Last Updated: April 2026

Acceptance of Privacy Policy

Sampson Physio and Rehab Inc. dba The Physio Studio and its affiliates and related entities (“The Physio Studio”, “we,” “us,” or “our”) are committed to respecting and protecting the privacy of the personal information we obtain from you when you access and use our products, services, and website, found at https://www.thephysiostudio.ca/ (our “Website”), or interact with any of our social media accounts, including on Facebook and Instagram (collectively, the “Services”).

This privacy policy (this “Policy”) serves to inform you about how we collect, use and share your personal information, and about our privacy practices in general. This Policy also describes your rights and the decisions you can make about your personal information. Our employees, service providers, and contractors are required to comply with this Policy.

For the purposes of this Policy, “personal information” means information about an identifiable individual, which includes information that can be used on its own or with other information to identify, contact or locate a single person.

By sharing your personal information with us or by using our Services, you signify your consent to the collection, use and disclosure of your personal information in accordance with this Policy.

We reserve the right in our sole discretion to revise and update this Policy at any time by posting a revised version on our Website. Any and all such modifications are effective immediately upon posting and apply to all access to and continued use of our Website. You agree to periodically review this Policy in order to be aware of any such modifications and your continued use shall constitute your acceptance of this Policy.

This Policy should be read together with our Terms of Use which can be accessed at: https://www.thephysiostudio.ca/terms-of-use.

Application of Policy

This Policy applies to all personal information we collect, use and disclose in connection with our business and operations. This Policy applies where we collect personal information, however accessed and/or used, whether verbally, via personal computers, mobile devices, or otherwise provided to us directly by you or another authorized party.

Information We Collect and How We Collect It

Wherever possible, we limit the amount of information we collect, use or disclose to only such information as is necessary and appropriate to more efficiently operate our business. We may collect the following information from you by phone, email, in person or through our Website, and by other means in the following contexts:

Directly From You: When you share personal information with us, such as through accessing our Services, requesting an appointment, uploading or submitting information by email or through our Website, entering promotions/contests/giveaways, making a complaint, or contacting us to obtain our Services, including by email or over the phone, you may voluntarily provide us with certain personal information.

From Jane App: When you book an appointment with us through Jane App, our third party practice management and scheduling platform, any personal information you submit, including your name, authentication credentials (user ID, email, or password), contact information, appointment details, health information, or payment information, is collected, stored, and processed by Jane App. Jane App operates independently from us and maintains its own terms of use, privacy policy, and security practices and data handling procedures. Your use of Jane App is governed solely by Jane App’s applicable terms and policies, and we encourage you to review them carefully before submitting any information. We do not control Jane App’s systems and are not responsible for the privacy practices or security of Jane App.

Surveys: Occasionally, we may request you complete an optional survey where you may be asked to submit certain personal information for identification purposes and to better understand your feedback.

Automated Collection: When you access our Website, we collect certain information through the use of cookies and other automatic data collection technologies to optimize your Website experience and as further described under the heading “Use of Cookies”, below.

Electronic Communications: If you sign up for text, “SMS”, e-mail, or other electronic communications, we collect and use the information that you provide to us in accordance with this Policy.

Support Services: If you contact us through email or otherwise, we collect your name and contact information in order to better respond to your requests.

Obtaining Consent

We obtain your consent before we collect, use or disclose your information. Normally, we ask for your consent in writing, however, in some circumstances we may accept your oral consent. Sometimes, your consent may be implied through your conduct with us, such as by accessing certain of our Services.

If you wish to refuse, alter or withdraw your consent to certain of the identified purposes, you may do so at any time (subject to legal and contractual requirements, reasonable notice, and any applicable laws) by contacting our Privacy Officer (see end of this Policy for contact information). The period of reasonable notice will vary depending on the nature of the information and its purpose.

If you provide us or our service providers with personal information of another individual, you represent and warrant that you have all necessary authority and/or have obtained all necessary consents from such person to enable us to collect, use and disclose such information for the purposes set forth in this Policy.

If we collect your personal information for an identified purpose, and we later need to use that information for a different purpose, we will seek your consent prior to doing so.

How We Use Your Information

We may use your personal information to:

• assist us with providing you with our Services and a positive and secure experience on our Website;

• schedule and manage your appointments with us;

• understand your treatment needs to determine the suitability of our Services for you;

• communicate with you for purposes of providing the Services or to respond to any of your requests;

• inform you about our new services and other important information regarding our Services;

• manage and administer our business, including billing and administrative functions;

• improve our Website design and Services;

• to administer giveaways, contests, promotions and event sign-ups;

• fulfill the purposes for which you provided the information or that were described when it was collected; or

• for any other purpose with your consent.

We will only use your personal information for other purposes with your consent or as permitted or required by law.

Sharing Your Information

The personal information we collect from you is shared with certain individuals that you connect and communicate with at The Physio Studio (such as employees working at The Physio Studio who provide you with our Services).

Your personal information is only disclosed in accordance with this Policy, with your consent, or as otherwise permitted or required by law, exclusively for the purposes for which the personal information was collected. If appropriate or necessary, we will disclose your information, including:

• with our service providers, such as those we rely on to host our Website, manage appointment bookings, process communications, handle marketing, analytics, hosting and data-storage functions, to enable those service providers to carry out work on our behalf;

• with our financial, insurance, legal, accounting or other advisors that provide professional services to us;

• when necessary to comply with court orders, regulatory rules, or to satisfy our insurance requirements; and

• in connection with a business transaction involving The Physio Studio.

To the extent we enter into arrangements with service providers to store, handle or otherwise deal with personal information on our behalf, such as for data processing or document storage software support, we require such parties (by contractual or other means) to provide comparable privacy protection while the information is processed or handled by them and to only use your information to perform the services we have specified and with the same standards set out in this Policy.

If we disclose your personal information in connection with a business transaction for the sale of The Physio Studio, we may disclose personal information only as necessary in connection with the transaction, and provided that the party to which we disclose the personal information is bound by an agreement to only use or disclose the personal information for the purposes for which it was collected, used or disclosed by The Physio Studio. The Physio Studio will notify you that the transaction has occurred and what personal information has been disclosed.

Please note that there are circumstances where applicable laws may justify, permit or require the disclosure of information without your consent. For example, we may disclose your information to a government institution that has asserted its lawful authority to obtain the information or where we have reasonable grounds to believe the information could be useful in the investigation of unlawful activity. In such circumstances, we will try to disclose only the personal information which is required for such purposes.

Retention, Storage and Security of Your Information

We will only retain your personal information (i) for as long as it is necessary for the purposes for which it was collected, (ii) for reasonable backup, audit, or similar purposes, and (iii) to comply with applicable laws. When your personal information is no longer necessary for the purposes for which it was collected, and legal and business purposes no longer require its retention, we will destroy records containing your personal information or remove the means by which said personal information can be associated with you. Under some circumstances we may anonymize your personal information so that it can no longer be associated with you. We reserve the right to use such anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.

We store your information in secured locations and on servers controlled by us, located either at our facilities or our service providers’ facilities. We implement and use industry level safeguards to protect the security of information in our possession, including technological, organizational and physical measures. Our security measures include: (i) security of our premises; (ii) limiting access to files that contain personal information; (iii) technological safeguards; and (iv) internal password and security policies. Sensitive personal information is accorded a higher level of protection commensurate with its level of sensitivity.

Although we do our best to ensure your personal information is protected, no method of transmitting or storing information is completely secure. Sharing personal information carries a risk that it may be intercepted, misused or lost. We make no warranty with respect to the integrity of any electronic communications between us and you or with respect to the security of any such communications.

Your Rights and Choices

It is important to us that your personal information is accurate and current, and we respect the rights you have with respect to your personal information. At any time, you can contact us to:

• request access to your personal information and to obtain a copy of it;

• request information about the ways in which we are using your personal information, and the names of the individuals and organizations to whom your personal information has been disclosed;

• request a correction of your personal information in the event we hold incomplete or inaccurate information about you;

• unsubscribe from our email communications or promotional materials; or

• withdraw your consent for our use and disclosure of your personal information.

On reasonable notice to us, you are generally permitted to withdraw your consent. In certain circumstances, however, legal or contractual restrictions may require us to use or retain your personal information for a certain period of time. If this is the case, we will advise you of these restrictions.

We will use your information as may be required to provide you with our Services, and to the extent that we are contractually obligated to do so, or as necessary to enforce any contractual obligations you may have with us. If you choose to not provide us with the information we require or later contact us to withdraw your consent to use and disclose this information, we may no longer be able to provide you with our Services.

When making a request, we may require you to provide sufficient personal information so that we can identify you. If you are unable to provide sufficient information to verify your identity, we reserve the right to refuse to send you any personal information. If you contact us about your personal information, we will respond to your request within a reasonable time.

At any time, you can unsubscribe from receiving promotional e-mail communications from us by simply clicking the ‘unsubscribe’ link provided at the bottom of every promotional e-mail.

Being Denied Access to Your Personal Information

Although you have a right to access your personal information, this right is not absolute. In certain circumstances we may deny access. For instance, when: (i) denial of access is required or authorized by law; (ii) information relates to existing or anticipated legal proceedings against you; (iii) granting you access would have an unreasonable impact on other people’s privacy; (iv) protecting our rights and property; and (v) your request is frivolous or vexatious. If we deny your request for access, we will inform you of the reasons and the legal basis for the refusal. Inquiries regarding any refusal may be directed to the Privacy Officer identified below.

Use of Cookies

Our Website uses browser tracking cookies (“cookies”) to improve your experience. Cookies are small text files that are put on the hard disk of a user’s computer by a website. They are unique to you and can only be read by the website or web server that assigned the cookie.

The types of cookies we may use include the following:

• Strictly necessary cookies. These cookies are required for the operation of our Website. They allow the website user to send email messages to us for information and services, for example. Strictly necessary cookies cannot be disabled.

• Flash Cookies. Certain features of our Website may utilize local stored objects, also referred to as Flash cookies, to collect and store information about your location and navigation to, from, and on our Website. Flash cookies are managed independently of the same browser settings that are used for browser cookies. To learn how you can manage your Flash cookie settings, visit the Flash player settings page on Adobe’s website.

• Analytical cookies. These cookies allow us to track the number of visitors to our Website, as well as how visitors navigate our Website when they are using it. These cookies are optional to you and help us improve our Website functionality. You may refuse to accept these cookies by activating the appropriate setting on your browser. However, if you do so, you may be unable to access certain parts of our Website. Unless your browser settings are adjusted so that it will refuse cookies, our system will issue cookies when you visit our Website.

We also use browser ‘log files’ which record certain information when you visit a website, including your internet protocol (IP) address.

To improve the user experience on our Website, we may use cookies and logs files to: (i) recognize you when you return to our Website; (ii) record activity on our Website and remember what items you have clicked on or viewed; (iii) study how you navigate our Website to help us improve the design, content and function of our Website; and (iv) customize the message, content and delivery of online banner advertisements and e-mails that reflect how you navigate to and through our Website based on your online behaviour. We call this information “Browsing Data”. We may engage third-party service providers to help us collect and analyze this Browsing Data. However, if we do, your personal information is not disclosed to these third-party service providers.

Links To Other Sites

Our Website may contain links to third-party websites. We provide such links only as a convenience to you, and, by doing so, we do not endorse such linked websites. Further, we are not responsible for the privacy practices or the content of such other websites, including websites operated by affiliated entities. We encourage that, before you use those websites, you review the privacy policies associated with such third-party websites.

You may find links and interactive features with various social media platforms on our Website. If you are a user of these platforms, their cookies may be set on your device when using our Website.

Children’s Online Privacy Protection

The Website is not intended to be used by children under the age of 16. We do not knowingly collect or use any information from children under the age of 16. If we become aware that, based on our Website tracking, we have unknowingly collected personal information from a child under the age of 16, we will make commercially reasonably efforts to delete such personal information from our database.

Questions or Concerns About This Policy

If you have any questions, comments or wish to make a complaint, please feel free to contact our Privacy Officer at thephysiostudiow@gmail.com, or by delivery in person, by courier or by mail to:

The Physio Studio
220 Taunton Rd E, Unit 3
Whitby, ON L1R 0M5

If you contact us about your personal information, we will respond to your request within a reasonable time. Information about our processes for dealing with complaints is available upon request.

If the outcome of your inquiry with The Physio Studio is not satisfactory, please escalate your concerns to the following office:

Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, QC K1A 1H3