Privacy Policy | Physio Vertigo

CONFIDENTIALITY AND PERSONAL INFORMATION PROTECTION POLICY

At Physio Vertigo, we place great importance on protecting the personal information of our clients, employees and representatives. In accordance with the Act respecting the protection of personal information in the private sector, we are committed to preserving the confidentiality of the personal information collected in the course of our activities. The purpose of our privacy policy is to inform you of our practices regarding the collection, use, disclosure, retention and protection of your personal information. By providing us with your personal information, you accept the terms of this policy and authorize us to process your information in accordance with it.

1. Consent

1.1 Commitment to protecting privacy

We are committed to protecting the privacy of our users. We collect and use personal information only with their explicit consent and in compliance with applicable laws.

1.2 Acceptance of the terms of our policy

By accessing our website (www.physiovertigo.ca) or by providing us with personal information, you accept the terms of our privacy policy. This includes your consent to the collection and use of your personal information in accordance with this policy.

1.3 Right to withdraw consent

You have the right to withdraw your consent at any time. However, this is subject to certain legal or contractual restrictions. We will inform you of the possible consequences of such withdrawal, such as the inability to provide certain products or process certain requests. Your withdrawal decision will be recorded in our files.

1.4 Exceptions to the need for consent

In certain exceptional circumstances, we may collect, use or disclose personal information without first obtaining your consent. This may occur in situations where legal, medical or security imperatives make obtaining your consent impossible or impractical. These situations include, but are not limited to, suspected breach of contract, the prevention or detection of fraud, or needs related to law enforcement.

2. Collection of personal information

2.1 We collect personal information through various means, such as:

Emails and communications with our customer service
Online request forms (including appointments)
Mobile application offered to our clients
Cookies and similar technologies on our website
Video surveillance

2.2 We may also collect information through third parties, such as:

A technology service provider such as an ordering platform or a newsletter service.
Professional social networks such as LinkedIn for recruitment or marketing purposes.
A consultant who provides part of the services we offer to our clients.
A customer satisfaction survey company that collects feedback on our products or services.
An online payment service provider to process financial transactions.
A cloud computing company storing client data.
A digital marketing company analyzing user behaviour on our website.
An IT security service provider that monitors threats and protects data.

3. Types of personal information collected

3.1 We collect various types of data, including but not limited to:

Personal identifiers (name, mailing address, email, telephone number)
Technical or digital information (IP address, online activities)
Financial information (payment details, credit card number)
Health data (sex at birth, health history, lifestyle habits, medication use)
Demographic data (age, place of residence)

3.2 Children's privacy

We do not knowingly collect or solicit personal information from children under 14 years of age. By using our website, you represent that you are at least 14 years of age. If you are under 14, please do not attempt to send us any personal information. If we discover that we have inadvertently collected personal information from a user under 14 years of age, we will attempt to delete such information from our files and records immediately. We also encourage minor users of the website aged 14 or older to seek permission from their parents or guardians before sending any information about themselves over the Internet.

If you believe that a child under 14 years of age has provided us with personal information, please contact us using the contact information provided in the following section.

4. Use of personal information

4.1 We use your personal information for a range of essential activities:

Responding to requests: To respond effectively to your requests and inquiries.
Transaction management: Processing payments and issuing receipts for transactions carried out.
Human resources management: For the internal management and administration of human resources, recruitment, employment contracts and service agreements.
Improving the user experience: Operating, maintaining and improving our website, personalizing your online experience, and providing requested services and information.
Marketing communications: Sending information, special offers and relevant news, with the option to unsubscribe at any time.

These uses are intended to enrich your experience with our services and to facilitate effective interaction with our organization.

4.2 We offer various options to allow you to control and limit the collection of your personal information. These options include:

Communication choices: You can choose to receive our communications through different means (telephone, SMS, email), or decline them entirely.
Cookie management: Our site allows you to decline or customize the use of cookies. Please note that blocking certain cookies may affect the accessibility and functionality of our site.
Granular consent: In most situations, when we collect information for specific purposes, you have the option of consenting only to certain uses of your data.

It is important to note that some of these options may limit your access to all the features of our service. For example, by declining certain cookies, some parts of our website may not function as intended.

5. Sharing and disclosure of personal information

5.1 Personal information collected by our organization is accessible to specific categories of our staff and to certain partner organizations, for the purpose of providing our products and services effectively. For example:

Customer service: Accesses contact information to respond to requests.
IT department: Accesses technical data for support and maintenance.
Marketing department: Uses data for advertising campaigns and market research.
Payment service providers: Access financial information to process transactions.
Personal information and data security officers: Access information to ensure the security and protection of data against unauthorized access or cyberattacks.
Legal consultants: Use data to ensure compliance with applicable laws and regulations.
Cloud service providers: Host data on secure servers, enabling the storage and retrieval of information.
Research and development partners: Access certain data to collaborate on new innovations or improvements to products/services.
Collection agencies: In cases of payment default, certain information may be shared with external collection agencies.

We ensure that this information is used exclusively for the stated purposes and with respect for confidentiality. Data transfers outside Québec are carried out as part of international collaborations, while ensuring adequate protection of information in accordance with applicable laws.

6. Links to other websites

6.1 Our website may contain links to third-party websites

When you follow these links, you leave our website. Information exchanged at that point is no longer subject to our privacy policy. We recommend that you review the privacy statements of other websites you visit before providing any information.

7. Security of personal information

7.1 Security measures for the protection of personal information

To ensure the security and confidentiality of personal information, Physio Vertigo adopts rigorous security measures, comprising both physical and technological aspects. Here are some concrete examples:

Physical security: Use of electronic locking systems and security locks for access to offices, cabinets and filing cabinets, installation of surveillance cameras, and restriction of access to areas where personal information is kept.
Access controls: Limiting access to personal information to authorized employees only.
Staff training: Regular staff awareness training on data security best practices.
Data encryption: Protection of sensitive data using advanced encryption techniques.
Monitoring and intrusion detection: Implementation of systems to monitor any suspicious activity and detect potential intrusions.
Disaster recovery plans: Development of plans to quickly restore data in the event of an incident such as an outage or cyberattack.

These measures are intended to protect personal information against any unauthorized access, use or disclosure, and to maximize its integrity and confidentiality. Although we do everything we can to protect your personal information, it is important to keep in mind that no method of transmission over the Internet or electronic storage is 100% secure. We therefore cannot guarantee its absolute security.

7.2 Commitment of staff and the board of directors

Every employee, director, volunteer, independent contractor or ad hoc advisor working within the committees of our board of directors undertakes to respect the personal information we collect. In addition, these individuals undertake to maintain the confidentiality of information specific to our activities and not to disclose it or use it for their own benefit or the benefit of others. This commitment exists from the moment the employee, director, volunteer, independent contractor or ad hoc advisor begins their duties and continues indefinitely.

8. Retention and destruction of personal information

We will retain your personal information only for as long as necessary for the purposes set out in this privacy policy. We will retain and use it to the extent necessary to fulfil our legal obligations, to resolve disputes and to enforce our legal policies.

We will also retain usage data for internal analysis purposes. This data is generally retained for a shorter period, unless it is used to strengthen security or improve the functionality of our website, or unless we are legally required to retain it longer.

9. Cookies and analytics data

9.1 Use of cookies

We use tracking technologies such as cookies, tags and scripts to improve and analyze our website. We use both temporary and persistent cookies for various reasons, including providing the services available on the website, authenticating users, personalizing the user experience, and tracking information relating to traffic and use of the website.

Certain cookies are essential to providing the requested services and to preventing fraudulent use of user accounts. We also use persistent cookies to remember user choices, such as login credentials and language preferences, in order to improve the user experience.

We also use persistent tracking and performance cookies to track information relating to website traffic and to test new pages, features or functionalities of the website in order to observe user reaction. These cookies may be administered by third parties and may identify you directly or indirectly as an individual visitor.

You can configure your browser to refuse cookies or to notify you when a cookie is sent. However, please note that certain parts of our website may not function properly if you refuse cookies.

9.2 Analytics data (Google Analytics)

We may use third parties, such as Google Analytics, to help us collect and analyze information about the sections visited on the website in order to assess and improve the user experience and the website. These third parties may use cookies and other tracking technologies. If you wish to prevent the storage and processing of this data (including your IP address) by Google, you can download and install the browser plug-in available at the following link: Google Analytics Opt-out Browser Add-on download page.

You can also review the Google Analytics privacy policy by clicking the following link: Google Privacy Policy and Terms of Service.

10. Your rights

10.1 Recognition and respect of your rights

As part of our privacy policy, we recognize and respect the fundamental rights of individuals concerned by the personal information we hold. These rights include:

Right of access: Individuals have the right to consult the personal information we hold about them. For example, a client may request to see the data collected when registering for our service.
Right of rectification: If information is inaccurate or incomplete, the individuals concerned may request that it be updated. For example, a client may request the correction of an incorrect mailing address in our records.
Right to de-indexing: Individuals may request that their personal information be removed from circulation, or that any hyperlink associated with their name be de-indexed, where such dissemination causes them harm or is in violation of the law or a court order. This right to erasure, or right to be forgotten, allows individuals to control the availability of their personal information on the Internet.
Right to file a complaint: In the event of concerns regarding the processing of their data, individuals may file a complaint in accordance with our established process.

Subject to applicable laws, upon receipt of a written request from a person and after verification of their identity, we will inform the person whether we hold personal information about them and will communicate that information to them.

We may deny a person access to their information in accordance with applicable laws, in which case we will provide reasons for the refusal.

To facilitate these rights, the contact information for our Privacy Officer is clearly indicated for any questions or concerns. These measures ensure that individuals can exercise their rights with confidence and transparency.

11. Changes to the policy

This policy may be updated to reflect changes in our practices or legal requirements. Changes will be published on our website. We encourage you to review this privacy policy regularly to stay informed of any changes.

12. Contact

Any request or question regarding this privacy policy may be sent to our Privacy Officer at the following address:

By email: [email protected]

Effective date of the policy: March 4, 2024