Privacy Policy

CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc.

Our companies, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc., are committed to protecting the privacy rights of all individuals about whom personal information is collected. The protection of individuals’ privacy and personal information is governed by provincial and federal legislation. The company and all its employees commit to adhering to its obligations and guidelines by complying with various legal terms regarding the protection of personal information, while also respecting the other obligations of the professional orders of our clinic’s employees and their respective codes of ethics.

Various technologies may be used in our company, and these technologies may involve automatic data collection by us or on our behalf by third parties. By providing personal information (through our website or patient portal, by email, newsletter, in person, or by phone), you agree that it may be processed in accordance with this privacy policy, and you authorize our companies, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc.

This Policy does not extend to third-party websites that you may access from links or references on our Website. Such sites, which are not operated or controlled by CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc., are governed by their own privacy policies. We are not responsible for the content and activities of these sites.

The following Privacy Policy applies to both CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. It outlines how these companies collect, use, and protect information voluntarily provided by users of their site and information transmitted automatically by their internet server. For any questions, suggestions, comments, or to review or update your personal information, please contact CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. at info@cigonia.com. At any time, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. reserve the right to modify this Policy, without notice.

We recommend you read our Policy carefully and review it regularly. This Policy does not apply to personal information of employees, representatives, and consultants of CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc., to any other person affiliated with the Organization, or to any information that does not constitute personal information as defined by applicable law.

Information is collected at various locations, times, or different platforms and technological tools used by our companies CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. Among the technology tools used:

• Website (WordPress)
• Jane app (appointment booking platform and patient file and consultation note storage)
• MailChimp (mass newsletter sending tool)
• Telephone and email (between patients and the professionals and employees of our companies CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc.)
• Social networks (Meta: Facebook and Instagram, TikTok).

This Policy informs you about the personal information we collect through technological means, how we process it, and when we need to disclose it to subcontractors or third parties. The term “personal information” refers to any information about a natural person that directly or indirectly reveals something about the identity, characteristics, or activities of that person. For example, this may include your name, date of birth, personal email address, financial information, or personal identification numbers.

By your consent, you authorize us to collect and process your personal information necessary to provide our services. Whenever possible, our Organization obtains consent directly from the individual concerned for the collection, use, and disclosure of their personal information. However, if you provide us with personal information about other individuals, you must ensure that you have properly informed them that you are providing their information to us and have obtained their consent for such communication.

By browsing our Website or using our professional services, and where applicable, associated media, printed documents, and “online” or electronic documentation, you agree that we may collect, use, process, disclose, and retain your personal information in accordance with the conditions described in this Policy.

If you do not agree to abide by and be bound by this Policy, you are not authorized to visit, access, or use our Website or our services, nor to share your personal information with us.

Please note that you remain in control of your personal information at all times, and the consent you provide us can be withdrawn at any time by contacting us as indicated in the “Contact Us” section. We will ensure to respect your choice in accordance with our legal obligations.

Two types of information are collected on the websites of CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc.:

a) Personal information
For the purposes of this Policy, the term “personal information” refers to information that directly or indirectly identifies a natural person. Any action related to an online booking, appointment scheduling, a call, sending an email, subscribing to a newsletter, sending a resume, or a contact form requires the voluntary transmission of your personal information. When this information is mandatory for processing your request, you will be notified.

Among this information, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. collect:

Mandatory:

• Name and surname
• Sex
• Civic address
• Email address
• Phone number
• Any other relevant medical or personal information necessary for the management of the patient within the framework of the professional service offered.

Non-mandatory:

• Credit card number
• Any other relevant medical or personal information necessary for the management of the patient within the framework of the professional service offered.

Please note that this list is not exhaustive and may change without notice.

b) Non-personal information
For the purposes of this Policy, the term “non-personal information” refers to anonymous information usually recorded by web servers and social networks, such as the Internet Protocol (IP) address, the date and time of access, as well as the operating system and browser used by the user. Demographic statistics about our visitors (age group, country of origin, correspondence language, etc.) and their browsing habits (pages viewed, number of visits, duration of consultation, etc.) are also considered non-personal information. CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. collect such information, mainly through cookies (cookies).

Necessary cookies:

• Cookie Yes – cookie to remember user consent preferences.
• Google Recaptcha – cookie to identify bots to protect the website from malicious spam attacks.

Functional cookies:

• WPML – cookie to store current language/language settings.

Analytical cookies:

• Google Analytics – cookie to calculate visitor data, count the number of pages, store information on how users use the site, and store a unique ID per visitor.
• YouTube – cookie through embedded YouTube videos and records anonymous statistical data.

Advertising cookies:

• YouTube – cookie to measure bandwidth, cookie to track views of embedded videos, cookie to record user preferences, cookie to store a unique identifier to store data on YouTube videos that the user has viewed.

The contact information voluntarily provided by users through various digital tools of our companies may be used for the following reasons: to confirm an appointment, cancel or modify it, send information about the products and services of the companies, contact them if necessary, understand their needs, and obtain their degree of satisfaction through a survey.

The use of cookies allows CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. to compile statistics that serve to analyze the traffic of their websites and create advertisements.

• Professional or employment-related information, such as your resume, place of employment, government titles or positions, employers, owned businesses, salary or self-employment income, and information regarding your criminal background and other information you provide when applying for a job at [Organization Name];
• Contact details, such as your name and surname, your email address, your phone number, your address, and your business number for creating a client account;
• Information related to products or services, such as information about the services we have provided you;
• Transaction and payment information, such as the payment method used, the date and time, the payment amount, the billing zip code, your address, and other related information;
• Information you choose to provide or transmit to us, for example, when you fill out a form, respond to surveys, or communicate with one of our employees or representatives.

We do not knowingly collect and use personal information from individuals under the age of 14. If you are under 14 years old, you must not provide us with your personal information without the consent of your parents or guardian.

If you are a parent or guardian and learn that your child has provided us with personal information without consent, please contact us as indicated in the “Contact Us” section to request that we delete this child’s personal information from our systems.

In general, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. use your personal information only for the purposes permitted or required by law or for the following purposes:

• To offer or improve our professional services or develop new services;
• To allow you to subscribe to our newsletter, apply for a job with [Organization Name], answer your questions, collect opinions and comments regarding our services, or provide assistance as needed;
• To operate, maintain, monitor, develop, improve, and offer all the features of our Website;
• For verification of your identity, your personal background, as permitted by law, or to comply with our obligations under current laws and regulations;
• To send messages, updates, security alerts, or transmit communications in accordance with the law;
• To administer a contest, promotion, survey, or other feature of the Website or our services;
• To conduct research and analyses related to our business and services;
• To detect and prevent fraud, errors, spam, security incidents, and other harmful activities;
• To ascertain, exercise, or defend a legal right or procedure.

CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. always respect the purposes for which we have collected your personal information. If we wish to use or disclose your personal information for other purposes, we will ask for your consent, except in cases permitted by law.

Specific method of information collection via the Jane APP platform, as well as on-site during professional consultation visits, by phone and by email:

JANE: The platform used for appointment scheduling and electronic files is Jane. This provider provides our companies, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc., access to their online (web) application for which we pay annual usage fees. Account information (the patient) is provided voluntarily and collected from professionals to open their Jane account (such as the clinic’s name and credit card number for billing) and patient data (such as the patient’s name, demographic data, and medical information for entries in the file). Also collected are: medical observations, a summary of all communication and diagnoses, consultation requests, reports, prescriptions, reports and examination requests; summary of medical history (medications, allergies, etc.).

If applicable, evidence of consent that was given to us in circumstances where such consent is necessary for the processing of the information.

Patient data (records, patient profiles, appointment history, etc.) belong to the clinic, namely our companies, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. This means that Jane acts as an agent that stores patient data on behalf of CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc, which remains the owner of all patient data.

Jane App is a secure platform: The data added by CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. to the Jane platform is stored on the provider’s secure servers that have undergone a SOC 2 audit in appropriate data centers in Montreal, Quebec. The same data is also encrypted using 256-bit encryption when sent between the professional’s device and the company’s servers (in the same way as banking information).

The security of the Jane platform is the sole responsibility of the provider, who commits to providing secure software.

The security modalities of this platform are detailed in the Security Protocol of our companies, available upon request only, under the responsibility of the governance of CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. The responsible person is Rachel Whalen, Assistant to the General Director and Director of Communications.

Jane app is an application implemented on the websites of our companies, to offer patients the possibility to make appointments online. The application is also used independently and acts as the main work tool for all staff and professionals of our companies.

CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. use the audience analysis tool, Google Analytics, to obtain demographic statistics about their visitors and statistics about their browsing habits. They may also use this data to better understand their behavior or improve the structure of their websites.

Furthermore, Google Analytics allows the profiling of current or potential customers to improve the offer of products and services. To collect anonymous information and produce statistics reports, Google Analytics may use cookies without personally identifying you.

CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. use advertising tools Google Ads, TikTok, and Meta Ads (Facebook and Instagram) to promote their products and services. These tools use cookies and other technologies to track and analyze data, assess the popularity of content, better understand the online activities of Internet users, and publish targeted advertisements.

The way CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. use Google Ads and Facebook Ads allows them to tailor their marketing practices to better meet the needs of their customers and display ads that, according to the companies, are likely to interest them.

Any user can enable or disable the use of cookies by Google. To do so, go to the following address: https://support.google.com/accounts/answer/61416?hl=en. You can also disable the distribution of targeted ads based on interests or demographic data on Google by visiting the following page: https://adssettings.google.com.

You can choose to enable or disable all or part of these website cookies, but disabling some of them may affect your browsing experience. Access settings in the Customize consent preferences tab.

Personal information is neither exchanged nor sold to third parties, unless required by legal obligation. Personal information is kept for a minimum period of five (5) years, and we keep every patient file mandatorily for a minimum duration of 7 years (time frames prescribed in which a tax audit could be conducted by the ministries of our region. The only possible exception is at the request of the patient himself to delete the file.

The purpose is to promote good medical follow-up continuity, and if we judge that a new consultation is still possible in the future. Note that having access to the patient’s medical record and previous consultation history allows for better services to the patient. It is also known that for any consultation of perineal condition evolution or issues, few professionals keep evolution notes, unlike our professionals, our clinics thus become the sole holder of follow-up and medical notes history for any perineal consultation.
Moreover, a patient is always consulted before their information and medical record stored at CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. is sent to another professional through the patient’s medical journey. Verbal or written consent is always requested, notably in the consent form filled out by all patients during their first consultation at our clinics.

In the course of our activities, we make your personal information accessible to our employees, consultants, or agents whose functions require it.

Although we try to avoid sharing your personal information with third parties, we may call on service providers to perform various services on our behalf, such as IT management and security, marketing, as well as analysis, hosting, and data storage. In these circumstances, we only provide the personal information necessary to perform their mandate, and we commit to ensuring that the principles set out in this Policy are respected.

Moreover, these service providers offer us sufficient guarantees regarding the implementation of adequate protective measures for your personal information processed or communicated before your personal information is communicated to them. When our service providers no longer need your personal information, we ask them to destroy this data appropriately.
When we need to communicate your personal information related to your health or the medical treatments you receive, we ensure to communicate this information in a depersonalized form whenever possible.

The personal information we collect and retain remains protected and is hosted securely on servers that may be located outside of Quebec, notably in Canada and the United States.

We may also share, transfer, or communicate, in strict compliance with this Policy, your personal information with third parties when required by law or in the context of a business transaction aiming for the sale, transfer, or assignment, in whole or in part, of CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. or our assets. In this case and upon the realization of the business transaction, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. will inform you before your personal information is governed by another privacy policy.

We do not sell, trade, or otherwise communicate your personal information to third parties, subject to exceptions provided by law.

All professionals and employees of our companies, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc., are committed and obliged to respect professional secrecy and confidentiality relating to activities, operating modes, and procedures, particularly regarding the identity of clients, the nature and course of mandates, and the physical content of files.

Access to personal information within the company will be limited to employees and professionals who need the information to perform their duties and to professionals who must access personal information on clients’ health to provide care. These employees will treat the information strictly confidentially and will not give access to this information to any unauthorized person. Anyone we hire must respect this policy and related internal procedures.

Any violation of this policy will result in a disciplinary meeting and possibly immediate dismissal. The sections applied are at the discretion of the governance of our companies.

Subject to applicable laws, we retain your personal information only for the time necessary to achieve the purposes for which this information was collected unless you consent to your personal information being used or processed for another purpose. After this period, your personal information will be destroyed or anonymized securely.

For more information on the periods during which your personal information is retained, please contact us as indicated in the “Contact Us” section.

You have the following rights:

• The right to be informed of the personal information we hold about you and to request a paper copy of the documents containing your personal information, subject to exceptions provided by applicable law;
• The right to have the personal information we hold about you corrected, modified, and updated if it is incomplete, ambiguous, outdated, or inaccurate;
• The right to withdraw or modify your consent for CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc to collect, use, communicate, or retain your personal information at any time, subject to legal and contractual restrictions applicable.
• The right to ask us to stop disseminating your personal information and to de-index any link attached to your name that gives access to this information if this dissemination violates the law or a court order;
• The right to file a complaint with the Organization and the Commission d’accès à l’information, subject to the conditions provided by applicable law.

To exercise any of these rights, please contact us as indicated in the “Contact Us” section.

CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. make all reasonable efforts to ensure the security of the personal information provided by users of their websites. The companies have adopted appropriate security measures to protect their clients against the loss or unauthorized use of their personal information, including credit card-related information. A security protocol has been in place since September 22, 2023. In it are detailed all the measures taken by our companies to protect their clients’ information. All security modalities taken by our companies are detailed in the Security Protocol, available upon request only, under the responsibility of the governance of CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. The responsible person is Rachel Whalen, Assistant to the General Director and Director of Communications.

CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. commit to taking all reasonable means to ensure a level of confidentiality and security of personal information that conforms to adequate technological standards given its sector of activity.

Despite the foregoing, you acknowledge and recognize that no computer system offers absolute security and that a risk is always present when transmitting Personal Information over the public network of the Internet.

You thus accept that CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. cannot be held responsible for any breach of confidentiality, hacking, virus, loss, theft, misuse, or alteration of the Personal Information transmitted or hosted on its systems or those of a third party. You also declare to waive any claim in this regard, except in cases of gross negligence or willful misconduct by CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. Consequently, you agree to release CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. and its officers, directors, related persons, and business partners from any liability for any damage of any nature whatsoever, whether direct or indirect, incidental, special, or consequential in connection with the use of your Personal Information.

In the event of a breach of confidentiality or security of your Personal Information that presents a high risk to your rights and freedom, this breach will be notified to you as soon as possible, and CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. will take the necessary measures to preserve the confidentiality and security of your Personal Information.

CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. encourage you to make any requests for information, suggestions, or comments regarding this Privacy Policy. You can contact them at any time by email at info@cigonia.com.

We reserve the right to modify this Policy at any time in accordance with applicable legislation. In the event of a modification, we will publish the revised version of the Privacy Policy, update its date, and present an update notice on the homepage of our Website. The notice will indicate the date of its publication, the general purpose of the changes made, and the effective date of the changes.

We encourage you to review this Policy each time you access our Website to stay informed about the protection measures and sound practices for your personal information.

If you do not approve the new conditions of the Privacy Policy, we invite you to no longer use our Website and our services. If you choose to continue using our Website or our services after the effective date of the new version of our Policy, your use of our Website and our services will then be governed by this new version of the Policy.

This policy was updated on the specific date indicated at the top of this document.

If you believe that your personal information is not secure in our clinic or that a privacy incident involving personal information may have occurred, you can contact the Responsible at 819 821-3434 or r.whalen@cigonia.com. A complaint form will be filled out and analyzed by the management.

In the event of an actual privacy incident involving personal information, CENTRE DE RÉÉDUCATION PELVI-PÉRINÉALE INC. and 9471-7923 Québec Inc. commit to:

• Take reasonable measures to reduce the risks that harm may be caused to affected individuals and prevent new incidents of the same nature from occurring;
• Notify the Commission d’accès à l’information;
• Record all privacy incidents in the incident register.

Last updated: March 25, 2024.