered

d) Website / online usage data

  • IP address, browser type and version, device type
  • Pages visited, time and date of access, duration
  • Referral source (how you came to the site)
  • Cookies, analytics data, and other tracking technologies

e) Payment / billing information

  • Credit card or debit card information (if processed online)
  • Payment history, invoices, billing statements

2. How we collect personal information

We collect personal information in several ways:

  • When you fill out forms on our Website (e.g. “Contact Us”, “Book an Appointment”, newsletter sign‑up)
  • During your initial intake / registration in person or via digital forms
  • During your clinical visits, treatment sessions, and follow‑ups
  • Through communications you send us (by phone, email, text, via the Website)
  • Automatically via cookies, web server logs, analytics tools, or other tracking technologies
  • From third parties (e.g. your physician, other health professionals, your insurer) when you consent or authorize us to obtain your records

3. Purposes for collecting, using, and disclosing your personal information

We collect and use (and in some cases disclose) your personal information for purposes that include but are not limited to:

  • To provide health care services: assessment, diagnosis, treatment, and follow‑up care
  • To manage your appointments, scheduling, reminders, cancellations
  • To bill you or your insurer, process claims, manage accounts
  • To communicate with you via email, telephone, SMS, or mail (e.g. appointment reminders, notices, updates)
  • To maintain medical records and comply with regulatory, legal, or professional obligations
  • To improve our services, client experience, and internal operations
  • To send you newsletters, promotional materials, or clinic updates (with your consent)
  • To analyze usage of our Website, monitor traffic, optimize performance, and detect unauthorized activity
  • To comply with legal or regulatory obligations, or to assist with audits, investigations, or professional oversight

We will only collect, use, or disclose personal information for the above purposes (or other purposes to which you consent), unless otherwise permitted or required by law.

4. Consent and withdrawal of consent

  • We will obtain your express or implied consent (as required under applicable law) for the collection, use, and disclosure of your personal information.
  • You may withdraw your consent (in whole or in part) at any time, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent, we may not be able to continue to provide certain services to you (e.g. clinical care, billing).
  • To withdraw consent or ask questions about our practices, you may contact us (see Section 9, “Contact Us”).

5. How we protect your personal information

We take reasonable and appropriate measures to protect your personal information against loss, theft, unauthorized access, disclosure, alteration, or destruction. These include:

  • Administrative safeguards (policies, staff training, access controls)
  • Physical safeguards (secure storage, locked rooms, restricted access)
  • Technical safeguards (encryption, secure servers, firewalls, SSL/TLS, password protections)
  • Regular review, audit, and updating of security practices

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Retention of personal information

We retain personal information only as long as reasonably necessary to fulfill the purposes for which it was collected, or as required by law, professional standards, or regulatory obligations. After that, we securely destroy or anonymize the information.

For medical records, retention periods may be governed by provincial or professional regulations; we will comply with applicable retention timelines.

7. Disclosure of personal information to third parties

We may disclose your personal information to:

  • Other health professionals, clinics, or specialists (with your consent or as required for continuity of care)
  • Your insurer, public or private health plans, or claims processors (when required for billing)
  • Legal, regulatory, or governmental authorities (if required or permitted by law)
  • Service providers, vendors or contractors who help us run the Website or our business (e.g. IT providers, analytics services, email service providers), under contractual confidentiality obligations
  • Prospective purchasers of the Clinic or parts of its business (if applicable), subject to confidentiality assurances
  • Professional regulatory bodies, auditors, or oversight authorities

We will ensure that any third party to whom we disclose your personal information is bound by confidentiality obligations and uses the information only for specified purposes.

8. Cookies, tracking, and third‑party links

Cookies & analytics

We may use cookies, web beacons, pixel tags, analytics tools (e.g. Google Analytics) and similar technologies to collect information about your browsing behavior (e.g. pages viewed, time spent). This helps us analyze and improve our Website performance, user experience, and marketing efforts.

You can set your browser to block or delete cookies, but doing so may limit your access to certain features of our site.

Third‑party links

Our Website may contain links to third‑party websites or services (e.g. social media, payment processors, booking platforms). We do not control and are not responsible for the privacy practices or content of those external sites. We encourage you to review their privacy policies before providing them with personal information.

9. Your rights and choices

Depending on applicable laws, you may have certain rights with respect to your personal information, including:

  • Access / Correction: You have the right to request access to the personal information we hold about you, and to request corrections or updates to inaccurate or incomplete data.
  • Withdraw Consent / Limit Use: You may ask us to limit or cease certain uses or disclosures of your information, or withdraw consent (subject to legal or contractual constraints).
  • Deletion / Erasure: You may request deletion or anonymization of your personal information (with exceptions required by law or necessary retention obligations).
  • Data Portability: In certain cases, you may request a copy of your personal data in a portable format.
  • Opt-out of Marketing / Communications: You may unsubscribe or opt-out of receiving promotional or non‑essential communications from us at any time (by using opt-out links or contacting us).
  • Lodge a complaint: If you believe we have violated your privacy rights, you may complain to us (see contact below) or to your provincial or federal privacy commissioner.

To make a request or exercise any rights, please contact us using the contact information in Section 10. We may require verification of your identity before fulfilling any request.

10. Contact us

If you have questions, concerns, or requests about this Privacy Policy or our practices, or to exercise any of your rights, please contact:

Regenesis Pain Management & Rehab Clinic
Address: 20 Rivermede Road, Unit 2, Concord, ON, L4K 3N3
Phone: +1-905‑597‑4997
Email: info@regenesispmrc.com

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. When we make changes, we will revise the “Effective Date” at the top. We will notify you of significant changes via our Website (e.g. banner or notice) or by other means (e.g. email) when appropriate.

You are encouraged to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information.