Privacy Policy

1. Who We Are

Align Wellness Thornhill is a multidisciplinary health and wellness clinic located in Vaughan, Ontario, Canada.

We provide a variety of health and wellness services, including but not limited to:

• Massage therapy
• Acupuncture
• Physiotherapy
• Chiropractic care
• Osteopathy
• Psychotherapy
• Facial and wellness services

Our clinic works with qualified healthcare professionals and wellness practitioners who are committed to providing safe, compassionate, and personalized care.

2. Information We Collect

We collect only the personal information necessary to provide safe care, manage our clinic operations, and communicate with you. The information we may collect includes:

Personal and Contact Information

• Full name
• Date of birth (where required)
• Phone number
• Email address
• Mailing address
• Preferred method of communication

Appointment Information

• Service requested
• Appointment date and time
• Preferred practitioner
• Appointment history
• Referral information (if applicable)
• Notes or messages you provide when booking

Health Information

To provide safe and effective treatment, we may collect health information, including:

• Medical history
• Current health conditions
• Previous injuries
• Symptoms and areas of concern
• Allergies
• Medications
• Pregnancy-related information when relevant
• Lifestyle information related to treatment
• Treatment goals and preferences
• Assessment findings and clinical notes

Health information is considered sensitive personal information and receives additional protection.

Payment and Administrative Information

• Billing information
• Insurance information
• Receipts
• Transaction records

Communication Information

• Emails
• Text messages/SMS communications
• Website contact form submissions
• Other messages you send to us

Website and Technical Information

When you visit our website, we may collect limited technical information necessary for security and website operation, including:

• IP address
• Browser type
• Device information
• Website usage information

We do not sell personal information or create advertising profiles based on your personal information.

3. How We Use Your Information

We use your personal information to:

• Schedule, confirm, cancel, and manage appointments
• Provide healthcare and wellness services safely
• Assess your needs and develop personalized treatment plans
• Communicate with you regarding your appointments and care
• Respond to questions and inquiries
• Process payments and issue receipts
• Support insurance claims when authorized by you
• Maintain clinical, administrative, and financial records
• Meet legal, regulatory, and professional requirements
• Improve our services and patient experience
• Send newsletters, promotions, and wellness updates where you have provided consent

4. Consent

By providing your personal information and requesting services from Align Wellness Thornhill, you consent to the collection, use, and disclosure of your information for the purposes described in this Privacy Policy.

We obtain express consent when required, including for:

• Collection and use of sensitive health information
• Marketing communications
• Disclosure of information outside normal healthcare operations

You may withdraw your consent at any time by contacting our Privacy Officer. Please note that withdrawal of consent may affect our ability to provide certain services or meet legal obligations.

5. Health Information Privacy

We understand that your health information is highly personal and sensitive.

Your health information is collected only for purposes related to providing safe and effective treatment. Access is limited to:

• Your treating practitioner
• Authorized clinic staff involved in your care
• Individuals who require access for legitimate clinic operations

Your health information:

• Is never sold
• Is never used for advertising purposes
• Is not shared without authorization unless required or permitted by law

Providing complete and accurate health information helps us provide safer treatment. If relevant information is withheld, we may need to modify or decline treatment when necessary to protect your safety.

6. SMS/Text Messaging Privacy

Align Wellness Thornhill may use SMS/text messaging to communicate with you regarding:

• Appointment confirmations
• Appointment reminders
• Scheduling changes
• Responses to your inquiries
• Important information related to your care

SMS messages are not used for marketing purposes unless you provide separate consent.

Your SMS consent will not be sold, rented, or shared with third parties or affiliates for promotional purposes.

You may opt out of SMS communications at any time by replying STOP. Reply HELP for assistance.

Message and data rates may apply. Messaging frequency may vary.

7. How We Protect Your Information

We use reasonable administrative, technical, and physical safeguards to protect your personal information, including:

• Secure electronic health record systems
• Password-protected accounts
• Role-based access controls
• Secure backups
• Encrypted website connections (HTTPS)
• Confidentiality requirements for employees and contractors
• Secure storage of paper records when applicable

Although we take reasonable precautions, no method of electronic storage or transmission is completely risk-free.

8. Sharing and Disclosure of Information

We do not sell, rent, lease, or trade your personal information. We may disclose information only when necessary:

Healthcare Providers and Clinic Staff

To practitioners and staff involved in providing your care.

Service Providers

To trusted third-party providers who support our operations, such as:

• Appointment booking systems
• Electronic health record providers
• Payment processors
• Website hosting providers
• Email or communication providers

These providers are expected to maintain appropriate privacy protections.

Legal Requirements

When required or permitted by law, including:

• Court orders
• Legal requests
• Regulatory requirements

With Your Consent

When you specifically authorize disclosure.

9. Email Marketing and Canada’s Anti-Spam Legislation (CASL)

We may send you marketing emails, newsletters, promotions, or wellness information only if you have provided consent. All marketing communications will:

• Clearly identify Align Wellness Thornhill
• Include our contact information
• Provide an unsubscribe option

You may unsubscribe at any time.

Unsubscribing from marketing emails will not prevent us from sending essential communications related to your appointments, services, or care.

10. Cookies and Website Tracking

Our website may use cookies or similar technologies to improve website functionality, security, and user experience.

We do not use advertising cookies or third-party tracking technologies unless disclosed and permitted by applicable privacy laws.

If third-party links appear on our website, those websites have their own privacy policies. Align Wellness Thornhill is not responsible for the privacy practices of external websites.

11. Retention of Personal Information

We retain personal information only as long as necessary to:

• Provide services
• Maintain accurate records
• Meet legal, regulatory, tax, and professional obligations

Health records are retained according to applicable Ontario laws and professional regulatory requirements.

Financial and business records are retained according to Canada Revenue Agency (CRA) requirements.

When information is no longer required, it is securely destroyed or anonymized.

12. Your Privacy Rights

Subject to legal limitations, you may request:

• Access to your personal information
• Correction of inaccurate or incomplete information
• Withdrawal of consent
• Removal from marketing communications
• Deletion of information where legally permitted

To protect your privacy, we may require identity verification before processing your request.

13. Privacy Breaches

We maintain safeguards designed to prevent unauthorized access, loss, misuse, or disclosure of personal information.

If a privacy breach occurs that creates a real risk of significant harm, we will take appropriate steps, including notification to affected individuals and regulatory authorities when required by law.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our services
• Changes in privacy practices
• Changes in legal requirements

The most current version will always be available on our website. The “Last Updated” date indicates the latest revision.

15. Contact Us

If you have questions, concerns, or requests regarding your personal information or this Privacy Policy, please contact:

Align Wellness Thornhill
Privacy Officer

Address: Unit 2 – 7670 Yonge Street, Thornhill, Ontario L4J 1W1
Phone: 416-637-9933
Email: support@AlignWellnessThornhill.ca