Effective Date: July 9, 2024
Last Updated: November 13, 2025
Verve Movement Inc. (“Verve Movement”, “we”, “us”, or “our”) is committed to protecting the privacy, confidentiality, and security of your personal health information in accordance with the Personal Health Information Protection Act, 2004 (“PHIPA”) and other applicable laws in Ontario.
This Privacy Policy explains how we collect, use, disclose, store, and protect your personal health information when you access our Services, complete intake forms, book appointments, or interact with us through Jane Software Inc (“Jane”), Google Forms, or other approved platforms.
1. Scope and Application
This Privacy Policy applies to all personal health information collected by Verve Movement in the course of providing therapeutic, clinical, and wellness Services, including but not limited to, massage therapy, physiotherapy, acupuncture, kinesiology, related regulated health professions, unregulated practices and modalities delivered by qualified practitioners.
Practitioners who provide care at Verve Movement—whether regulated health professionals or unregulated wellness providers—are independent contractors. While they may access personal health information for the purpose of delivering Services, they are not agents of Verve Movement under PHIPA.
All practitioners are required to comply with Verve Movement’s privacy policies and, where applicable, their own professional obligations. Verve Movement retains custody and control of all Client records.
2. Collection of Personal Health Information
We collect personal health information directly from you or your authorized representative through:
Intake forms submitted via Jane
Appointment bookings and treatment sessions
Communications with practitioners or administrative staff
Information collected, may include, but is not limited to:
Name, date of birth, contact details
Health history, symptoms, diagnoses, treatment plans
Emergency contact information
Referring physician or family doctor
Insurance and billing details
3. Use and Disclosure
We use your personal health information to:
Provide safe and effective therapeutic Services
Develop and maintain treatment plans
Coordinate care among practitioners within our clinic
Submit claims to insurance providers (with your consent)
Communicate appointment reminders and Service updates
Improve Service quality through de-identified data analysis
We may disclose your information:
To regulated health professionals within Verve Movement’s circle of care
To your referring physician or family doctor (with your consent)
To emergency services in urgent situations
To your designated emergency contact or another appropriate individual if:
There is a significant risk of serious bodily harm to you or others;
You are unable to provide consent; and
The disclosure is necessary to provide care or reduce harm
As required by law (e.g., public health reporting, legal orders)
We do not disclose your information to third parties for marketing purposes without your explicit consent.
4. Third-Party Providers
We use Third-Party Providers to support service delivery:
Jane: For bookings, Client records, payments, and secure card-on-file storage
Mailchimp: For newsletters and promotional communications (opt-in only). If you choose to subscribe, only your email address is shared with Mailchimp for this purpose. You may unsubscribe at any time using the link in each email or by contacting us directly. Mailchimp may store data outside Canada. By subscribing, you consent to this transfer and to Mailchimp’s handling of your email address under its own privacy policy. We do not share any personal health information with Mailchimp.
These providers may store or process data outside Canada. While Verve Movement selects providers that demonstrate reasonable privacy and security practices, we do not control their independent operations. By using our Services, you acknowledge that your personal information may be handled by these providers in accordance with their own privacy policies and applicable laws.
We encourage you to review the privacy policies of these platforms to understand how your information is managed.
5. Email Communications
Email is not a secure means of communication and should not be used to share sensitive personal health information, diagnoses, or treatment details. While Verve Movement may use email to send appointment reminders, general updates, or newsletters (if you opt in), we strongly encourage you to contact us by phone or through Jane for any health-related inquiries or confidential matters.
By communicating with us via email, you acknowledge and accept the risks associated with unencrypted electronic transmission.
6. Consent and Withdrawal
Your consent is obtained through:
Intake form submissions via Jane or Google Forms
Explicit agreement to treatment and data handling
Opt-in mechanisms for marketing
You may withdraw or modify your consent at any time, except where retention or disclosure is required by law or professional standards.
7. Access and Correction
You have the right to:
Access your personal records
Request corrections to inaccurate or incomplete information
Requests can be made by contacting reception@vervemove.com. We will respond in accordance with PHIPA timelines and procedures.
8. Safeguards and Retention
We implement administrative, physical, and technical safeguards to protect your information, including:
Encrypted storage via Jane
Role-based access controls
Verve Movement takes reasonable steps to protect your personal health information against unauthorized access, loss, or misuse. While we use reputable platforms such as Jane to manage bookings, records, and payments, we do not currently implement secure transmission protocols (such as encrypted email or HTTPS) across all systems.
We encourage Clients to avoid including sensitive health information in unsecured communications (e.g., general email). Records are retained in accordance with professional regulations and legal requirements.
Please use discretion when communicating personal health information electronically. If you have concerns about privacy or would prefer to provide information in person or by phone, let us know.
9. Cookies and Website Tracking
Our website uses cookies and tracking technologies to support functionality and analyze usage. You may manage cookie preferences through your browser or our cookie banner.
10. Questions and Concerns
If you have questions or concerns about this policy or our privacy practices, please contact:
Verve Movement
Email: reception@vervemove.com
Phone: 705-690-6732
You may also contact the Information and Privacy Commissioner of Ontario at www.ipc.on.ca.