1. Scope
This Privacy Policy applies to:
- Visitors to MyBenefitsButler.com
- Individuals who request concierge matching or booking assistance (“Users”)
- Clinics that apply to join our network
- Communications (email, SMS, phone calls) related to our services
2. Definitions
- Personal Information: information about an identifiable individual (e.g., name, email, phone number).
- Sensitive Information: information that may be more sensitive depending on context, including insurance benefit details or limited contextual information voluntarily provided by you.
- Clinic Information: business contact and operational details provided by clinics.
3. Our Role
Benefits Butler is a concierge matching and coordination platform. We are not a healthcare provider and do not provide medical advice or treatment.
We are not a Health Information Custodian under Ontario’s Personal Health Information Protection Act (PHIPA). Clinics and healthcare providers are responsible for their own compliance with applicable health privacy laws.
We do not request or require detailed medical records, diagnoses, or treatment histories to provide our service.
4. Information We Collect
A) Users (Patients / Clients)
We may collect:
- Contact information (name, email, phone number, city/postal code)
- General service preferences (e.g., massage therapy, physiotherapy, chiropractic care, acupuncture, naturopathy, psychotherapy)
- Scheduling preferences (availability, preferred location)
- Booking coordination details (status updates, confirmations)
- Communications (messages, emails, call notes)
Optional Information: You may choose to provide additional context to assist with matching. We recommend that you do not include sensitive medical details (such as diagnoses or treatment history).
We do not require insurance policy numbers, health card numbers, or detailed medical information to use our service.
B) Clinics
We may collect:
- Business information (clinic name, address/service area, contact details)
- Provider and service details (services offered, hours, booking process)
- Operational preferences (intake criteria, scheduling preferences)
- Communications
C) Website Usage Data
We may automatically collect:
- IP address and device/browser information
- Pages visited, time spent, referral sources
- Cookies or similar technologies
5. How We Use Information
We use personal information only for the following purposes:
- To provide concierge matching and booking coordination
- To communicate with you about your request or appointments
- To connect you with relevant clinics
- To confirm appointment outcomes for operational and billing support
- To improve our services and user experience
- To maintain security and prevent fraud
- To send service-related communications (e.g., reminders you have requested)
We will only send marketing communications where permitted by law and based on your consent. You may opt out at any time.
6. Consent
We obtain meaningful consent for the collection, use, and disclosure of personal information.
By using our services, you consent to:
- The collection and use of your information for matching and coordination
- The sharing of necessary information with clinics to facilitate booking
Providing additional contextual information is optional. Any such information will only be used to improve matching and coordination.
You may withdraw your consent at any time, subject to legal or contractual limitations.
7. How We Share Information
We share personal information only as necessary:
- With clinics to coordinate bookings and service requests
- With service providers who support our operations (e.g., CRM systems, cloud hosting, email/SMS providers, analytics tools), under contractual obligations to safeguard information
- For legal purposes, if required by law or to protect rights, safety, or security
- In business transactions (e.g., merger or acquisition), subject to appropriate safeguards
We do not sell personal information.
8. Third-Party Service Providers
We use reputable third-party providers to operate our platform. These providers are required to:
- Protect personal information using appropriate safeguards
- Use information only for the services they provide to us
9. Data Storage and International Transfers
Personal information may be stored or processed in Canada, the United States, or other jurisdictions.
When information is processed outside of your province or Canada, it may be subject to the laws of that jurisdiction, including lawful access by government authorities.
10. Cookies and Analytics
We use cookies and similar technologies to:
- Operate and maintain our website
- Understand how users interact with our platform
- Improve performance and user experience
You may adjust your browser settings to disable cookies; however, this may impact functionality.
11. Retention
We retain personal information only as long as necessary for:
- Providing our services
- Supporting operational and billing processes
- Meeting legal, regulatory, and tax obligations
When information is no longer required, it is securely deleted or anonymized.
12. Security
We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including:
- Access controls and authentication measures
- Limiting access to authorized personnel only
- Use of secure third-party platforms
- Reasonable steps to protect against loss, misuse, or unauthorized access
No method of transmission or storage is completely secure.
13. Access and Correction
You may request access to, or correction of, your personal information by contacting us. We will respond in accordance with applicable laws.
14. Breach Response
In the event of a privacy breach involving personal information, we will:
- Investigate and take appropriate corrective action
- Notify affected individuals where required by law
- Report to applicable regulators where necessary
15. Children
Our services are not intended for children. We do not knowingly collect personal information from minors without appropriate consent.
16. Complaints
If you have concerns about our privacy practices, please contact us using the information below.
If your concern is not resolved, you may contact the Office of the Privacy Commissioner of Canada.
17. Updates to This Policy
We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised effective date.
18. Contact
Privacy Officer
Benefits Butler
Website: MyBenefitsButler.com
Email: [email protected]