Last updated: November 2, 2026
Muskoka Massage Works Inc. (“Massage Works”) and our Registered Massage Therapists (RMTs) protect your personal health information as required by Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and the standards of the College of Massage Therapists of Ontario (CMTO).
1. Privacy contact
Our Privacy Contact is the clinic owner. Please contact:
Massage Works, 365 Muskoka Road #3 North, Suite #7, Huntsville, ON P1H 1C4
info@muskokamassageworks.com · 705-788-9928
Please mark your message “Attention: Privacy Contact.”
2. What we collect and why
We collect your contact and emergency contact details, health history, medications, assessment findings, treatment notes, consent forms, and billing and insurance details. We also collect information about daily activities (work, sports, hobbies) relevant to your condition. We collect only what is reasonably needed:
- to assess your health needs and possible causes of your symptoms
- to understand family history relevant to your condition
- to plan and provide safe, effective treatment
- to book appointments and communicate with you
- to communicate with other health care providers involved in your care
- to process insurance claims, including confirming treatment details when your insurer verifies a claim you have submitted
- to meet our legal and professional obligations, including record-keeping, CMTO quality assurance and investigations, and mandatory reports
3. Your consent
We may share relevant information with other health care providers involved in your care (for example, your doctor) unless you tell us not to. We will not share your information with anyone outside your circle of care, such as insurers, lawyers, employers or family members, without your express consent, except where the law permits or requires it. Examples include a court order, a CMTO investigation, a mandatory report, or preventing a significant risk of serious harm.
You may withhold or withdraw consent at any time. Withdrawing consent applies going forward; it does not undo information already shared, and we must still keep your record as required by law. If withholding consent affects the care we can safely provide, your RMT will explain how.
4. Electronic records and communication
We keep client records and bookings in Noterro, a secure practice management system that acts as our agent under PHIPA. Your health records and their backups are stored on encrypted servers in Canada.
We send appointment reminders by email and text message. Text messages are delivered through a service provider in the United States and contain only appointment details (date, time, location and your RMT’s name), never your health information. Please don’t send health information to us by regular email or text; use the client portal or tell your RMT in person.
Our RMTs may use Noterro Scribe, a voice dictation tool, to help write treatment notes. Dictation is processed briefly in the United States to produce the text, then deleted, and is not used to train AI. Our RMTs never include your name or other identifying details in dictation, and they review every note before saving it. You may ask your RMT not to use dictation for your notes.
5. How we protect your information
- Electronic records are encrypted and password-protected, and access is limited to the staff who need it.
- Paper records are kept in locked storage or under supervision, and sent in sealed envelopes.
- Staff are trained in privacy and confidentiality.
6. How long we keep records
We keep your health record for as long as required by law and CMTO standards (currently at least 10 years after your last visit, or 10 years after your 18th birthday if you were a minor), then securely destroy it. If your RMT leaves Massage Works, we will tell you what will happen to your records and how to get a copy.
7. Keeping your information accurate
Your RMT will ask about any changes to your health before each treatment and add them to your file. We ask returning clients to update their health history form each year.
8. Seeing and correcting your record
You have the right to see and get a copy of your health record, and to ask us to correct it. Send your request to our privacy contact. We will respond within 30 days. If we need more time, we will tell you in writing within those 30 days how much longer (up to 30 more days) and why. We may charge a reasonable fee to cover our costs, and we’ll give you an estimate first.
9. If a privacy breach happens
If your information is lost, stolen, or accessed or used without authorization, we will notify you as soon as reasonably possible. Where PHIPA requires, we will also report it to the Information and Privacy Commissioner of Ontario.
10. Our website and newsletter
Our website does not collect health information. If you sign up for our newsletter, your name and email address are stored by Mailchimp, a service based in the United States, and used only to send you clinic news and offers. You can unsubscribe at any time using the link in every email. Sign-up forms are checked by an anti-spam service, which may process your IP address. Our website also uses a security service that records visitors’ IP addresses to block attacks. Videos on our site are embedded in YouTube’s privacy-enhanced mode. If you email us, please don’t include health information; use the client portal or speak with your RMT instead.
11. Questions and complaints
Please contact our privacy contact first. We will look into your concern, respond, and improve our practices where needed.
You also have the right to complain to the Information and Privacy Commissioner of Ontario:
2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8 · 1-800-387-0073 · info@ipc.on.ca · www.ipc.on.ca
Concerns about an RMT’s professional conduct may be directed to the College of Massage Therapists of Ontario (www.cmto.com).