Privacy Policy

At M.A.P. Physiotherapy we are committed to the protection of your personal and health information, not only for ethical reasons, but because we are also bound by the regulations of the College of Physiotherapists of Ontario as well as the Personal Health Information Protection Act.

As health care professionals, we have always been bound by much stricter rules of confidentiality and information protection than other industries, so please rest assured that your privacy has always been held to the highest standards regardless of changes in the external environment.

If you have any questions or concerns regarding this policy, please contact us at or call us at (613) 824-3858.

The following are ways in which we collect personal and health information:

Request an Appointment Form

This form on our website allows us to collect your contact information so we can get in touch with you to arrange an appointment and address any questions you may have.  Details about your condition and why you are seeking our services help us to immediately prioritize your needs accordingly.

Jane App On-line Booking and Clinical Record Keeping System

We use an on-line system to book appointments and for our therapists to keep their schedules.  This system is also used for your clinical record of care with this practice.  In accordance with the record keeping regulations of the College of Physiotherapists of Ontario your clinical record must include your demographic information and a unique identifier – we use your date of birth for this purpose.  It must also include your relevant health history and details of care provided. Financial records of invoices and payments must also be kept and linked to your clinical information.

It is NOT mandatory to put an e-mail address into the Jane App system.  This is entirely voluntary and you must opt in to do so, either through the Jane App or by giving us your permission to do so when you fill in the Request an Appointment form on our web site.

The Jane App is fully compliant with the most stringent privacy laws including the European Union initiated General Data Protection Regulation.  Click here for more details on how the Jane App is meeting all of these requirements.

Informational/Promotional E-mail

If you wish to receive informational/promotional e-mail from us you must opt in through your account on the Jane App system.  We use MailChimp to send informational/promotional e-mail messages to our subscribers.  The sole information that is transferred from the Jane App to MailChimp is your name and e-mail address.  Click here to view MailChimp’s privacy policy.

Please note that you can unsubscribe to all informational/promotional e-mails by clicking on the unsubscribe link at the bottom of any message you receive through MailChimp.  You may also unsubscribe through the Jane App system, or by contacting us directly.

Cookies and Analytics on Web Site

M.A.P. Physiotherapy does NOT use cookies (cookies are text files that are stored in a computer system via an internet browser) on our web site.  We do use some analytics, but these do not collect personally identifiable information.  The analytics collect information such as the country from which people are visiting our web site, how they arrived at our web site (e.g. via a Google search vs. via Facebook), and which pages of our web site they have viewed.

Does M.A.P. Physiotherapy Share my Information?

We do not share your personal or health information with anyone without your express written permission, with the exception of circumstances mandated by the College of Physiotherapists of Ontario or the Personal Health Information Protection Act.

For example, we are required to release information without asking your consent to third party payers (insurers) who may be paying for all or part of your treatments, and to the College of Physiotherapists of Ontario in the case of disciplinary action against a therapist who has treated you.

We may also release information to another health practitioner who is directly involved in your care (e.g. an occupational therapist) if certain conditions are met. This document explains how and when health information may be shared amongst practitioners involved in your care under the assumption of implied consent.  For example, if one of our therapists were to refer you to an occupational therapist, we may include information on the referral such as your demographic information, diagnosis, and clinical observations.

This document on the Jane App provides an excellent understandable explanation of the basic tenets of the Personal Health Information Protection Act as it would apply to this practice.

Deleting Your Personal and Health Information

If you have filled in the Request an Appointment form on our web site, this information will be deleted from the host server within 24 hours of making contact with you to determine if you will be booking an appointment or not.  If you book an appointment, your name and contact information will be put into the Jane App.  You will then be asked to fill in an intake form.

Once you have filled in the intake form, your clinical record with us has been initiated.  In accordance with the record keeping regulations of the College of Physiotherapists of Ontario, we must retain your clinical record for 10 years from the last encounter with you or ten years after you reach the age of 18 years, whichever is later.  During this mandatory retention period, no part of your clinical record can be deleted.

Our Spam Policy

M.A.P. Physiotherapy is opposed to spam.  Unless you have actively opted into receiving informational/promotional e-mail from us, we will not contact you for any reason other than to facilitate your health care, such as scheduling appointments or answering your health related questions.

Legal Disclaimer

We may disclose personal or health information when required by law or in the good-faith belief that such action is necessary in order to conform to the edicts of the law or comply with a legal process served on our site.

COVID Safety

Please note that three layered masks continue to be mandatory for everyone entering the clinic despite the lifting of this requirement by the Ontario government. We continue to prioritize your health by minimizing the number of people in the clinic, screening for illness, and cleaning regularly. Please contact us if you have any questions or concerns. We look forward to serving your health care needs.