Below is a full, plain-language privacy policy you can copy directly onto your site.
It reflects your new clinic details and today’s Canadian legal landscape. Feel free to tailor language, add or remove data types, and swap in the exact apps or vendors you use.
Sync Therapy Privacy Policy
Last updated · 10 May 2025
1. Who we are
Sync Therapy (“we,” “us,” “our”) is a registered massage-therapy clinic and wellness website.
Clinic address: Suite 120, 328 Wale Rd #132, Victoria BC V9B 2W8, Canada
Phone: +1 (250) 812-8698
Email: info@synctherapy.ca
Our Privacy Officer can be reached at the address, phone, or email above.
2. The scope of this notice
This policy explains how we collect, use, share, and protect “personal information” (any data that can identify you) when you:
- book, receive, or inquire about treatment
- buy products or gift cards
- visit massage-therapy-victoria.com, redlighttherapyman.com, or related sub-domains
- interact with us by email, phone, text message, social media, or embedded third-party tools (e.g., Google Maps, online booking widgets)
We follow British Columbia’s Personal Information Protection Act (PIPA) and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). We are also tracking Bill C-27 (the proposed Consumer Privacy Protection Act, “CPPA”) and will update this notice before that law takes effect.(Truendo, IAPP)
If you reside in the European Economic Area, we also honour the rights provided by the General Data Protection Regulation (GDPR).
3. What we collect & why we need it
| Category | Typical data points | Why we collect it (legal basis*) |
|---|---|---|
| Contact details | Name, email, phone number, mailing address | To book appointments, send reminders & receipts (consent / contract) |
| Health & intake forms | Medical history, treatment goals, practitioner notes | To provide safe, regulated massage therapy (explicit consent / health-care exemption) |
| Payment & insurance | Card token/last 4 digits, insurer policy number, transaction IDs | To process payments & direct-billing claims (contract) |
| Website analytics | IP address, browser type, pages visited, cookies & pixels | To secure and optimise our website, measure marketing ROI (legitimate interest / consent) |
| Marketing preferences | Opt-ins, promo codes, survey responses | To send newsletters or offers you asked for (consent) |
*When GDPR applies, the lawful bases are shown in italics.
4. How we collect information
- Secure online booking platform (e.g., Jane App)
- Encrypted web forms (intake, contact, newsletter)
- Payment processors (e.g., Stripe, Square)
- Email-marketing service (e.g., Mailchimp, Klaviyo)
- Cookies, pixels, and similar tech (Google Analytics 4, Meta Pixel)
- Paper or electronic health records completed during treatment
5. How we use your information
- Schedule, confirm, or reschedule sessions
- Deliver massage therapy and follow-up advice
- Process payments, direct billing, and refunds
- Improve clinic operations, website performance, and client experience
- Send educational content, surveys, or promotions you have opted into
- Satisfy legal, regulatory, and College record-keeping obligations
We never sell or rent your personal information.
6. When we share data
We disclose information only as needed to:
- Clinic staff and registered therapists bound by confidentiality
- Service providers (hosting, booking, payment, email, IT support) under contracts that require strict data protection
- Health-insurance companies when you request direct billing
- Regulators or law-enforcement if required by law or subpoena
- Successors in the event of a business sale or merger (under confidentiality agreements)
Some vendors store data outside Canada (often in the U.S.); your information may be subject to foreign laws. We use contracts, encryption, and audits to protect cross-border transfers.
7. Retention periods
- Clinical records: at least 16 years from your last visit (College of Complementary Health Professionals of BC standard)
- Financial & tax records: 7 years
- Marketing data: until you withdraw consent or 2 years after your last interaction—whichever comes first
When data is no longer required, we securely delete or anonymize it.
8. Your choices & rights
Depending on where you live, you can:
- Access the personal information we hold about you
- Correct inaccurate or incomplete data
- Withdraw consent (unless we must keep the data for treatment or legal reasons)
- Delete or restrict processing of certain data (EU/EEA residents)
- Transfer your data to another provider (EU/EEA residents)
- Complain to Sync Therapy’s Privacy Officer or—if unresolved—to:
- Office of the Information & Privacy Commissioner for B.C.
- Office of the Privacy Commissioner of Canada
We aim to respond to access or correction requests within 30 days.
9. Security measures
- TLS (HTTPS) encryption on all web pages
- Role-based access controls and strong password/MFA policies
- Encrypted daily backups stored on Canadian servers
- Annual privacy-impact assessments and staff training
- Incident-response plan with 72-hour breach notification (PIPEDA Digital Privacy Act amendments)
10. Cookies & tracking tech
We use first- and third-party cookies to:
- keep you signed in
- remember preferences (e.g., language, font size)
- analyse site traffic and performance
- run remarketing ads—only if you consent via our cookie banner
You can disable cookies in your browser or manage preferences in the banner; some site features may stop working.
11. Children’s privacy
Our services target adults. We do not knowingly collect data from children under 13 without verified parental or guardian consent. Parents may contact us to review or delete a child’s information.
12. External links
Our website links to third-party sites (e.g., research articles, affiliate offers). We are not responsible for their privacy practices—please review their policies.
13. Changes to this policy
We may update this notice to reflect legal or operational changes. The “Last updated” date will change, and material updates will be announced on our site or emailed where practical.
14. Contact us
Privacy Officer
Sync Therapy
Suite 120, 328 Wale Rd #132
Victoria BC V9B 2W8, Canada
info@synctherapy.ca
+1 (250) 812-8698