Privacy Policy

PRIVACY NOTICE

Last updated: June 8, 2026

This privacy notice for Meridian Rehabilitation Consultants Inc. ("Company," "we," "us," or "our") describes how and why we may collect, store, use, and/or share ("process") your information when you use our services ("Services").

This policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, British Columbia's Personal Information Protection Act (PIPA BC).

SUMMARY OF KEY POINTS

Federal & Provincial Compliance: We manage personal information in accordance with PIPEDA and BC's PIPA, which govern how private-sector organizations collect, use, and disclose personal information.

Sensitive Information: As a rehabilitation consultancy, we may collect health information. This is collected only with your explicit consent and only where reasonably necessary for us to provide our services.

Data Storage:

• Client information is stored within our practice management software (Summit), which keeps data securely within Canada.
• Intake form submissions are collected via Microsoft Forms, which may store data on servers in the United States. See Section 4 for details.

Your Rights: You may request access to or correction of your personal information, or reach out with any privacy-related concerns, by contacting us at info@meridianrehab.ca.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

We collect information that identifies you as an individual. This may include your name, phone number, email address, postal address, and other contact details. If you complete our intake form, we collect your contact details so our team can respond to your enquiry.

Health and sensitive information

We may collect health information relevant to the services we provide. Under PIPEDA, health information is considered sensitive personal information and receives a higher level of protection. We collect such information only with your explicit consent and only where it is reasonably necessary to deliver our services to you.

Information collected through our intake process

When you begin working with us as a client, we collect additional personal and health information through our client intake process. This includes information necessary to coordinate and deliver services, such as your health history, referral details, and relevant personal circumstances.

2. HOW AND WHY WE USE YOUR INFORMATION

We collect and use your personal information for specific, stated purposes. We do not use your information for marketing.

The purposes for which we collect your information include:

• Responding to your enquiry or referral
• Assessing your eligibility for our services
• Coordinating and delivering rehabilitation services
• Communicating with your referral source, insurer, or other relevant parties, where you have consented or where disclosure is otherwise permitted

Meeting our legal and professional obligations

We will not use your information for any purpose other than the purpose for which it was collected, or a directly related purpose you would reasonably expect.

3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

We share your personal information only where necessary to deliver our services or meet our obligations. Recipients may include:

• Our administrative and clinical staff, who access your information to coordinate services and communicate with you
• Your referral source, insurer, employer, or other parties involved in your case, where you have provided consent or where disclosure is permitted by law
• Third-party service providers who assist us in operating our business, such as our practice management platform and cloud storage providers

We do not sell your personal information. We do not disclose your information to third parties for their own marketing purposes.

4. DATA STORAGE AND CROSS-BORDER TRANSFERS

Client records (Summit)

Client information, clinical notes, and related records are stored within Summit, our practice management platform. Summit stores all client data securely within Canada, on servers hosted in Calgary (AWS) and Toronto (Google Cloud Storage). Data is encrypted in transit and at rest, and access is restricted to authorized staff.

Intake forms (Microsoft Forms)

We use Microsoft Forms, part of our Microsoft 365 Business subscription, to collect information through our website forms. Microsoft Forms data may be stored on servers located in the United States. We delete form submission data once it is no longer needed and has been transferred to our secure internal systems.

If you have concerns about cross-border data storage, please contact us before submitting your information through our website forms.

5. ANALYTICS

We use Google Analytics to analyze website activity and improve the relevance and usefulness of our website for visitors. Analytics information is used for internal purposes only. We do not track identifiable information about individuals visiting our website unless a form enquiry has been submitted. You can learn more about how Google uses data at www.google.com/policies/privacy/partners/.

6. ACCESS AND CORRECTION

You may ask to see the personal information we hold about you or request that inaccurate or incomplete information be corrected. We will make corrections where you can demonstrate that the information is inaccurate or incomplete for the purposes for which it is being used.

For any privacy-related enquiries or access and correction requests, please contact us at:

Email: info@meridianrehab.ca

This notice applies to personal information collected through the Meridian Rehabilitation Canadian website and associated services. It does not apply to information collected through our Australian or Irish operations, which are governed by separate privacy notices.