Privacy Policy
Last updated: September 8, 2026
Your health information is some of the most personal information you have. At PhysioTec Rehab & Wellness, we treat it that way. This page explains what we collect, why we collect it, how we protect it, and the rights you have over it.
By booking with us or using our website, you agree to what's described here.
Who We Are
PhysioTec Rehab & Wellness is a physiotherapy and rehabilitation clinic in Brantford, Ontario. Alongside physiotherapy, we offer services such as laser and shockwave therapy, acupuncture and dry needling, concussion and vestibular rehabilitation, work assessments, and pediatric physiotherapy.
In this policy, "we," "us," and "our" mean PhysioTec Rehab & Wellness. "You" means our patients and the people who visit our website.
As a health clinic in Ontario, we handle personal health information under the rules set out in the Personal Health Information Protection Act (PHIPA). Our physiotherapists also follow the privacy standards of their regulatory college.
What We Collect
To care for you safely, we collect a few kinds of information.
Personal Details
- Your name, date of birth, and contact information
- Your emergency contact
- Your insurance, WSIB, or claim details
Health Information
- Your health history and the reason for your visit
- Assessment findings, treatment notes, and progress
- Medications, past injuries, and relevant lifestyle information
Website Information
When you visit our website, some information is collected automatically, such as your IP address, browser type, and the pages you view.
How We Collect It
We collect information:
- Directly from you, in person, on our forms, over the phone, and through our online booking
- From your referring provider, family doctor, or specialist, when you've agreed to that
- From your insurer, WSIB, or employer, when it relates to a claim or an assessment they've requested
- Through our website, using tools like Google Analytics (these rely on cookies, covered below)
Why We Use It
We use your information to:
- Assess your condition and plan your treatment
- Book and confirm your appointments
- Deliver your care and track your progress
- Process payments and submit insurance or WSIB claims
- Send reminders and follow up on your care
- Meet our professional, legal, and regulatory obligations
Your Care and Sharing
Good care sometimes means working with others. Here's when your information may be shared.
Within Your Care
The practitioners at our clinic involved in your treatment share what they need to care for you well.
With Your Consent
With your okay, we may share information with your family doctor, another provider, or your insurer for a claim.
Assessments Requested by a Third Party
Some services, such as a functional capacity evaluation or work assessment, are requested by an employer, insurer, or WSIB. When that's the case, the resulting report goes to the party who requested it. We'll make that clear to you before we start.
When the Law Requires It
In limited cases, the law requires or permits us to share information, for example to protect someone's safety or to meet a legal or regulatory duty.
Outside of these situations, we ask for your consent before sharing your information, and you can say no.
Insurance, WSIB, and Direct Billing
If we bill your insurer or WSIB directly or submit a claim for you, we share the information needed to process it, such as your name, the service provided, and the amount. Those organizations have their privacy practices, which apply once the information reaches them.
Online Booking and Records
We use a secure practice management system to handle online booking and keep your records. Providers like this are required to protect your information and may only use it to support our services.
Cookies and Website Tracking
Our website uses cookies, which are small files stored on your device. Cookies help the site work properly and let us see how visitors use our pages. You can turn cookies off in your browser settings. Some parts of the site may not work as smoothly.
Email, Text, and Reminders
We may contact you by email, phone, or text about your appointments, including reminders. Please keep in mind that email and text are not fully secure, so we keep any health details in those messages to a minimum.
If you'd prefer we reach you a certain way, just let us know.
How We Protect Your Information
We use technical and administrative safeguards to keep your information secure. Access is limited to team members who need your information to do their jobs and our staff and practitioners are bound by confidentiality.
No system is ever perfect. We take this responsibility seriously.
How Long We Keep It
We keep your health records for as long as the law and the College of Physiotherapists of Ontario require. This is generally several years after your last visit, and longer for the records of children.
When records are no longer needed, we destroy them securely.
Your Rights
Under PHIPA, you have the right to:
- Ask to see and get a copy of your health records
- Ask us to correct information you believe is wrong
- Withdraw your consent to certain uses or sharing, within what the law allows
- Ask questions about how we handle your information
To make a request, contact us using the details below. If you're ever unhappy with how we've handled your information, you can also contact the Information and Privacy Commissioner of Ontario.
Children and Families
We treat patients of all ages, including children through our pediatric physiotherapy. For young patients, we collect and handle information with the consent of a parent or guardian, in line with the law.
Links to Other Sites
Our website and social pages may link to other sites, such as our booking system or social media. We're not responsible for how those sites handle your information, so it's worth reading their privacy policies too.
Changes to This Policy
We may update this page from time to time. When we do, we'll change the "Last updated" date at the top. If the changes are significant, we'll do our best to let you know.
Contact Us
Questions about your privacy, your records, or this policy? Please reach out.