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Privacy Policy

This document is a working draft prepared for the clinic and should be reviewed by a legal professional before launch.

Last updated: October 14, 2026

Kinetic Therapy Clinic ("we," "us," "our," or "the clinic") respects your privacy and is committed to protecting the personal information — including personal health information — that you share with us. As a private-sector organization operating in British Columbia, we collect, use, and disclose personal information in accordance with BC's Personal Information Protection Act (PIPA) and, where applicable, the federal Personal Information Protection and Electronic Documents Act (PIPEDA). Kinetic Therapy Clinic is the organization responsible for the personal information described in this policy. This policy explains what information this website collects, how it is used, who it may be shared with, and what choices and rights you have.

Information we collect

This website collects personal information — including health information you choose to share — in a few specific places:

  • Contact form. Your first and last name, email address, phone number, the reason for your enquiry (e.g. booking, callback request, ICBC, WSBC, complaint), a preferred callback time if applicable, and any message you write.
  • Pre-visit intake form. Your name and optional email/phone, along with patient-reported health details you choose to provide: the reason for your visit, your main concern, when it started, what makes it better or worse, a self-reported pain level, your recovery goals, and an ICBC claim number if relevant. Before anything is sent, you are asked to agree to how it will be handled, including the AI summary and processing in the United States described below.
  • AI assistant conversations. If you use the on-site AI assistant (booking concierge or symptom-guidance chat), the messages you type are collected so the assistant can generate a relevant reply and, where applicable, suggest services.
  • Callback requests. If you ask us to call you back — through the contact form or our ICBC callback form — we collect the name, phone number, optional email, preferred time and any note you provide, plus an ICBC claim number if you choose to give one, for that purpose.
  • Technical information. Like any website, the servers that deliver this site receive your IP address, browser type and the pages requested, and our host keeps these in logs for security and troubleshooting. To limit abuse of our forms, we may also briefly keep a count of submissions per IP address, which expires within an hour.
  • Analytics data. If Google Analytics is enabled on this site, we collect standard, aggregated usage data (such as pages viewed and general interactions) with IP addresses anonymized. This is not tied to your name or health information.

We do not require you to create an account to use this website, and this website does not process payments directly — payment happens in person at the clinic or through your booking with our scheduling provider.

How we use your information

We use the information you submit only for the purpose you provided it: to respond to your enquiry, prepare for your appointment, provide the requested information through the AI assistant, or return your call. Pre-visit intake answers — together with any AI-drafted summary — are delivered to our clinic team by email so your practitioner can review them before or during your visit. We do not use the information you submit for marketing email lists, and we do not sell your personal information.

Who your information may be shared with

We use a small number of third-party service providers to operate this website. Each processes information only as needed to provide their service to us:

  • Jane App — our online booking platform. When you book an appointment, you leave this website and book directly through Jane, which collects and handles your information under its own privacy policy. We encourage you to review it before booking.
  • Resend — an email delivery service that sends every form submission from this website (contact, intake and callback) to our clinic email inbox on our behalf. Mail is processed on servers in the United States.
  • OpenAI — the provider of the AI model behind our AI assistant and pre-visit summary tool. Messages you send to the assistant, and the health answers you enter in the intake form, are sent to OpenAI's API to generate a reply or summary. Your name, email, phone number and ICBC claim number are not sent to OpenAI. Under OpenAI's API terms, this data is not used to train OpenAI's models, and is retained for a limited period (OpenAI's stated default is up to 30 days) for abuse monitoring before being deleted.
  • Vercel — our website host, which processes the technical information described above, including in the United States. Vercel Web Analytics counts page views and referrers in aggregate to show us which pages people find useful. It sets no cookies, does not follow you across other websites, and records no information that identifies you.
  • Google Analytics 4 — used for aggregated website usage analytics, only when configured for this site. See “Cookies and analytics” below for opt-out information.
  • Google Maps — our contact page embeds a map showing the clinic's location. The map is loaded from Google only when you scroll to it, and loading it lets Google see your IP address and may set Google cookies. You can avoid this by not visiting our contact page, or by using the “Open in Google Maps” link instead, which takes you to Google directly.
  • Email — contact form and intake submissions are ultimately delivered to our clinic's email inbox so our team can respond.

We do not sell personal information to third parties, and we do not share it for third-party marketing purposes. We may disclose information where required by law, such as in response to a valid legal request.

Where your information is processed

Our website host and the email and AI providers above process information in the United States. While it is there, it is subject to the laws of the United States and may be accessed by courts, law enforcement or national security authorities under those laws. The website itself does not keep a copy of what you submit: each submission is passed on to our clinic inbox (and, for the AI features, to OpenAI) and is not stored in any database we run.

How we protect your information

This website is served only over encrypted HTTPS connections. Access keys for our service providers are kept on our servers and never sent to your browser. Our forms check where requests come from, limit how often they can be submitted, and reject oversized submissions, and our server logs are designed not to record what you type.

About the AI assistant

The AI assistant on this site (used for booking guidance and general symptom-related questions, and to draft your pre-visit summary) is an automated tool, not a medical record system and not a substitute for a conversation with your practitioner. Replies are written by OpenAI's AI service, which processes your messages in the United States. Please leave out your name, contact details and ICBC claim or health-card numbers, and avoid sharing more personal or health detail than necessary to get a helpful answer or a useful summary. The assistant is not monitored for emergencies — if you need urgent help, call 911. Anything you tell the assistant that is relevant to your care should also be discussed directly with your practitioner, since the assistant's output is not stored as part of your clinical chart — pre-visit intake summaries are simply emailed to the clinic for your practitioner's reference.

Retention

We keep personal information submitted through this website only for as long as needed to fulfil the purpose it was collected for, or as required by applicable professional, regulatory, or legal record-keeping obligations, after which it is deleted or securely destroyed.

Cookies and analytics

If Google Analytics is enabled on this site, it may use cookies or similar technologies to collect anonymized, aggregated information about how visitors use the site, with IP addresses anonymized. You can opt out of Google Analytics tracking generally by installing the Google Analytics opt-out browser add-on or by adjusting your browser's cookie and tracking settings.

Your rights under PIPA

Under BC's Personal Information Protection Act, you have the right to:

  • Ask what personal information we hold about you and request access to it.
  • Ask us to correct information you believe is inaccurate or incomplete.
  • Withdraw consent to our collection, use, or disclosure of your personal information, subject to legal or contractual restrictions and reasonable notice.
  • Make a complaint about how we handle your personal information to the clinic directly, or to the Office of the Information and Privacy Commissioner for British Columbia (OIPC) if you are not satisfied with our response.

To exercise any of these rights, contact our Privacy Officer using the details below. We will respond within the time PIPA requires — generally 30 business days.

Children's privacy

This website is not directed at children, and its forms are intended for use by patients or the adults booking or preparing for care on their behalf. If you believe a child has submitted personal information to us without appropriate consent, please contact us so we can address it.

Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The “Last updated” date at the top of this page shows when it was last revised.

Privacy Officer

Questions, requests, or complaints about this policy or how your personal information is handled can be directed to our Privacy Officer, who is responsible for the clinic's compliance with PIPA, at kineticphysio.maple@gmail.com or (604) 467-2113, or by mail to #103 – 12005 238b Street, Maple Ridge, BC V4R 1W1.