Privacy Policy
In Rhythm Osteopathy
1. Introduction
This Privacy Policy explains how In Rhythm Osteopathy ("we", "us", "our", or "the clinic") collects, uses, discloses, stores, and protects the personal information of our patients, website visitors, and other individuals who interact with us. It applies to anyone who books an appointment, receives treatment, contacts us, or uses our website at https://inrhythmosteopathy.ca.
We are committed to protecting your privacy and handling your personal information, including your health information, responsibly and in accordance with applicable Canadian privacy law. This policy sets out what information we collect, why we collect it, who we share it with, how long we keep it, how we keep it safe, and what rights you have over your information.
2. Who We Are
Clinic name: In Rhythm Osteopathy Inc.
Address: 1107-1122 4th Street SW, Calgary, AB T2R 1M1
Email: sasha.inrhythmosteopathy@gmail.com
Phone: 587-324-7512
Website: https://inrhythmosteopathy.ca
In Rhythm Osteopathy Inc. is a private corporation registered in Alberta, providing osteopathic manual therapy services. For the purposes of this policy, In Rhythm Osteopathy is the organization responsible for your personal information — the equivalent, under Alberta and federal Canadian privacy law, of a "data controller" in other jurisdictions. As a sole-practitioner clinic, our practitioner is also the designated individual accountable for privacy compliance and can be reached using the contact details above for any privacy-related question or concern.
This policy is governed by the personal information protection laws of the Province of Alberta, Canada — principally Alberta's Personal Information Protection Act (PIPA) — together with, where applicable, Alberta's Health Information Act (HIA) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
3. What Personal Data We Collect
To provide safe and effective osteopathic manual therapy, and to run our clinic, we collect the following categories of personal information about you:
• Identity data: your full name, date of birth, and, where relevant, emergency contact details.
• Contact data: your home address, email address, and phone number.
• Health and clinical data: information you share with us or that we generate about your health, including your medical history, current symptoms, previous injuries or surgeries, medications, relevant lifestyle information, findings from physical assessment and osteopathic examination, treatment notes, treatment plans, progress notes, and any medical clearance or referral correspondence from other healthcare providers, where applicable.
• Financial data: payment card details processed at the point of payment, billing records, insurance policy and direct billing information where you use insurance direct billing, and records of amounts charged or paid, including any no-show or late-cancellation fees.
• Technical data: information collected automatically when you visit our website or use our online booking system, such as IP address, browser type, and general usage data (see Section 12, Cookies and Website Tracking).
• Communications data: records of correspondence between you and the clinic, including emails, phone calls, appointment reminders, and messages sent through our booking or email marketing platform.
Because osteopathic manual therapy involves hands-on physical assessment and treatment, the health and clinical data we hold about you is likely to be more detailed than for many other types of business, and is treated with the highest level of confidentiality.
4. How We Collect Your Data
We collect personal information about you in the following ways:
• Directly from you: when you complete a new patient intake or health history form, during consultations and treatment sessions, when you speak with us in person, by phone, or by email, and when you complete any consent or medical clearance forms.
• Through our online booking system: when you book, reschedule, or cancel an appointment through our online booking platform at https://inrhythmosteopathy.clinicsense.com/book/, operated by ClinicSense.
• Through payment processing: when you pay by debit or credit card at the clinic, or when your insurer processes an insurance direct billing claim on your behalf.
• From other healthcare providers: if you are referred to us, or if we need to correspond with another treating practitioner with your consent (for example, to confirm medical clearance).
• Automatically: through cookies and similar technologies when you visit our website (see Section 12).
5. Why We Collect Your Data and Our Legal Basis
Under Alberta's Personal Information Protection Act, an organization may only collect, use, or disclose personal information for purposes that a reasonable person would consider appropriate in the circumstances, and generally requires your consent (which may be express or, in some circumstances, implied by your conduct — for example, providing your health history so that we can assess and treat you). We collect and use your personal information for the following purposes:
• Providing clinical treatment: to assess your condition, plan and deliver safe and effective osteopathic manual therapy, and maintain accurate clinical records, based on your consent to treatment and our professional and legal obligation to keep adequate records of care provided.
• Booking and appointment management: to schedule, reschedule, and manage your appointments, and to operate our cancellation and no-show policy, based on your consent given when you book with us and on our legitimate need to run an efficient clinic.
• Processing payment: to charge for treatment provided, process insurance direct billing claims, and apply cancellation or no-show fees in line with our cancellation policy, based on your consent and the contract formed when you book an appointment with us.
• Sending appointment reminders: to remind you of upcoming appointments by email, text, or phone through our booking system, based on your consent given at the time of booking.
• Marketing communications: to send you clinic newsletters or promotional updates through ClinicSense, only where you have separately opted in, and which you can withdraw at any time (see Section 11).
• Compliance with legal obligations: to meet our record-keeping, regulatory, insurance, tax, and other legal obligations as a healthcare business operating in Alberta.
Because health information is particularly sensitive, we only collect the clinical information reasonably necessary to assess and treat you safely, and we obtain your consent before treatment begins. You are entitled to ask what information we hold and how it is used at any time.
6. Who We Share Your Data With
We do not sell your personal information, and we do not share it with third parties except where necessary to run the clinic and provide your care, or where we are required to by law. Based on the systems and services we use, the following parties may process your personal information on our behalf:
• ClinicSense (booking and email platform): our online booking system and email marketing platform, used to manage appointments, send appointment reminders, and (only with your separate opt-in) send marketing emails. We do not currently have confirmed information about where ClinicSense stores or processes data; we recommend confirming ClinicSense's data processing location and terms and updating this policy accordingly.
• Payment processors and card networks: used to process debit and credit card payments taken at the clinic. We recommend confirming the specific payment processor or terminal provider used and its data handling practices, and updating this policy accordingly.
• Insurers, for direct billing: where you choose to use insurance direct billing, relevant claim information (such as treatment dates, codes, and amounts charged) is shared with your insurance provider or its direct billing intermediary solely to process your claim.
• Regulators and legal authorities: where we are required by law, court order, or professional regulatory obligation to disclose information.
Aside from these service providers, no one else routinely accesses your personal information. Our practitioner is the only person who accesses your clinical records in the ordinary course of providing your care. We do not otherwise share your personal information with any other third party.
7. How Long We Keep Your Data
We retain your clinical and patient records for 10 years from the date of your last treatment or interaction with the clinic. This period has been set to support continuity of care, respond to any future queries about your treatment, and meet professional and legal record-keeping expectations for manual therapy practitioners in Alberta. Where you were a minor at the time of treatment, we recommend confirming with a solicitor whether a longer retention period (measured from the age of majority) should apply.
Financial records connected to your treatment, such as invoices and payment records, are generally kept for the period required by Canadian tax law, which may be shorter than our clinical record retention period.
Once the applicable retention period has ended, your personal information is securely and permanently deleted or destroyed from our digital clinical records system, unless we are required to retain it for longer to comply with a legal obligation, resolve a dispute, or enforce our agreements.
8. How We Keep Your Data Safe
We take the security of your personal information seriously and have put in place reasonable technical and organizational measures to protect it against loss, misuse, unauthorized access, disclosure, alteration, or destruction. These measures include:
• Digital record storage: all clinical records are stored digitally in secure, password-protected systems rather than in paper form.
• Access controls: as a sole-practitioner clinic, only our practitioner has access to your clinical records; access is not shared with any other staff member.
• Secure platforms: our booking, records, and payment systems use industry-standard security measures such as encryption and secure login credentials, provided by our third-party software providers.
• Confidentiality: all patient information is treated as strictly confidential and is only used for the purposes described in this policy.
No method of electronic storage or transmission is completely secure. While we work to protect your personal information using reasonable safeguards appropriate to a small healthcare practice, we cannot guarantee absolute security.
9. Your Rights
Under Alberta's Personal Information Protection Act, you have a number of rights in relation to the personal information we hold about you. To exercise any of these rights, please contact us using the details in Section 15; we will respond within the timeframes required by law.
• Right to access: you can ask us to confirm what personal information we hold about you and to provide you with a copy of it.
• Right to correction: if you believe any information we hold about you is inaccurate or incomplete, you can ask us to correct it. If we disagree, we will note your requested correction alongside the record.
• Right to withdraw consent: where we rely on your consent (for example, for marketing communications), you can withdraw that consent at any time. This will not affect the lawfulness of anything we did before you withdrew consent, and will not affect our ability to keep the clinical records we are required to retain.
• Right to complain: you have the right to raise a concern with us directly, or with the relevant regulator (see Section 14).
• Right to ask questions: you can ask us, at any time, how and why your personal information is being used, collected, or disclosed.
We may need to verify your identity before responding to a request, and in some circumstances the law allows us to decline a request — for example, where a record is subject to solicitor-client privilege, or where providing access could reasonably be expected to reveal personal information about another individual.
10. Children's Privacy
In Rhythm Osteopathy provides treatment to patients under the age of 18. For patients under 18, we obtain consent to treatment, and to the collection of personal and health information, from a parent or legal guardian before treatment begins. A parent or guardian is generally expected to accompany a minor patient to appointments, or to provide advance written consent where they cannot attend.
We collect only the personal and health information reasonably necessary to safely assess and treat a young patient. A parent or legal guardian may exercise the rights described in Section 9 on behalf of a minor patient, and as the patient gets older, we will take their own wishes about their information into account, consistent with their capacity to understand the matter.
11. Marketing Communications
We use ClinicSense to send clinic communications. Appointment reminders and other communications necessary to manage your care and your booking are considered clinical, not marketing, communications, and are sent as part of providing your treatment — these are not affected by your marketing preferences.
We will only send you marketing communications, such as newsletters or promotional updates about the clinic, where you have separately and expressly opted in to receive them. You can unsubscribe at any time by using the unsubscribe link included in any marketing email, or by contacting us directly using the details in Section 15. Withdrawing your marketing consent will not affect appointment reminders or other communications related to your care.
12. Cookies and Website Tracking
Our website, https://inrhythmosteopathy.ca, may use cookies and similar technologies. Cookies are small text files placed on your device that help websites function properly and allow us to understand, in a general way, how the website is used.
• Essential/functional cookies: these are necessary for our website and online booking system to work properly, for example to keep our booking pages secure and functioning correctly.
• Analytics cookies (if used): these may help us understand, in aggregate, how visitors use our website, so we can improve it. If we introduce analytics or advertising cookies in the future, we will update this policy and, where required, seek your consent.
Most web browsers allow you to control cookies through their settings, including refusing or deleting cookies. Please note that disabling essential cookies may affect the functionality of our website or booking system.
13. Changes to This Policy
We may update this Privacy Policy from time to time, for example to reflect changes in our practices, our use of third-party service providers, or changes in the law. Where we make material changes, we will update the "Last Updated" date below and, where appropriate, notify you directly (for example, by email) or by posting a notice on our website. We encourage you to review this policy periodically.
14. How to Make a Complaint
If you have any concerns about how we have collected, used, or protected your personal information, please contact us first using the details in Section 15 below. We take all concerns seriously and will do our best to resolve them promptly and directly with you.
If you are not satisfied with our response, you also have the right to make a complaint to the Office of the Information and Privacy Commissioner of Alberta (OIPC Alberta), the independent authority responsible for overseeing compliance with Alberta's private-sector privacy legislation. Depending on the specific circumstances, you may also be entitled to raise a complaint with the Office of the Privacy Commissioner of Canada under federal privacy law. We recommend confirming the correct regulator for your complaint with a solicitor or the regulators' offices directly, as this can depend on the specific nature of the concern.
15. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:
In Rhythm Osteopathy Inc.
1107-1122 4th Street SW, Calgary, AB T2R 1M1
Email: sasha.inrhythmosteopathy@gmail.com
Phone: 587-324-7512
Website: https://inrhythmosteopathy.ca
16. Last Updated
This Privacy Policy was last updated on September 24, 2026.