New Wave Massage Therapy Inc. (“we,” “us” or “our”) is a registered massage therapy practice located in British Columbia. We are committed to protecting the privacy of our clients and handling personal information responsibly and transparently.

This Privacy Policy explains how we collect, use, disclose and safeguard your personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA). By using our services, you consent to the practices described in this policy.

We may collect the following categories of personal information. This list is not exhaustive and the information we collect will depend on the nature of our interactions with you.

Contact and Identity Information

• Full name, address, phone number and email address

• Date of birth

• Emergency contact information

Health and Treatment Information

• Health history, medical conditions, medications and allergies disclosed on intake forms

• Treatment notes, progress records and session details

• Information required for billing, insurance or extended health plan claims

Booking and Website Information

• Appointment details, scheduling preferences and booking history

• Website usage data collected through analytics tools (such as pages visited, session duration and browser type)

• Communications you send us via email, phone or our booking platform

We collect and use your personal information only for purposes a reasonable person would consider appropriate in the circumstances. The following are examples of how we may use your information and are not intended to be an exhaustive list:

• Providing massage therapy services and developing individualised treatment plans

• Booking, scheduling, confirming and managing appointments

• Maintaining accurate client health records as required by professional standards

• Processing payments and coordinating extended health insurance claims

• Communicating with you about your appointments, treatment or our services

• Complying with legal and regulatory obligations, including those set by the College of Complementary Health Professionals of BC (CCHPBC)

• Improving our website and services through aggregated, anonymized analytics data

In accordance with PIPA, we obtain your consent before or at the time we collect your personal information. Your consent may be expressed (such as signing an intake form) or implied (such as continuing to use our services after being informed of this policy).

You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent, we will advise you of the implications, which may include our inability to continue providing services.

We do not sell or rent your personal information. We may share it only in the following circumstances:

• With your extended health insurer or benefits provider, with your consent, to process claims

• With healthcare providers you ask us to communicate with, such as your physician or physiotherapist

• With our authorised service providers who assist us in operating our business (described in Section 6), under confidentiality obligations

• As required or authorised by law, including in response to a valid court order, legal process or regulatory inquiry

• To protect the safety of you, our staff or others in emergency situations

We use trusted third-party services to help operate our practice. These providers may process personal information on our behalf and are required to handle it in a manner consistent with this policy. The providers listed below are not an exhaustive list; we may use additional service providers as our business needs evolve, and we will update this policy accordingly.

Jane App

We use Jane App (Jane Software Inc.) as our practice management platform. Jane App processes personal information for the following purposes:

• Online appointment booking and scheduling

• Digital intake forms and client consent forms

• Secure storage of client health records and treatment notes

• Payment processing and billing

Jane App stores data on servers located in Canada. For more information, please visit https://jane.app/legal/privacy-notice.

Web Analytics

Our website uses web analytics tools to help us understand how visitors use the site. Our hosting provider automatically logs all requests (IP address, pages visited, browser/OS type, referrer, timestamps) These logs are analyzed by AWStats/Webalizer for aggregate traffic statistics. No cookies are set by these tools and individual visitor data is not shared with third parties. This information is used in aggregate form to improve our website and is not used to identify individual clients. We also use Google services to help improve our website. To opt-out, you may install the Google Analytics Opt-out Browser Add-on, available at https://tools.google.com/dlpage/gaoptout, which prevents your visit data from being sent to Google Analytics.

We take reasonable steps to protect your personal information from unauthorised access, use, disclosure, copying, modification or disposal. Safeguards include:

• Use of password-protected, encrypted systems for storing client records

• Restricting access to personal information to authorised personnel on a need-to-know basis

• Using third-party platforms (such as Jane App) that maintain their own security certifications and standards

• Physically securing paper records, where applicable

No method of transmission over the internet or electronic storage is completely secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

We retain client health records for a minimum of 16 years from the date of the last treatment or, if the client was a minor at the time of treatment, for a minimum of 16 years from the date of the client’s 19th birthday, as required by the College of Complementary Health Professionals of BC (CCHPBC) standards and applicable law. Other personal information is retained only as long as necessary to fulfil the purposes for which it was collected, or as required by law.

When personal information is no longer required, it is destroyed or de-identified using secure methods.

Under PIPA, you have the right to:

• Access – Request access to your personal information we hold, subject to limited exceptions

• Correction – Request correction of inaccurate or incomplete personal information

• Withdrawal of Consent – Withdraw your consent to our collection, use or disclosure of your information (subject to legal and professional obligations)

To exercise any of these rights, please contact us using the information in Section 12. We will respond to requests within 30 business days, as required by PIPA.

Our website may use cookies and similar tracking technologies to enhance your browsing experience and collect analytics data. Cookies are small text files stored on your device. You can control cookie settings through your browser preferences. Disabling cookies may affect the functionality of some features on our website.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated policy will be posted on our website with a revised effective date. We encourage you to review this policy periodically. Continued use of our services after a change constitutes acceptance of the revised policy.

If you have questions about this Privacy Policy, wish to access or correct your personal information, or have a privacy concern, please contact our Privacy Officer, Owen Grant:

Mail: 2850 Shaughnessy St, Unit 6211, Port Coquitlam, BC, V3C 6K5

Email: info@newwavemassage.ca

Phone: 778-285-6211

Website: https://newwavemassage.ca/contact

If you are not satisfied with our response, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC) at https://oipc.bc.ca.