Total Wellness Rehab (“we,” “us,” or “our”) operates the website totalwellnessrehab.com and provides physiotherapy, massage therapy and related healthcare services at our clinic in Brampton, Ontario. We are committed to protecting your privacy and handling your personal information responsibly, in accordance with applicable Canadian laws including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, the Personal Health Information Protection Act (PHIPA) of Ontario.
1. Information We Collect
Depending on how you interact with us, we may collect:
Website & Contact Inquiries
When you submit our contact form or request information online, we may collect:
- Full name
- Email address
- Phone number (optional)
- Service of interest
- Message content and any health-related details you choose to share
- Date and time of submission
Appointment Booking
Online appointments are processed through Jane App, a third-party scheduling platform. Information you provide during booking (name, contact details, appointment preferences and intake forms) is collected and stored by Jane App in accordance with their privacy policy. We receive the information necessary to confirm and manage your appointment.
Clinical & Health Records
When you become a patient at our clinic, we collect personal health information required to provide safe, effective care — including medical history, assessment findings, treatment notes, insurance details and billing records. This information is maintained separately from general website inquiries and is protected under PHIPA.
Newsletter & Marketing
If you subscribe to our newsletter or opt in to receive health tips and clinic updates, we collect your email address and subscription preferences. You may unsubscribe at any time.
Automatically Collected Information
When you visit our website, we may automatically collect limited technical data such as:
- Browser type and device information
- IP address (anonymized where possible)
- Pages visited and time spent on the site
- Referring website or search terms
This data helps us improve site performance and understand how visitors use our content. We do not sell this information to third parties.
2. How We Use Your Information
We use personal information only for legitimate purposes, including to:
- Respond to contact form submissions and general inquiries
- Schedule, confirm and manage appointments
- Provide physiotherapy, massage and related healthcare services
- Process insurance claims and direct billing on your behalf
- Send appointment reminders and care-related communications
- Deliver newsletters and clinic updates (with your consent)
- Improve our website, services and patient experience
- Comply with legal, regulatory and professional obligations
3. Consent
We obtain your consent before collecting, using or disclosing personal information, except where permitted or required by law. By submitting our contact form, you consent to being contacted about your inquiry. By booking an appointment or becoming a patient, you consent to the collection and use of information necessary for your care.
You may withdraw consent for non-essential communications (such as marketing emails) at any time by contacting us or using the unsubscribe link in our emails. Withdrawal of consent for essential care-related communications may limit our ability to provide certain services.
4. Health Information
Personal health information is among the most sensitive data we handle. We maintain strict safeguards to protect clinical records, limit access to authorized staff, and use health information only for treatment, payment, healthcare operations and as otherwise permitted under PHIPA.
We do not post identifiable patient information on our website or social media without your explicit written consent.
5. Sharing & Third-Party Services
We do not sell or rent your personal information. We may share information with trusted third parties only when necessary:
- Jane App — online appointment scheduling and patient intake
- Google Firebase — secure storage of website contact form submissions and admin content management
- Extended health insurers & auto insurers — direct billing and MVA/WSIB claims processing, with your authorization
- Email & communication providers — appointment confirmations, auto-replies and clinic updates
- Legal or regulatory authorities — when required by law, court order or professional regulatory body
All third-party providers are required to protect your information and use it only for the purposes we specify. Some providers may store data on servers located outside Canada; in such cases, your information may be subject to the laws of that jurisdiction.
6. Cookies & Analytics
Our website may use cookies and similar technologies to remember preferences, analyze traffic and improve user experience. You can control cookies through your browser settings. Disabling cookies may affect certain site features.
We may use Google Analytics or similar tools to understand aggregate website usage. Analytics data is used in de-identified form and is not linked to individual patient records.
7. Data Retention
We retain personal information only as long as necessary for the purposes described in this policy or as required by law. Contact form submissions are typically retained for up to two years unless a longer period is needed to resolve your inquiry or establish a patient relationship.
Clinical health records are retained in accordance with College of Physiotherapists of Ontario guidelines and applicable PHIPA requirements — generally for a minimum of 10 years from the last entry or until the patient reaches the age of majority plus 10 years, whichever is longer.
8. Security
We implement reasonable administrative, technical and physical safeguards to protect personal and health information against unauthorized access, loss, misuse or disclosure. These include encrypted connections (HTTPS), access controls, secure cloud infrastructure and staff training on privacy obligations.
No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
9. Your Rights
Under PIPEDA and PHIPA, you have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Withdraw consent for non-essential uses of your information
- File a complaint with us or with the Office of the Privacy Commissioner of Canada
- For health records, lodge a complaint with the Information and Privacy Commissioner of Ontario
To exercise these rights, contact us using the details below. We will respond within 30 days, or as required by applicable law.
10. Children's Privacy
Our website is not directed at children under 13. We do not knowingly collect personal information from children through the website without parental or guardian consent. Pediatric patients are treated in accordance with applicable healthcare consent laws in Ontario.
11. External Links
Our website may contain links to third-party sites (such as Jane App, Google Maps or social media). We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing personal information.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal requirements. The “Last updated” date at the top of this page indicates when the policy was last revised. Material changes will be posted on this page.
13. Contact Us
If you have questions about this Privacy Policy or wish to access or correct your personal information, please contact:
- Total Wellness Rehab
- 164 Queen St E Unit #108, Brampton, ON L6V 1B4
- Phone: +1 905 867 1640
- Email: info@totalwellnessrehab.com
For health record access requests, please contact our clinic directly. We may require verification of identity before releasing personal health information.
See also our Terms of Use and Contact page.