Refined Body is a registered and active Collective Healthcare Group located in Bradford, Ontario, Canada, offering a range of therapeutic services including Massage Therapy, Reflexology, Naturopathy, Osteopathy, Acupuncture Therapy, Hot Stone Therapy, Ear Candling, and Cupping Therapy. Our mission is to deliver quality care in a courteous, respectful, and compassionate manner.
Refined Body is committed to protecting the privacy and confidentiality of all personal information and personal health information entrusted to us by our clients, employees, and other stakeholders. We recognize that the trust our clients place in us is foundational to the therapeutic relationship, and we take our responsibility to safeguard that trust seriously.
This Privacy Policy outlines how personal information and personal health information is collected, used, disclosed, stored, and protected by Refined Body. It is designed to be transparent, accessible, and compliant with all applicable Canadian privacy legislation, including:
- The Personal Information Protection and Electronic Documents Act (PIPEDA) — Canada’s federal private-sector privacy law.
- Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) — Ontario’s health-sector privacy law governing the collection, use, and disclosure of personal health information by health information custodians.
We encourage all clients, prospective clients, and visitors to read this policy carefully and to contact our Privacy Officer with any questions or concerns.
Definitions
The following key terms are used throughout this Privacy Policy:
Personal Information
Information about an identifiable individual, including but not limited to name, address, date of birth, telephone number, email address, and financial information. This does not include business contact information used solely for professional communication.
Personal Health Information (PHI)
Information about an identifiable individual that relates to their physical or mental health, health history, the provision of healthcare, a plan of service for long-term care, payments or eligibility for healthcare, donation of body parts or bodily substances, the individual’s health number, or the identification of a health care provider to the individual.
Health Information Custodian (HIC)
A person or organization described in section 3(1) of PHIPA that has custody or control of personal health information as a result of the powers, duties, or work they perform. Practitioners at Refined Body act as health information custodians with respect to the personal health information they collect and maintain.
Consent
Voluntary agreement by an individual, or their authorized representative, for the collection, use, or disclosure of their personal information or personal health information. Consent may be express (written or verbal) or implied, depending on the circumstances and applicable legislation.
Circle of Care
A group of health information custodians and their agents who are involved in providing or assisting in the provision of healthcare to an individual. Under PHIPA, information may be shared within the circle of care on the basis of implied consent for the purpose of providing or assisting in the provision of healthcare.
Third Party
Any individual, company, or organization other than Refined Body, its practitioners, or its staff — including but not limited to insurance companies, external healthcare providers, payment processors, and legal entities.
Privacy Breach
An event involving the unauthorized or inappropriate collection, use, disclosure, retention, or disposal of personal information or personal health information. This includes theft, loss, unauthorized access, and accidental disclosure.
Scope of This Policy
This Privacy Policy applies to all personal information and personal health information collected, used, disclosed, retained, or disposed of by Refined Body in connection with its healthcare services, including:
● Massage Therapy
● Reflexology
● Naturopathy
● Osteopathy
● Acupuncture Therapy
● Hot Stone Therapy
● Ear Candling
● Cupping Therapy
This policy also applies to information collected through our website, online booking systems, digital intake forms, email communications, telephone communications, and any other interactions between clients and Refined Body.
All practitioners, employees, staff members, independent contractors, students, and volunteers who work with or on behalf of Refined Body are required to comply with this Privacy Policy, as well as all applicable privacy legislation and regulatory standards. Failure to comply may result in disciplinary action, up to and including termination of the working relationship.
Information We Collect
a) Personal Identification Information
● Full name
● Date of birth
● Gender
● Home or mailing address
● Telephone number(s)
● Email address
b) Health and Clinical Information
● Health history and current medical conditions
● Medications, supplements, and allergies
● Treatment notes and clinical assessments
● Treatment plans and therapeutic goals
● Progress notes and outcomes
● Referral information from or to other healthcare providers
● Diagnostic imaging or laboratory results (if provided)
c) Financial and Insurance Information
● Payment method details (e.g., credit card, debit, cash)
● Insurance provider name and policy number
● Benefits coverage details
● Receipts and billing records
d) Technical and Website Information
● Internet Protocol (IP) address
● Browser type and version
● Device information (operating system, screen resolution)
● Cookies and similar tracking identifiers
● Pages visited, time spent on pages, and navigation paths
● Referring URLs and search terms
e) Booking and Communication Records
● Appointment history, including dates, times, and services received
● Correspondence (emails, phone messages, written communications)
● Feedback, reviews, and survey responses
How We Collect Information
Refined Body collects personal information and personal health information through the following means:
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- Directly from clients — through intake forms, health history questionnaires, consultations, conversations during treatment sessions, and in-clinic interactions.
- From referring healthcare providers — when another healthcare provider refers a client to Refined Body, relevant health information may be shared with the client’s knowledge and consent.
- Through the website and online booking systems — via digital intake forms, appointment booking portals, contact forms, and newsletter sign-ups.
- Through cookies and similar tracking technologies — automatically collected when you visit our website (see Section 11 for more details).
- Via email, phone, or in-person communication — when clients contact us to ask questions, provide feedback, schedule appointments, or communicate regarding their care.