Privacy Policy

Your Privacy Matters

At MICRO MVMT & HEALTH CO., protecting your personal and health information is an important part of providing thoughtful, professional care.

Whether you connect with us for Registered Massage Therapy in Langley, Clinical Counselling in Langley or South Surrey, or Virtual Care across British Columbia, we are committed to handling your information with care, transparency and respect.

This Privacy Policy explains how we may collect, use, disclose, protect and retain personal information when you visit our website, contact our clinic, book an appointment or receive services through our practice.

Last Updated: September 2026

Protected

Reasonable safeguards help protect the personal and health information entrusted to us.

Transparent

We aim to be clear about what information we collect, why we need it and how it may be used.

Confidential

Privacy and confidentiality are integrated into our clinical and administrative practices.

OUR COMMITMENT TO PRIVACY

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MICRO MVMT & HEALTH CO. is committed to protecting personal information in accordance with applicable privacy requirements.

As a private-sector organization operating in British Columbia, our privacy practices are guided primarily by British Columbia's Personal Information Protection Act (PIPA). Other privacy requirements may also apply depending on the circumstances, including where personal information is handled across provincial or national borders.

MICRO maintains policies and practices intended to support the responsible collection, use, disclosure, protection, retention and disposal of personal information.

Our healthcare practitioners are also responsible for complying with the privacy, confidentiality, documentation and record-keeping obligations applicable to their individual professions.

PERSONAL INFORMATION WE COLLECT

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The information we collect depends on how you interact with MICRO and the services you receive.

We aim to collect only information reasonably necessary for identified purposes related to your care, appointments, clinic administration and other permitted activities.

This may include:
- Full Legal Name
- Date of birth
- Pronouns
- Address
- Telephone number
- Email address
- Emergency contact information
- Parent, guardian or substitute decision-maker information, where applicable
When you receive Registered Massage Therapy, Clinical Counselling or another healthcare service through MICRO, your practitioner may collect information reasonably necessary to provide and document your care.
This may include:
- Health history
- Current symptoms or concerns
- Relevant medical information
- Medications
- Previous treatment or health history
- Assessment information
- Clinical observations and notes
- Treatment or care plans
- Progress information
- Consent documentation
- Referral information
- Information you choose to share during your care
The information collected will depend on the service being provided and the professional judgment and documentation responsibilities of your practitioner.
We may collect information relating to:
- Appointment bookings and history
- Intake and consent forms
- Waitlists
- Cancellations and missed appointments
- Communications with the clinic
- Referrals
- Billing
- Account activity
- Administrative requests
If you ask MICRO to assist with direct billing or an insurance claim, we may collect information necessary to process or administer that request, including:
- Insurance provider
- Plan or policy information
- Member or identification number
- Claim information
- Coordination of benefits information
- Information required by an insurer or authorized third-party payer
Direct billing is offered as a courtesy and is not guaranteed.
Only information reasonably necessary for the requested claim or administrative process should be submitted.
Payment information may be processed through authorized payment processors and practice-management systems used by MICRO.
Where payment information is securely stored or tokenized by an authorized third-party processor, MICRO may not have access to your complete payment-card information.

HOW WE USE YOUR INFORMATION

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MICRO may collect and use personal information for reasonable purposes connected with providing care and operating the clinic.

These purposes may include:

Scheduling and managing appointments
Providing Registered Massage Therapy, Clinical Counselling and related services
Maintaining appropriate clinical and administrative records
Communicating with you about appointments, requested services or care
Managing intake and informed consent
Processing payments and outstanding balances
Assisting with insurance and direct-billing claims
Coordinating authorized referrals or care
Managing waitlists
Responding to questions and inquiries
Supporting clinic administration and operations
Maintaining the security and integrity of clinic systems
Meeting professional, regulatory, insurance, tax and legal requirements
Improving administrative processes and the patient experience

Personal information will not be collected, used or disclosed simply because it may be useful at some point in the future.

CONSENT & YOUR CHOICE

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Where consent is required, MICRO seeks consent appropriate to the sensitivity of the information and the circumstances.

Depending on the situation, consent may be provided through:

Intake or consent forms
Electronic forms
Written authorization
Verbal consent
Your instructions
Your actions where consent may reasonably be inferred

You are welcome to ask why information is being requested and how it will be used before providing it.

Where permitted, you may withdraw consent to certain collections, uses or disclosures of your personal information.

There may be circumstances where consent cannot be withdrawn or where information may be collected, used, retained or disclosed without consent as permitted or required by law.

Withdrawing consent may also affect our ability to provide a requested service where the information is reasonably necessary to provide that service.

WHEN WE MAY SHARE YOUR INFORMATION

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MICRO MVMT & HEALTH CO. does not sell your personal or health information.

Personal information may be disclosed where reasonably necessary and permitted or required by applicable law.

With appropriate authorization, or where otherwise legally permitted, information may be shared with another healthcare professional involved in your care.
When you request direct billing or assistance with a claim, information reasonably necessary to process the claim may be submitted to your insurer or another authorized payer.
MICRO relies on selected third-party service providers and technology to operate the clinic.
Depending on the service, these may support:
- Online booking
- Electronic health records
- Intake and consent forms
- Payment processing
- Email and communications
- Website hosting
- Virtual appointments
- Insurance and direct billing
- Administrative operations
- Other technology used to support clinic services
Personal information may therefore be processed or stored by authorized service providers where reasonably necessary to provide their services.
If you ask MICRO to assist with direct billing or an insurance claim, we may collect information necessary to process or administer that request, including:
- Insurance provider
- Plan or policy information
- Member or identification number
- Claim information
- Coordination of benefits information
- Information required by an insurer or authorized third-party payer
Direct billing is offered as a courtesy and is not guaranteed.
Only information reasonably necessary for the requested claim or administrative process should be submitted.
Information may also be disclosed without consent where disclosure is authorized or required by applicable law, court order or another lawful authority or professional obligation.

ELECTRONIC HEALTH RECORDS

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MICRO MVMT & HEALTH CO. uses Jane as its primary practice-management and electronic health record platform.

Jane may support functions including:

Online appointment booking
Appointment management
Intake and consent forms
Clinical documentation
Secure communications
Payments
Insurance and direct billing
Virtual appointments
Administrative records

Information entered into or processed through Jane is handled through Jane's systems and is also subject to the privacy and security practices applicable to that platform.

Where another approved technology or service provider is used, MICRO and its practitioners remain responsible for meeting applicable privacy and professional obligations within their respective responsibilities.

VIRTUAL CARE | TELUS HEALTH & ELECTRONIC COMMUNICATIONS

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MICRO provides Virtual Care, where appropriate.

Virtual care involves electronic communication and may use technology for video appointments, booking, forms, communications and clinical documentation.

MICRO and its practitioners take reasonable steps to use appropriate platforms and safeguards. However, no electronic communication method or technology can eliminate every privacy or security risk.

Clients participating in virtual counselling are encouraged to:

Choose a private environment
Use a secure internet connection where possible
Use a personal device where appropriate
Consider whether others can overhear the conversation
Inform their counsellor if privacy becomes difficult to maintain during a session

Additional informed consent requirements may apply to virtual services.

AI ASSISTED-DOCUMENTATION

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MICRO may permit practitioners to use approved technology that includes AI-assisted clinical documentation features where appropriate.

Where AI-assisted technology is used, practitioners are expected to comply with MICRO's privacy requirements, applicable professional responsibilities and relevant consent requirements.

MICRO prioritizes approved systems intended for appropriate healthcare or clinical workflows.

Practitioners are not authorized by MICRO to freely upload identifiable patient information or sensitive clinical information into unapproved public AI platforms.

AI-assisted documentation does not replace professional judgment. The treating practitioner remains responsible for reviewing the clinical record and determining its accuracy and appropriateness.

Where specific consent is required for an AI-assisted documentation process, consent will be addressed separately.

PRIVACY IN THE CLINIC

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Independent Healthcare Practitioners

Healthcare professionals practising through MICRO may operate as independent practitioners or independent contractors.

Each practitioner remains professionally responsible for their own:

Clinical decisions
Scope of practice
Documentation
Confidentiality obligations
Professional conduct
Record-keeping requirements

MICRO also maintains clinic-level privacy and administrative practices for personal information within its custody or control.

Services may involve children, youth, parents, guardians, couples or families.
Consent, confidentiality and information-sharing requirements may vary depending on factors such as:
- Age
- Capacity to provide informed consent
- Nature of the service
- Parent or guardian involvement
- Professional obligations
- Applicable legal requirements
Additional youth, guardian or mature-minor documentation may be required where appropriate.
Information shared within the patient-practitioner relationship is treated as confidential, subject to applicable legal and professional limits.
There may be circumstances in which a health provider is permitted or required to disclose information without the client's consent.
Your Health Provider can explain the confidentiality expectations and applicable limitations relating to your individual patient-practitioner relationship.

WEBSITE PRIVACY, COOKIES & ANALYTICS

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When you visit microwellness.ca, certain technical information may be collected automatically by our website or the technologies supporting it.

Depending on our website configuration, this may include:

Browser type
Device type
IP address
Pages visited
Referral source
General website interactions
Date and time of visits

This information may be used for purposes such as:

Maintaining website functionality
Understanding website performance
Improving navigation and user experience
Understanding how visitors find MICRO
Measuring the effectiveness of our website and digital marketing
Maintaining website security

Our website may also use cookies or similar technologies.

You may be able to restrict or disable certain cookies through your browser or device settings. Doing so may affect some website functionality.

Where analytics, advertising or other website technologies collect or process personal information, MICRO seeks to manage those technologies in accordance with applicable privacy requirements.

EMAIL & COMMUNICATIONS

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MICRO may communicate with you regarding appointments, accounts, requested services, clinic administration or your care.

We may also send information about clinic services, practitioner updates or other relevant information where permitted and where any required consent has been obtained.

Where applicable, marketing communications will provide an appropriate method to unsubscribe.

Unsubscribing from marketing communications does not necessarily prevent MICRO or your practitioner from sending administrative, transactional or care-related communications that are reasonably necessary.

Since ordinary email may not provide the same privacy protections as a dedicated healthcare platform, please avoid sending detailed or highly sensitive health information by regular email unless necessary.

HOW WE PROTECT PERSONAL INFORMATION

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We recognize that personal and health information can be sensitive.

MICRO uses reasonable administrative, technical and physical safeguards appropriate to the nature of the information within its custody or control.

Depending on the information and system involved, safeguards may include:

Password-protected systems
Access controls
Secure practice-management technology
Privacy and confidentiality policies
Secure payment-processing systems
Appropriate electronic record practices
Practitioner and administrative privacy expectations
Procedures for responding to suspected privacy incidents
Limiting access to information where appropriate

No physical or electronic system can guarantee absolute security.

MICRO nevertheless takes reasonable measures intended to protect personal information against risks such as unauthorized access, collection, use, disclosure, copying, modification, loss or disposal.

RETENTION & SECURE DISPOSAL

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Personal and clinical information is retained for periods appropriate to the purposes for which it was collected and applicable legal, professional, insurance, tax and record-retention requirements.

Different healthcare professions may be subject to different record-retention obligations. As a result, retention periods may vary depending on the practitioner, record and circumstances.

When information is no longer required to be retained, MICRO and its practitioners take appropriate steps to securely dispose of, delete or anonymize the information, subject to applicable requirements.

ACCESSING OR CORRECTING YOUR PERSONAL INFORMAITON

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You may request access to personal information about you within MICRO's custody or control, subject to applicable legal exceptions.

You may also request correction of personal information you believe is inaccurate or incomplete.

Depending on the request, we may need to:

Verify your identity
Clarify which records you are requesting
Refer a clinical-record request to the practitioner responsible for the record
Apply limitations or procedures required by applicable law

To make an access or correction request, please contact us at: info@microwellness.ca

PRIVACY QUESTIONS, REQUEST & CONCERNS

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YOUR PRIVACY RIGHTS IN BRITISH COLUMBIA

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British Columbia's Personal Information Protection Act (PIPA) establishes requirements for private-sector organizations handling personal information and provides individuals with privacy rights, including rights relating to access and correction.

MICRO encourages you to contact our Privacy Officer first if you have a question or concern so that we have an opportunity to understand and address the matter.

You may also contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC) regarding privacy rights or concerns.

UPDATES TO THIS PRIVACY POLICY

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MICRO MVMT & HEALTH CO. may update this Privacy Policy periodically to reflect changes in our services, technology, administrative practices or applicable requirements.

The most current version will be published on this page and identified by its Last Updated date.

Thoughtful Care Includes Respect for Your Privacy

Your personal information is part of your care.

At MICRO MVMT & HEALTH CO., we are committed to handling personal and health information thoughtfully and responsibly across our Registered Massage Therapy, Clinical Counselling and Virtual Care services.

For questions about privacy, consent, personal information or access to records, please contact our Privacy Officer.