Privacy Policy

This policy explains how Pro Motion Calgary collects, uses, discloses, protects and retains personal information and personal health information when you visit our clinic, use our website, contact us, or book care.

Our Commitment

Pro Motion Calgary is committed to protecting your privacy and handling personal information responsibly. We follow the privacy principles in Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), Alberta privacy laws, and health-information requirements that apply to healthcare providers in Alberta.

We collect only the information reasonably needed to provide multidisciplinary healthcare, manage appointments, respond to inquiries, bill for services, meet professional obligations, and operate our clinic.

Information We Collect

Depending on how you interact with us, we may collect:

• Contact details such as your name, phone number, email address and mailing address.
• Appointment and intake details, including service requested, practitioner preferences and referral information.
• Personal health information relevant to assessment, treatment, continuity of care, billing or insurance claims.
• Payment, billing and insurance details needed to process fees, direct billing, WCB or motor-vehicle-accident claims.
• Website and form information, such as messages you submit, the page you submitted from, basic device/browser data and anti-spam signals.

How We Use Information

We use personal information and personal health information to:

• Schedule, confirm and manage appointments.
• Provide assessment, treatment, clinical follow-up and coordinated care.
• Communicate with you about your inquiry, appointment, care plan, referral or claim.
• Process payments, insurance, WCB, motor-vehicle-accident and administrative records.
• Meet legal, regulatory, professional and quality-assurance obligations.
• Improve clinic operations, website reliability and patient experience.

Consent

We collect, use and disclose your information with your consent, except where permitted or required by law. Consent may be express, such as when you submit a form or complete an intake document, or implied where the purpose is obvious and reasonably necessary for care or clinic administration.

You may withdraw consent for optional uses or disclosures at any time, subject to legal, professional, clinical and contractual limits. Withdrawing consent may affect our ability to provide or coordinate care.

When We Share Information

We do not sell personal information. We may share information only as needed with:

• Practitioners, employees and contractors involved in your care or clinic administration.
• Other healthcare providers, insurers, benefit administrators, WCB, legal representatives or referral sources when authorized or legally permitted.
• Technology, booking, billing, form, email, analytics and hosting providers who help us operate the clinic and website under confidentiality and security obligations.
• Regulators, courts, law enforcement or public authorities when required or permitted by law.

Website Forms, Booking and Analytics

Our website forms are used to send inquiries and appointment-related information to the clinic. Please do not submit urgent medical concerns through the website; call the clinic or seek emergency care if needed.

Online booking may be handled by Jane App or another secure booking provider. Their platform may collect and process information under their own privacy terms.

We use analytics and tag-management tools to understand website performance and improve the site. These tools may collect limited device, browser, page-view and interaction data. They are not intended to collect clinical information.

Service Providers and Cross-Border Processing

Some of the technology providers that support our website, booking, forms, CRM, email, SMS, analytics, hosting, security, billing or administrative workflows may process or store information outside Canada, including in the United States. When information is handled outside Canada, it may be subject to the laws of that jurisdiction. We use reasonable contractual, administrative and technical safeguards for service providers that handle personal information or personal health information on our behalf.

Safeguards

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, including access controls, staff confidentiality expectations, secure systems, limited-use practices, and protected clinic records. No internet transmission or electronic storage method is perfectly secure, but we take reasonable steps to reduce risk.

Data Retention

We retain personal information and personal health information only as long as reasonably needed for the purposes described in this policy and to meet legal, tax, insurance, professional and regulatory requirements.

• Clinical and personal health records: Records related to assessment, treatment, referrals, billing and continuity of care are retained according to applicable health privacy laws and the requirements of the relevant professional college or regulator.
• Website form submissions and inquiries: Website inquiries and appointment-related form submissions are retained as long as needed to respond, schedule or coordinate care, transfer relevant details into clinic systems where appropriate, and meet administrative or legal obligations.
• Log and analytics data: Website logs, analytics and anti-spam signals are retained for a limited period needed to operate, secure and improve the website, unless a longer period is required for security, troubleshooting or legal reasons.

Data Deletion and Disposal

When personal information is no longer needed and no legal, professional, insurance, tax or regulatory requirement requires us to keep it, we take reasonable steps to securely delete, destroy or anonymize it. Uploaded files, referral details or form information may be transferred into clinic systems when needed for care or administration and deleted from website or form systems when no longer needed there.

Your Rights: Access, Correction and Deletion Requests

You may request access to your personal information, ask us to correct inaccurate or incomplete information, or ask us to delete information where deletion is legally and professionally permitted. Some clinical, billing, insurance or administrative records must be retained for required periods even if you ask us to delete them. We may need to verify your identity before responding.

Questions or Privacy Requests

For privacy questions, access, correction or permitted deletion requests, or concerns about how your information has been handled, contact Pro Motion Calgary:

Pro Motion Calgary
403 – 11012 Macleod Trail SE
Calgary, AB T2J 6A5
Phone: (403) 452-5450
Email: info@promotioncalgary.com

Updates to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, website, service providers or legal requirements. The updated version will be posted on this page.

Last updated: August 2026.