PRIVACY POLICY

Coronation Physiotherapy

Astral Physiotherapy Inc., operating as Coronation Physiotherapy

14315 118 Ave NW, Unit 142, Edmonton, AB  T5L 4S6

[email protected]  |  coronationphysio.ca  |  (780) 451-6263  |  (825) 451-6263

Effective Date: April 8, 2026  |  Last Reviewed: April 8, 2026

1. Introduction

Coronation Physiotherapy is committed to protecting the privacy of our patients, website visitors, and all individuals who interact with our clinic. We collect, use, and safeguard personal and health information in accordance with the Personal Information Protection Act (Alberta) (PIPA) and the Health Information Act (Alberta) (HIA).

This policy explains what information we collect, why we collect it, how we use and protect it, and your rights regarding that information. By visiting our website or receiving care at our clinic, you agree to the practices described in this policy.

2. Who We Are

Astral Physiotherapy Inc. is the legal entity that owns and operates Coronation Physiotherapy, a registered physiotherapy clinic located at 14315 118 Ave NW, Unit 142, Edmonton, Alberta. We are a custodian of health information as defined under the Health Information Act (Alberta).

For questions about this policy or to exercise any of your privacy rights, contact us at:

Email: [email protected]

Phone: (780) 451-6263  |  (825) 451-6263

Address: 14315 118 Ave NW, Unit 142, Edmonton, AB  T5L 4S6

3. Information We Collect

3.1 Health Information (Clinic Patients)

As a regulated healthcare provider, we collect health information necessary to assess, diagnose, and treat our patients. This includes:

Full name, date of birth, and contact information

Medical history, injury history, and presenting conditions

Assessment findings, treatment notes, and progress records

Physician referrals and correspondence with other healthcare providers

Insurance information and billing details for direct billing purposes

Motor vehicle accident (MVA) and Workers' Compensation Board (WCB) claim information where applicable

Consent forms, intake questionnaires, and other clinical documentation

This information is collected with your knowledge and consent, either directly from you or from your referring healthcare provider or insurer.

3.2 Personal Information (Website and Communications)

When you visit our website or contact us, we may collect:

Name, email address, and phone number submitted through contact or booking forms

General inquiry or message content you provide

Technical data such as IP address, browser type, and pages visited (via analytics tools)

Cookie data where applicable (see Section 9)

3.3 Information We Do Not Collect

We do not collect financial account numbers, credit card details through our website, or any sensitive personal information beyond what is required to provide physiotherapy and related services.

4. How We Use Your Information

We use the information we collect for the following purposes:

4.1 Providing and Managing Your Care

To assess, diagnose, and treat you as a patient

To coordinate care with other regulated healthcare providers involved in your treatment

To process direct billing with your insurance provider

To process WCB or MVA claims on your behalf

To send appointment reminders and post-treatment follow-up communications

4.2 Clinic Operations

To maintain accurate and complete patient records as required by law

To respond to inquiries submitted through our website or by phone or email

To manage and improve our services

To comply with legal, regulatory, and professional obligations

4.3 Marketing Communications (With Consent)

With your express consent, we may send you occasional communications about our services, clinic news, or health information. Every marketing communication includes a clear and easy way to unsubscribe. We comply fully with Canada's Anti-Spam Legislation (CASL).

We will never sell, rent, or trade your personal or health information to third parties for marketing purposes.

5. Legal Basis and Consent

Under PIPA and HIA, we collect and use your personal and health information on the following legal bases:

Consent: You have provided express or implied consent for us to collect your information for the purpose of receiving care or communicating with us.

Treatment: Collection and use of health information is permitted without additional consent when it is reasonably required to provide direct treatment.

Legal obligation: We may collect or disclose information as required by law, court order, or to comply with regulatory requirements of our governing body, the College of Physiotherapists of Alberta (CPA).

You may withdraw consent for non-essential communications at any time by contacting us at [email protected]. Withdrawal of consent does not affect our ability to retain records we are legally required to maintain.

6. How We Share Your Information

We do not sell or share your personal or health information except in the limited circumstances below:

6.1 Direct Billing and Insurance

With your consent, we share relevant health and billing information with your insurance provider, Alberta Blue Cross, ASEBP, WCB Alberta, ICBC (if applicable), or any other insurer to facilitate direct billing. We share only the minimum information necessary to process your claim.

6.2 Referrals and Coordinated Care

With your knowledge and consent, we may share relevant health information with your family physician, specialist, or other regulated healthcare provider involved in your treatment.

6.3 Service Providers

We use third-party platforms to manage clinic operations, including:

Practice Perfect (Electronic Medical Record and online booking platform) — patient health records and appointment data

GoHighLevel (ClientEnginePro platform) — website hosting, contact form data, and appointment reminder communications

These service providers are bound by confidentiality obligations and may only use your information as directed by us and as required to deliver their services.

6.4 Legal Requirements

We may disclose information if required by law, court order, or a regulatory authority. Where possible, we will notify you before making such a disclosure.

7. How We Protect Your Information

We take the security of your information seriously. Our safeguards include:

Physical security measures at our clinic to restrict unauthorized access to patient records

Secure, password-protected electronic systems for storing health information

Restricted staff access to patient records on a need-to-know basis

Use of reputable, compliant third-party platforms with their own security protocols

Staff training on privacy obligations and confidentiality

No method of electronic transmission or storage is completely secure. While we take all reasonable steps to protect your information, we cannot guarantee absolute security. In the event of a breach that poses significant risk to you, we will notify you and relevant authorities as required under applicable law.

8. Retention of Information

We retain patient health records for a minimum of ten (10) years from the date of last treatment, or as otherwise required by the College of Physiotherapists of Alberta or applicable law. Records for patients who were minors at the time of treatment are retained for ten (10) years from the date the patient turns eighteen (18).

Non-clinical personal information (such as website inquiries) is retained only as long as necessary to respond to your request, and is securely deleted or anonymized once it is no longer needed.

9. Cookies and Website Analytics

Our website may use cookies and similar tracking technologies to understand how visitors interact with our site. This helps us improve the website experience. The types of cookies we may use include:

Essential cookies: required for the website to function properly

Analytics cookies: used to understand traffic patterns and page performance (for example, Google Analytics)

You can control cookie preferences through your browser settings or through our cookie consent tool when you first visit our website. Disabling certain cookies may affect the functionality of some pages.

We do not use tracking technologies to collect health information or to build advertising profiles.

10. Your Rights

You have the following rights regarding your personal and health information:

Access: You may request a copy of the personal or health information we hold about you.

Correction: If information we hold is inaccurate or incomplete, you may request a correction.

Withdrawal of consent: You may withdraw consent for non-essential uses of your information at any time, subject to legal and contractual restrictions.

Complaint: If you believe we have not handled your information appropriately, you have the right to file a complaint with the Office of the Information and Privacy Commissioner of Alberta (OIPC).

To exercise any of these rights, please contact us in writing at [email protected]. We will respond within 30 days.

Office of the Information and Privacy Commissioner of Alberta

Phone: (780) 422-6860  |  Website: oipc.ab.ca

11. Children's Privacy

Our website is not directed at children under the age of 13. We do not knowingly collect personal information from children through our website without parental or guardian consent. If a minor is a patient at our clinic, we collect only the health information necessary to provide care, in accordance with HIA and with the knowledge of a parent or legal guardian where required.

12. Links to Other Websites

Our website may contain links to third-party websites, including insurance providers, booking platforms, or professional associations. We are not responsible for the privacy practices of those websites. We encourage you to review the privacy policies of any external sites you visit.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will update the effective date at the top of this document. Material changes will be communicated through a notice on our website or directly to patients where appropriate.

Your continued use of our website or services after any update constitutes your acceptance of the revised policy.

14. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or the way we handle your information, please reach out:

Coronation Physiotherapy

Astral Physiotherapy Inc., operating as Coronation Physiotherapy

14315 118 Ave NW, Unit 142, Edmonton, AB  T5L 4S6

Email: [email protected]

Phone: (780) 451-6263  |  (825) 451-6263

Website: coronationphysio.ca

We are committed to resolving any privacy concerns promptly and transparently.