Privacy Policy

The following document is a requirement of the Personal Information Protection and Electronic Documents Act (PIPEDA) and Personal Health Information Protection Act (PHIPA)

                                                                       Vibrance Active Rehab Ltd. 

At Vibrance Active Rehab Ltd., we are committed to providing our clients, customers, members and website users with an exceptional service.  Providing this service involves the collection, use and disclosure of some personal information about our clients, customers, members, website users, protecting their personal information is one of our highest priorities.

When you supply your personal information to us, it is stored and processed for the following reasons: 

1.  We need to collect personal information about your health in order to provide you with the best possible treatment (Your requesting of treatment and our agreement to provide that treatment constitutes a contract.  You can, of course, refuse to provide the information but if you were to do that, we would be unable to provide treatment.  

2.  We have a legitimate interest in collecting that information, because without it we couldn’t do our job effectively 

3.  We think that it is important that we can contact you in order to confirm your appointments with us and update you on matters related to your medical care 

This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting clients’, customers’, members, users’ personal information.  Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our clients’, customers’, members, website users’ personal information and allowing our clients, customers, members, website users to request access to, and correction of, their personal information.

1.2  We will only collect client, customer, member, website user information that is necessary to fulfill the following purposes: 

·  To verify identity; we may collect name, home address, home telephone number and birth date

·  To provide you with the best possible treatment

·  To complete a financial transaction;

·  To identify [client, customer, member, website user] preferences;

·  To deliver requested products and services;

·  To respond to questions addressed to us ;

·  To ensure a high standard of service to our members and website account users.

Policy 2 – Consent

2.1  We will obtain your consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent). 

2.2  Consent can be provided orally, in writing, electronically, through an authorized representative or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the client, customer, member voluntarily provides personal information for that purpose. 

2.3  Consent may also be implied where a client, customer, member, website user is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products,  and you do not opt-out. 

2.4  Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), clients, customers, members, website users can withhold or withdraw their consent for Vibrance Active Rehab Ltd. to use their personal information in certain ways.  A client’s, customer’s, member’s, website users decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product.  If so, we will explain the situation to assist you in making the decision. 

2.5  We may collect, use or disclose personal information without the your knowledge or consent in the following limited circumstances: 

·  When the collection, use or disclosure of personal information is permitted or required by law;

·  In an emergency that threatens an individual's life, health, or personal security;

·  When the personal information is available from a public source (e.g., a telephone directory);

·  When we require legal advice from a lawyer;

·  For the purposes of collecting a debt;

·  To protect ourselves from fraud;

·  To investigate an anticipated breach of an agreement or a contravention of law 

Policy 3 – Using and Disclosing Personal Information

3.1  We will only use or disclose your personal information where necessary to fulfill the purposes identified at the time of collection or for a purpose reasonably related to those purposes such as: 

·  To conduct client, customer, member surveys in order to enhance the provision of our services;

·  To contact you directly about products and services that may be of interest

3.2  We will not use or disclose your personal information for any additional purpose unless we obtain consent to do so. 

3.3  We will not sell client, customer, member lists or personal information to other parties unless we have consent to do so. 

Policy 4 – Retaining Personal Information

4.1  If we use your personal information to make a decision that directly affects the you, we will retain that personal information for at least one year so that you have a reasonable opportunity to request access to it. 

4.2  Subject to policy 4.1, we will retain your personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose. 

Policy 5 – Ensuring Accuracy of Personal Information

5.1  We will make reasonable efforts to ensure your personal information is accurate and complete where it may be used to make a decision about you or disclosed to another organization. 

5.2  You  may request correction to their personal information in order to ensure its accuracy and completeness.  A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought. 

[If you are a client, a request to correct personal information should be forwarded to the Privacy Officer.

5.3  If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year.  If the correction is not made, we will note your correction request in the file. 

Policy 6 – Securing Personal Information

6.1  We are committed to ensuring the security of your personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks. 

6.2  The following security measures will be followed to ensure that your personal information is appropriately protected: 

- Locked filing cabinets; 

- The use of user IDs, passwords (changed regularly), encryption, firewalls;

- Data back-ups 

- Restricting employee access to personal information as appropriate

6.3  We will use appropriate security measures when destroying your personal information such as  shredding services for personal information.

6.4  We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security. 

Policy 7 – Providing Clients, Customers, Members, Website users Access to Personal Information

7.1  You have a right to access your personal information, subject to limited exceptions. Limited exceptions include section 23 of PIPA. 

7.2  A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.  

7.3  Upon request, we will also tell you how we use your personal information and to whom it has been disclosed if applicable. 

7.4  We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request. 

7.5  A minimal fee may be charged for providing access to personal information.  Where a fee may apply, we will inform the client, customer, member, website user of the cost and request further direction from the client, customer, member, website user on whether or not we should proceed with the request. 

7.6  If a request is refused in full or in part, we will notify you in writing, providing the reasons for refusal and the recourse available to you. 

Policy 8 – Questions and Complaints:  The Role of the Privacy Officer or designated individual

8.1  The Privacy Officer or designated individual is responsible for ensuring Vibrance Active Rehab Ltd.’s compliance with this policy and the Personal Information Protection Act.

8.2  You should direct any complaints, concerns or questions regarding Vibrance Active Rehab Ltd.’s compliance in writing to the Privacy Officer or designated individual. If the Privacy Officer or designated individual is unable to resolve the concern, you may also write to the Information and Privacy Commissioner of British Columbia. 

Contact information for Vibrance Active Rehab Ltd.’s Privacy Officer or designated individual: Our Contact Person is Chelsea Gill BKin

To find out more about our privacy protection practices, or raise any concerns, contact our contact person at: Tel No: 236- 979- 4963 

Privacy Complaint Process:

-  Our privacy officer will receive and handle any complaints. Contact information is above. 

-  We will investigate, acknowledge receipt promptly, contact you to clarify the complaint, if required and follow a fair, impartial and confidential process

-  we accept verbal and written complaints 

-  If asked, we will explain our organization’s privacy complaint process and who to contact. You have the right to contact the Information and Privacy Commissioner if you are not satisfied with our organization's response to the complaint.

- We will record the complaint along with the date in a written document.

- We will do our best to ensure the process is impartial and you have the right to contact the information and privacy commissioner if your are not satisfied.

-  We will do our best to rectify the situation, including correcting practices and policies where necessary. We will notify the complainant of the outcome of our investigation and explain any corrections and preventative steps we have taken. We will verify if there have been any required changes to policies, procedures or practices.

Please note that the website contains links to other websites.  We are not responsible for the protection and privacy practices or the content of these websites. 

Vibrance Active Rehab Ltd. has the right to modify or amend this Privacy Policy at any given time for any reason. Users and clients will be notified of these changes and have the ability to opt out of these new changes.