Privacy Policy

Station Physiotherapy Last updated: August 15, 2026

Station Physiotherapy ("we," "us," "our"), collects health and personal information in order to treat you. This policy explains what we collect, why, who sees it, how long we keep it, and what you can do about it.

We follow British Columbia's Personal Information Protection Act (PIPA), Canada's Anti-Spam Legislation (CASL), and the practice standards of the College of Health and Care Professionals of British Columbia (CHCPBC).

1. Who is accountable

Shafeen Hirji, Registered Physiotherapist and clinic owner, is our Privacy Officer. He is responsible for the personal information in our custody and control.

Questions, requests, and complaints: info@stationphysio.com 604-474-2800 Station Physiotherapy, #6215–2850 Shaughnessy Street, Port Coquitlam, BC V3C 6K5

2. What we collect

Directly from you. Your name, date of birth, address, phone number, and email. Your health history, current condition, physical function, relevant medical and family history, and anything else needed to assess and treat you. Your treatment notes, assessment findings, and progress. Payment details. Where a third party is funding your care: your ICBC claim number and adjuster, WorkSafeBC claim details, or your extended health plan and policy numbers.

From third parties. Referral letters and clinical information from physicians, surgeons, and other health professionals. Imaging and lab results. Claim information from ICBC, WorkSafeBC, or your insurer. We collect from these sources only where it relates to your care or to billing for it.

When you book online. Bookings run through Jane, a practice management platform operated by Jane Software Inc. Information you enter when booking is collected and stored by Jane under their own privacy policy, on servers located in Canada.

3. Our website and cookies

Our website runs on Squarespace. Squarespace sets cookies necessary for the site to function and records basic technical information such as your IP address, browser type, and the pages you visit.

We also use Google Analytics to understand how people find and use our site, which pages are read, how long visits last, and which searches bring people here. Google Analytics sets its own cookies and assigns your browser an identifier. We use this to improve the website. We do not use it to identify you personally, and it is never connected to your health record.

Google processes this data on servers outside Canada, including in the United States, where it may be subject to the laws of that country.

You can opt out. Install Google's browser add-on at tools.google.com/dlpage/gaoptout, or block cookies in your browser settings. Neither affects your ability to use the site or book an appointment.

4. Why we collect it

To identify you. To assess, diagnose, and treat you. To schedule and confirm appointments. To bill you, your insurer, ICBC, or WorkSafeBC. To communicate with other clinicians involved in your care. To meet our legal, regulatory, and professional obligations. To respond to your questions and complaints. To run the clinic, payroll, accounting, and administration.

We collect only what we need for those purposes, and nothing more.

5. Consent

Implied consent for care. By coming to us for treatment, you consent to us collecting, using, and sharing your information for the purpose of providing that care. Including sharing it with other health professionals directly involved in your treatment.

Express consent for everything else. We will ask you, in writing, before releasing your records for any purpose outside your care. That includes independent medical examinations, legal proceedings, insurer requests unrelated to direct billing, and research.

Withdrawing consent. You can withdraw your consent at any time by telling us in writing. Talk to your physiotherapist first, there are usually consequences for your care, and we would rather explain them than surprise you. Withdrawal does not apply where the law requires us to collect or disclose information, and it does not undo disclosures already made.

6. Who we share it with

Physicians and other health professionals involved in your care: your family doctor, a specialist, a surgeon, another therapist but only where it supports your treatment.

ICBC, WorkSafeBC, and extended health insurers: for direct billing and for the reporting those bodies require when they are funding your care. Insurers determining coverage may request clinical information; where that request goes beyond routine billing, we will ask for your written consent first.

Our service providers: Jane Software Inc. (booking and clinical records), our payment processor, and our bookkeeper. These providers are bound to protect your information and may use it only for the services they provide to us.

Where the law requires it: a court order, subpoena, a regulatory investigation by the CHCPBC, or a reporting obligation such as suspected child abuse or a communicable disease.

We do not sell, rent, or trade your personal information. We do not share your health information for advertising.

7. Appointment reminders and email

We send appointment reminders through Jane, by email and text message. Reminders are part of providing care, so they run on the same implied consent as your treatment. You can turn them off at any time, ask our front desk, or adjust your notification settings in your Jane account.

We do not currently send marketing emails or newsletters. If we start, we will only send them to people who have opted in, and every message will carry a one-click unsubscribe, as Canada's Anti-Spam Legislation requires.

8. How long we keep your records

Under CHCPBC practice standards we keep clinical and financial records for at least 16 years after your last appointment.

For patients first seen as minors, we keep records until 16 years after the patient's 19th birthday which is until age 35.

For deceased patients, the same 16-year period applies.

When the retention period ends, records are destroyed securely.

9. How we protect it

Clinical records are stored in Jane, on Canadian servers, with access limited to the clinicians and staff who need it to do their jobs. Paper records and physical documents are stored in locked storage in a secured clinic. Our team is trained on confidentiality, works under signed confidentiality obligations, and access is removed when someone leaves.

If a privacy breach occurs that creates a real risk of significant harm to you, we will notify you and report it as required.

No system is perfectly secure, and we won't claim otherwise. What we can say is that our safeguards are matched to how sensitive health information is.

10. Seeing and correcting your record

You can ask for a copy of your record. Ask your physiotherapist or the front desk, verbally or in writing. Under PIPA we will respond within 30 business days. There may be a reasonable fee for copying; we will tell you the amount before we start any work, and you can withdraw the request.

You can also ask what we've used your information for, and who we've disclosed it to.

Access can be refused only in narrow circumstances for example, where releasing the record would create a significant risk of harm to you or someone else, or would reveal personal information about a third party. If we refuse, we will tell you why in writing.

You can ask us to correct your record. If something in your file is factually wrong, tell us and we will correct it. Clinical records can't be erased or rewritten,a correction is added as a dated entry, with the original preserved. That's a professional requirement, not a preference.

11. Complaints

Tell us first. Put it in writing to our Privacy Officer at the contact details in Section 1. We will investigate and respond, and if the complaint is well-founded we will fix what caused it.

If we haven't resolved it to your satisfaction, you can contact the Office of the Information and Privacy Commissioner for British Columbia:

Office of the Information and Privacy Commissioner for BC PO Box 9038, Stn. Prov. Govt. Victoria, BC V8W 9A4 oipc.bc.ca

12. Changes to this policy

We update this policy as our practices and the law change. The date at the top always reflects the current version. If we make a significant change, we will post a notice on our website.

This policy describes how Station Physiotherapy handles personal information. It is not a substitute for the informed consent discussion you have with your clinician about your treatment.