Your information and privacy

Privacy Policy

Last updated: September 7, 2026

Meta Bodyworks respects your privacy and is committed to protecting the personal information and personal health information entrusted to us.

This policy explains what information we may collect, why we collect it, how it may be used or disclosed, and the choices available to you when using our website or receiving services from Meta Bodyworks.

1. Who We Are

Meta Bodyworks provides Registered Massage Therapy, holistic wellness services, movement classes and educational programs in Ontario.

Personal health information connected with Registered Massage Therapy is handled in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA), applicable professional requirements and other applicable privacy laws.

2. Information We May Collect

Depending on how you interact with us, we may collect:

• Your name and contact information
• Appointment and scheduling information
• Information you provide through contact or registration forms
• Personal health information required to assess and provide care
• Billing, insurance and payment-related information
• Communications between you and Meta Bodyworks
• Newsletter or program registration information
• Basic technical information recorded by our website hosting systems

3. How We Collect Information

Information may be collected when you:

• Book or attend an appointment
• Complete a secure intake or consent form
• Contact us by telephone, email or website form
• Use the website chatbot
• Register for a class, course or newsletter
• Request direct billing or provide insurance information
• Visit our website

4. Why We Collect and Use Information

We may use information to:

• Schedule, confirm, change or cancel appointments
• Assess your needs and provide safe, appropriate care
• Maintain required clinical and business records
• Process payments, receipts and eligible insurance claims
• Respond to questions and service inquiries
• Provide requested classes, programs or educational materials
• Send newsletters or promotional communications when you have subscribed
• Operate, secure and maintain our website
• Meet legal, regulatory and professional obligations

5. Consent

We seek consent before collecting, using or disclosing personal information unless collection, use or disclosure is otherwise permitted or required by law.

You may withhold or withdraw consent, subject to legal, regulatory, clinical and contractual limitations. Withdrawing consent may affect our ability to provide certain services.

6. Personal Health Information

We collect only the personal health information reasonably necessary to provide care, document treatment, arrange billing and meet professional obligations.

Personal health information is not used for unrelated marketing without appropriate consent. It is disclosed only with consent or when permitted or required by law.

7. Online Booking and Secure Forms

Meta Bodyworks uses Carepatron for online booking, intake forms and certain practice-management functions. When you use these services, information is processed through Carepatron’s systems and may also be subject to its terms and privacy practices.

Please verify that you have selected the correct practitioner and clinic location before submitting your appointment.

8. Website Contact Forms and Email

Information submitted through our contact form or regular email is used to respond to your inquiry. Regular email and general website forms may not be suitable for detailed or sensitive health information.

If health information is required, we may direct you to a secure intake or communication method.

9. Website Chatbot

Our website may provide an automated chatbot to answer general questions about services, locations and booking. The chatbot is not a healthcare practitioner and does not provide medical advice, diagnosis or emergency assistance.

Do not enter your health history, symptoms, insurance numbers or other sensitive personal information into the chatbot. Information entered into the chatbot may be processed by the chatbot service provider according to its own privacy practices.

10. Newsletters and Marketing

If you subscribe to a newsletter or request educational materials, we may use your name and email address to provide those communications through our email service provider.

You can unsubscribe using the link included in marketing emails. Unsubscribing from marketing does not prevent necessary appointment or service-related communications.

11. Website Hosting, Logs and Cookies

Our website is built using WordPress and Pagelayer and is hosted through NameHero. Hosting and security systems may automatically record limited technical information, such as an IP address, browser type, requested page, date and time, or security events.

We do not currently use Google Analytics or another dedicated visitor analytics service.

WordPress, hosting services, embedded content or website features may use cookies that are necessary for security, functionality or remembering user preferences. Your browser may allow you to block or remove cookies, although doing so may affect website functions.

12. Third-Party Services and External Links

We may use third-party services for website hosting, online booking, payment processing, direct billing, forms, email delivery, course registration, maps or chatbot functions. These providers may process information on our behalf or receive information when you choose to use their service.

Our website may also link to external websites. Meta Bodyworks is not responsible for the privacy practices or content of websites we do not control. We encourage you to review their privacy policies.

13. Disclosure of Information

Information may be disclosed:

• With your consent
• To service providers assisting with authorized business or clinical functions
• Within your circle of care where legally permitted and appropriate
• For insurance billing when you request or authorize it
• To meet professional, regulatory or legal obligations
• When otherwise permitted or required by law

14. Safeguarding Information

We use reasonable administrative, physical and technical safeguards appropriate to the sensitivity of the information. No electronic system or transmission method is completely secure, but we take reasonable steps to reduce the risk of loss, theft, unauthorized access, use, disclosure, copying, modification or disposal.

15. Retention and Disposal

We retain records for the periods required by applicable laws, professional standards and legitimate operational needs. When information is no longer required, it is securely destroyed, deleted or anonymized as appropriate.

16. Access and Correction

Subject to applicable legal exceptions, you may request access to your personal information or personal health information and ask that inaccurate or incomplete information be corrected. We may need to verify your identity before responding.

17. Privacy Incidents

If we become aware of a loss, unauthorized access, use or disclosure involving personal information, we will take reasonable steps to contain and investigate the incident and provide notification where required by law.

18. Children’s Information

When services involve a minor, consent and information-management decisions are handled according to the minor’s capacity, applicable law and the authority of a parent, guardian or substitute decision-maker where required.

19. Changes to This Policy

We may update this Privacy Policy when our practices, services or legal obligations change. The current version and revision date will be posted on this page.

20. Contact Us

To ask a privacy question, request access or correction, withdraw consent where applicable, or raise a concern, contact:

If your concern relates to personal health information and cannot be resolved directly, you may also contact the Information and Privacy Commissioner of Ontario.