Privacy & Patient Information Policy

Your privacy is part of your physiotherapy care. Physio Calgary is committed to handling patient information respectfully and protecting its confidentiality.

This policy describes how information is handled in connection with our website and physiotherapy services. Health information is subject to Alberta's Health Information Act and applicable professional requirements. Other personal information is handled under the privacy legislation applicable to that information.

Karim S. Meghji, Registered Physiotherapist, is the custodian responsible for health information collected in connection with physiotherapy services provided at Physio Calgary's South Calgary (15 Sunpark Plaza SE, Suite 4120) and Northwest Calgary (#192-8888 Country Hills Blvd NW) locations.

Where Karim S. Meghji acts as an affiliate of another custodian at a practice location, that custodian's information-handling procedures also apply. We will identify the responsible custodian and explain how to contact the appropriate privacy representative on request.

For help identifying the appropriate contact or making a privacy request, call 403-891-8084.

Depending on the service, relevant information may include your name and contact details, appointment information, health history, assessment findings, treatment plans, progress notes, correspondence, and billing information.

We limit collection to information reasonably needed for identified and legally authorized purposes. We explain the purpose and authority for collecting health information and provide contact information for questions.

Please do not send detailed medical histories, identification documents, insurance numbers, photographs of medical records, or other sensitive information through a general website enquiry form.

Information may be used to arrange appointments, assess your needs, provide and document care, communicate with you, manage billing, and meet professional or legal obligations, where authorized.

Clinical records may include assessment and treatment details, relevant communications, attendance, financial information, and required disclosure documentation.

Optional marketing communications are separate from patient care. Choosing not to receive marketing does not affect your access to physiotherapy services.

Health information may be disclosed when authorized or required by law. Where consent is required, it will be obtained in the required form.

We do not treat a booking request or acceptance of this policy as unrestricted permission to release your records to an employer, insurer, lawyer, family member, or another third party.

You may ask about disclosure choices and express concerns or preferences. Where an activity relies on consent, you may ask to withdraw that consent for future activity, subject to applicable limits. Withdrawal does not reverse lawful prior disclosures or eliminate record-retention duties.

Protecting patient records requires administrative, physical, and technical safeguards appropriate to the information and the risks.

These responsibilities include limiting access to authorized roles, protecting electronic accounts and devices, maintaining accurate records, and safeguarding information during transmission, storage, and disposal.

No website or communication system can provide an absolute security guarantee.

General communication channels should be used primarily for appointment arrangements and non-sensitive enquiries.

Electronic communications carry privacy risks, including misdirected messages, shared-device access, and handling by third-party service providers. If sensitive information is needed, contact us to arrange an appropriate method of communication.

Our website and messaging channels are not emergency services and are not continuously monitored.

This website is hosted by GoDaddy (United States). Website enquiry forms are processed through GoDaddy's Airo platform. These providers may handle contact information submitted through the website in connection with delivering hosting and messaging services.

Clinical records are maintained separately from website systems. Clinical record systems, billing platforms, and communications providers used in the delivery of physiotherapy services are distinct from website hosting.

This website does not currently use third-party analytics or advertising tracking scripts. If analytics tools are added in future, this section will be updated to identify the tools, their purposes, the information collected, and available choices.

Involvement of service providers does not remove the responsible custodian's obligations under applicable privacy legislation.

You may request access to your health information and ask for a correction. Call 403-891-8084 for instructions and the appropriate custodian's request process.

We may need to verify your identity or the authority of someone acting for you. Written requests help clarify the records sought.

HIA access requests generally require a response within 30 calendar days, subject to permitted extensions and exceptions. Any applicable access fees must follow the governing rules and will be explained.

If access or a correction is refused, the applicable reasons and review options will be explained. A correction does not necessarily require removal of an original clinical entry.

The College requires clinical and financial records to be retained for ten years after the last service. For minors, its standard specifies retention for ten years after the eighteenth birthday.

Records will not be destroyed before applicable retention obligations have been met. Longer retention may be necessary where another legal obligation or hold applies.

When eligible for disposal, records must be disposed of securely. Arrangements must also protect access and custody if a practice closes or the responsible physiotherapist can no longer maintain the records.

A request to stop communications or withdraw consent does not automatically require deletion of clinical records.

If a suspected privacy incident is identified, the responsible custodian will assess it, take steps to contain it, and determine the required response.

For health information, HIA requires notification to the privacy commissioner where the prescribed risk-of-harm threshold is met, along with notification to the Minister and affected individuals as required by the Act. Applicable notices must be made within the required timeframes.

Different notification rules may apply to information governed by other privacy legislation.

For questions about this policy, your records, or a suspected privacy concern, contact Karim S. Meghji, Registered Physiotherapist and Privacy Officer, by calling 403-891-8084 or by writing to 15 Sunpark Plaza SE, Suite 4120, Calgary, Alberta T2X 0M5.

You may also contact the Office of the Information and Privacy Commissioner of Alberta about your privacy rights, an access decision, or a privacy concern.

Professional-practice concerns may be directed to the College of Physiotherapists of Alberta.

This policy will be updated when relevant practices or requirements change. The displayed date will reflect the actual approved revision. Changes to this policy do not authorize uses or disclosures that the law does not permit.