PRIVACY POLICY

INTRODUCTION

At Willow Wellness Centre, we are committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our facility, use our services, or interact with our website and booking platforms.

This policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Quebec's Act Respecting the Protection of Personal Information in the Private Sector.

INFORMATION WE COLLECT

Personal Information

We may collect the following types of personal information:

Collection Methods

We collect information through:

• Registration and intake forms
• Verbal communication during consultations
• Website interactions and online booking system
• Payment transactions
• Feedback and survey responses
• Security systems

HOW WE USE YOUR INFORMATION

We use your personal information for the following purposes:

• To provide and manage the wellness services you request
• To ensure your safety during treatments and classes
• To process payments and manage your account
• To communicate with you regarding appointments, classes, and services
• To send you relevant information about our services, promotions, and events (with consent)
• To improve our services and develop new offerings
• To comply with legal and regulatory requirements
• To maintain the security of our premises and systems

GOOGLE ANALYTICS AND COOKIES

Web Analytics

We use Google Analytics, a web analytics service provided by Google LLC. Google Analytics uses cookies to help us analyze how users interact with our website.

Types of Cookies

Cookies are small text files stored on your device that help us understand how you use our website. We use the following types of cookies:

• Analytics Cookies: Google Analytics cookies that track your interactions with our site
• Consent Cookies: A cookie to remember your cookie consent preference

LEGAL BASIS FOR PROCESSING

We process your personal information based on:

• Your explicit consent
• The necessity to perform our contractual obligations to you
• Our legitimate interests in operating our business effectively
• Compliance with legal obligations

CONSENT

We obtain your consent for collecting, using, and disclosing your personal information at the time of collection, except when authorized by law. You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice.

For clients under 14 years of age, we require consent from a parent or legal guardian.

INFORMATION SHARING AND DISCLOSURE

We may share your personal information with:

DATA RETENTION

We retain personal information only as long as necessary to fulfill the purposes for which it was collected and to comply with applicable laws. Health records are maintained for the period required by professional standards and applicable laws (minimum of 7 years in Quebec).

DATA SECURITY

We implement appropriate physical, technical, and administrative safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

Despite our best efforts, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

YOUR RIGHTS

You have the right to:

• Access your personal information
• Request corrections to inaccurate or incomplete information
• Withdraw consent for certain uses of your information
• Request deletion of your information (subject to legal retention requirements)
• Receive an explanation of our policies and practices relating to your information
• Lodge a complaint regarding our privacy practices

To exercise these rights, please submit a written request to our Privacy Officer.

CHILDREN'S PRIVACY

We do not knowingly collect personal information from children under 14 without proper parental consent. Parents or guardians may contact us to review, modify, or delete their child's personal information.

CROSS-BORDER TRANSFERS

Your personal information may be stored and processed in Canada or other countries where our service providers maintain facilities. By providing your information, you consent to the transfer of information to countries that may have different data protection rules than your country.

QUÉBEC-SPECIFIC PROVISIONS

In accordance with Quebec's Act Respecting the Protection of Personal Information in the Private Sector:

• We maintain an inventory of personal information we hold
• We have designated a person responsible for the protection of personal information
• We conduct privacy impact assessments for information system projects involving personal information
• In the event of a confidentiality incident presenting a risk of serious injury, we will notify the Commission d'accès à l'information and affected individuals

CHANGES TO THIS POLICY

We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. The updated policy will be posted on our website and at our Centre, with the effective date clearly indicated.

LANGUAGE

This policy has been drafted in English and translated to French using translation tools. In case of any inconsistency between the English and French versions, the English version shall prevail to the extent of such inconsistency.