Privacy Policy for Personal Information
The protection of our patients’ personal information is a priority for Physio PML inc. In accordance with the Act Respecting the Protection of Personal Information in the Private Sector (Law 25), this policy outlines the governance rules applicable to such information.
Designated Privacy Officer
Name: Usman Safdar
Position: Kinesiologist and General Manager
Email: info@physiopml.ca
Phone: (450) 992-1531
Consent
When we collect information about you, we first request your written consent for the collection, use, or disclosure of your personal information for the specified purposes. We will seek your verbal or written consent for any additional use, disclosure, or collection of your personal information, or if the purposes for which the information was originally collected change. Our organization commits to using the information provided in order to:
• Provide safe and personalized professional care
• Fulfill our legal and professional obligations
• Manage billing and insurance claims
• Communicate with you regarding your appointments or treatment plans
And to retain it only as long as necessary to fulfill the requested service. However, we may collect, use, or disclose your information without consent where permitted or required by law.
Purpose and Limitations on Collection, Use, and Disclosure
We limit the collection, use, and disclosure of your personal information strictly to the purposes we have communicated. Your information is only accessible to authorized personnel as part of their assigned duties.
We collect various types of personal information during our interactions with you, including when using our website or services. The types of information collected may include, but are not limited to, and are used for the following purposes:
• First and last name
• Contact information (address, phone number, email)
• Medical or health information required to provide and improve services
• Browsing and website usage data (IP address, cookies, browsing history)
• Information collected through marketing and analytics tools
• Responding to your inquiries and ensuring personalized follow-up
• Managing our client and patient relationships
• Meeting legal and regulatory requirements
• Optimizing marketing efforts and measuring campaign effectiveness
Your information is stored securely in accordance with the obligations of the Ordre professionnel de la physiothérapie du Québec (OPPQ) and Quebec’s privacy legislation (Law 25), for a minimum of five (5) years after the closure of the file. Afterwards, it is securely destroyed.
Access and Modification Requests
You have the right to know whether we hold personal information about you and to consult that information. You also have the right to ask how the information was collected, used, and to whom it was disclosed. We will provide such information within a reasonable timeframe following a written request. This information will only be disclosed to you or to our designated Privacy Officer.
All access or modification requests regarding personal information must be sent to: info@physiopml.ca
Retention of Information
Since April 1, 2023, all rehabilitation files are created digitally and stored in compliance with current governmental standards using appointment and medical records management software. Documents originating outside our clinics are scanned and added to the relevant digital file. No physical copies are kept. Digital files are archived after 3 months of inactivity.
For rehabilitation records created before April 1, 2023, physical records are retained for 5 years, according to professional standards. These records must then be destroyed in accordance with the law and our retention policy. We take appropriate measures to ensure confidentiality during the destruction process and prevent unauthorized access.
Internal Access to Personal Information
Internally, Physio PML inc. provides limited access to employees’ personal information, patient medical records, and client files. Access is granted only to management personnel whose duties require it.
All internal or external information requests must be routed through the Privacy Officer. The General Management of Physio PML inc. ensures compliance with data protection by minimizing processed data and restricting access to authorized personnel or specifically approved third parties (e.g., tax authorities, legal representatives).
You have the right to:
• Access your file
• Request corrections
• Withdraw your consent (unless retention is required by law)
• File a complaint if you believe your information is mishandled
Contact Mr. Usman Safdar, Privacy Officer, at: info@physiopml.ca
You may request a printed copy of our privacy policy at the front desk of any of our clinics.
Requests for Information and Changes
Any request from internal or external sources concerning an employee, patient, or client must be submitted to the Privacy Officer. No personal information may be disclosed without authorization. Any change to personal information must also be reported solely to the Privacy Officer.
Information Shared by Email
When contacting us by email, you must provide your name and email address and write your message in the spaces provided on the « Contact Us » or « Careers » page.
Only authorized personnel handle these messages with the same level of confidentiality as paper correspondence. Your personal information will only be used by our staff to process your request and, if necessary, forwarded to the appropriate person for follow-up.
Data Storage and Security
All personal information you provide is stored on a secure, restricted-access platform accessible only to management. Physio PML inc. takes reasonable technical steps to maintain a secure environment, including: antivirus software, access management, intrusion detection, and regular backups.
We implement physical, administrative, and technological safeguards:
• Locked or restricted-access digital files
• Platforms hosted in Canada and compliant with privacy laws
• Staff training on confidentiality
• Monitoring of system access
Automatically Collected Data
When accessing our website, your computer and our server exchange data. This exchange is necessary for the server to deliver a compatible file for your device.
Most of the automatically transmitted information does not identify you. It is collected due to technological requirements inherent to web browsing.
At Physio PML inc., this data helps us count visits, determine the most viewed pages, identify the most popular topics, analyze visitor technology, track referring sites, and improve your browsing experience.
Analytics and Marketing Tools
We use third-party tools to analyze browsing behavior and improve our marketing campaigns. These tools may collect data such as visited pages, session durations, and ad interactions. Tools include:
• Meta Ads with Advanced Matching – Collects email and phone numbers to improve targeting on Facebook and Instagram
• Google Ads with Enhanced Conversions – Uses email, phone, and address data for conversion tracking and ad optimization
• Google Analytics 4 (GA4) – Provides insights on user behavior, sessions, and conversions
• Google Tag Manager – Manages tracking tags to better understand user activity
• Google Consent Mode – Adjusts tracking based on user consent, balancing compliance and ad performance
• LinkedIn Ads – Targets professionals based on industry, roles, and skills
• Microsoft Clarity – Tracks clicks, scrolling, and mouse movement for UX improvements
• Cyberimpact – Manages client relationships, marketing automation, and engagement tracking
Meeting and Call Recordings
Before recording any meeting or conversation, the recording party must request unanimous consent. If consent is not granted by all participants, the conversation must not be recorded.
Access to such recordings is restricted to participants unless prior consent for broader sharing is given.
Privacy Incidents
A privacy incident occurs when personal information is:
• Shared by mistake
• Lost or stolen
• Accessed without authorization
• Used for purposes other than originally intended (unless permitted by law or consent)
• Improperly disclosed to unauthorized individuals
Any person aware of a privacy incident must report it to the Privacy Officer within 24 hours.
In the event of a breach (unauthorized access, data theft, security failure), we commit to:
• Immediately assess the risk
• Notify affected individuals if there’s a potential for serious harm
• Notify the Commission d’accès à l’information du Québec
• Log the incident in our registry
Contact Information
Usman Safdar
Privacy Officer
info@physiopml.ca
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