(Last Updated: February 21st, 2026)

1. Who We Are

Coastal Kids Physiotherapy (“we,” “our,” or “us”) is a sole proprietorship based in British Columbia, Canada. We provide pediatric physiotherapy services in compliance with the College of Health and Care Professionals of BC (CHCPBC) and applicable privacy laws, including the Personal Information Protection Act (PIPA).

2. Information We Collect

We may collect the following types of information when you use our website or contact us:

• Contact details (guardian name, patient name, email, phone number, address)

• Booking information (service requested, appointment time)

• Messages and inquiries you send us

• Technical data (IP address, browser type, pages visited — via cookies and analytics tools)

We may also collect the following types of information through a secure platform (Jane App) when filling out intake forms:

• Date of birth

• Medical and health history

• Emergency contact information (if provided)

• Payment details (processed securely through Jane App)

3. How We Use Your Information

We collect and use your information to:

• Respond to inquiries

• Schedule and manage bookings

• Maintain accurate client records

• Deliver physiotherapy services

• Send important service-related updates

• Process payments

• Improve our website and customer experience through analytics

• Comply with legal and regulatory obligations

4. How We Store and Protect Your Information

• Health-related and payment information is stored in Jane App, which keeps Canadian client data on secure servers located in Ontario, Canada, with encryption in transit and at rest.

• Access to Jane App is restricted to authorized Coastal Kids Physiotherapy staff.

• Website form submissions are stored securely within Squarespace until transferred to Jane App or deleted.

• We retain clinical records in accordance with our obligations under the College of Health and Care Professionals of BC (CHCPBC) Standards of Practice:

  •       For adult clients: records are retained for a minimum of 16 years from the date of last entry

  •       For paediatric clients (children and youth): records are retained until the client reaches age 19 (BC age of majority) plus 16 years — meaning records may be retained until a former patient's 35th birthday

5. Sharing Your Information

We do not sell or rent your personal information. We may share your information only:

• With service providers who assist in delivering our services (e.g., Jane App, Squarespace)

• With other healthcare providers, but only with your consent or as required by law

• If required by law, court order, or regulatory authority

6. Consent

We obtain your consent before or at the time we collect personal information. For health-related information, we require explicit (express) consent. When you submit our online booking or enquiry form, you will be asked to confirm your consent to the collection and use of your personal information as described in this policy.

Where we are acting on behalf of a minor, consent is obtained from the parent or legal guardian. As your child grows, we will work with your family to transition consent appropriately.

You may withdraw your consent at any time, subject to any legal or professional obligations that require us to retain records. To withdraw consent, please contact our Privacy Contact listed in Section 7.

7. Your Rights

Under BC’s PIPA and other applicable laws, you can:

• Request access to your personal information

• Request corrections of your data

• Withdraw consent for future data use

• File a complaint with the Office of the Information and Privacy Commissioner for BC (oipc.bc.ca / 1-800-663-7867) if you are unsatisfied with our response.

To make a request, contact Megan Baxter at info@coastalkidsphysio.ca

8. Cookies & Tracking

Our website (www.coastalkidsphysio.ca) uses cookies and website analytics tools to understand how visitors use our site. This may include tools such as Squarespace Analytics or Google Analytics, which collect anonymized data about page visits, device type, and referral sources. You can disable cookies in your browser settings.

We do not use cookies to collect personally identifiable information, and we do not use this data to build individual profiles or for advertising purposes.

Please note that Squarespace and Google Analytics may process data on servers located outside Canada, including in the United States.

9. Breach Notification

In the event of a privacy breach that creates a real risk of significant harm to any individual, we will notify the affected individual(s) and, where required, the Office of the Information and Privacy Commissioner for BC (OIPC), as required under PIPA.

10. Changes to This Policy

We may update this policy from time to time. Any changes will be posted here with a new “Last Updated” date.