KINETICTherapy

Privacy Policy

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

Last updated: July 8, 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. You are asked to confirm you understand this information is being sent to the clinic before it is submitted.
  • 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, we collect the contact details and preferred time you provide for that purpose.
  • 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 contact form and pre-visit intake submissions from this website to our clinic email inbox. It acts as a delivery service and does not use your information for its own purposes. 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 answers you enter in the intake form, are sent to OpenAI's API to generate a reply or summary. 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.
  • Google Analytics 4 — used for aggregated website usage analytics, only when configured for this site. See “Cookies and analytics” below for opt-out information.
  • 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.

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. Please avoid sharing more personal or health detail than necessary to get a helpful answer or a useful summary. 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 contact using the details below.

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 contact

Questions, requests, or complaints about this policy or how your personal information is handled can be directed to our privacy contact at kineticphysio.maple@gmail.com or (604) 467-2113, or by mail to #103 – 12005 238b Street, Maple Ridge, BC V4R 1W1.