Privacy Policy | BenefitsButler
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Privacy & data handling

Privacy Policy — BenefitsButler

Effective Date: 1/2/2026

BenefitsButler (“BenefitsButler”, “we”, “us”, or “our”) provides a concierge matching and booking assistance service to help patients find vetted clinics and to help clinics receive patient referrals. This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you visit our website or use our services.

Note: This Privacy Policy is written with Canadian privacy principles in mind, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy requirements. It is a general policy template and should be reviewed for your specific operations and tooling.

1. Scope

This Privacy Policy applies to:

  • Visitors to mybenefitsbutler.com
  • Patients who request concierge matching/booking assistance
  • 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).
  • Clinic Information: business contact and operational details provided by a clinic.
  • Sensitive Information: information that can be more sensitive depending on context, such as insurance benefit details and any health-related information you choose to share.

3. Information We Collect

A) Patients

We may collect:

  • Contact information (name, email, phone number, city/postal code)
  • Service needs (e.g., requested service type such as RMT, Physio, Chiro, Acupuncture, Naturopathic, Psychotherapy)
  • Insurance and benefit details you provide (e.g., insurer name, plan type, coverage limits, benefit reset month, remaining balance estimates)
  • Scheduling preferences (availability, preferred location)
  • Booking and appointment coordination details (status updates, confirmations)
  • Communications (messages, emails, call notes)
  • Optional information you choose to provide that helps matching (which could include limited health-related context)

You are not required to provide sensitive details to use our website. However, providing benefit-related details helps us assist you more effectively.

B) Clinics

We may collect:

  • Business information (clinic name, address/service area, business contact details)
  • Provider details (regulated health professional services offered, hours, capacity, booking process)
  • Operational preferences (patient intake criteria, booking preferences)
  • Communications (emails, messages, call notes)

C) Website Usage Data

We may automatically collect:

  • IP address, device/browser information
  • Pages visited, time spent, referral sources
  • Cookies or similar technologies (see “Cookies” below)

4. How We Use Information

We use information to:

  • Provide concierge matching and booking assistance
  • Contact you about your request, application, onboarding, or scheduling
  • Confirm appointment outcomes for operational purposes (including verifying “Completed Appointments” for clinic billing)
  • Improve our services, workflows, and user experience
  • Maintain security, prevent fraud, and enforce our terms
  • Send service-related communications (e.g., reminders before benefit reset)
  • Send marketing communications only where permitted and based on your consent/preferences

5. How We Share Information

We may share personal information in limited circumstances:

  • With clinics to coordinate care and booking (e.g., contact and booking-related details)
  • With service providers who help us operate (e.g., form hosting, CRM, email/SMS providers, analytics, scheduling tools, cloud hosting)
  • For legal and compliance reasons if required by law or to protect rights, safety, and security
  • Business transitions (e.g., merger, acquisition), subject to standard protections

We do not sell personal information as a business model.

We seek consent where required. You can opt out of marketing communications at any time:

  • Email: use the unsubscribe link (where present) or contact us
  • SMS: reply STOP to opt out (where applicable)

Service-related messages (e.g., booking confirmations, benefit reset reminders you requested) may still be sent where appropriate to deliver the service.

7. Benefits Information and Coverage Checks

If you request help checking benefits, we will use the information you provide to help you understand plan terms in a general way and to coordinate next steps. We are not an insurer, broker, or benefits administrator, and we cannot guarantee coverage or reimbursement. Final coverage determinations are made by your insurer/plan.

8. Cookies and Analytics

We may use cookies and similar technologies to:

  • Keep the site functioning
  • Understand how visitors use the site
  • Improve performance and marketing attribution

You can adjust cookie settings through your browser. Disabling cookies may affect site functionality.

9. Data Storage and International Transfers

We may store or process information using service providers that may operate in Canada, the United States, or other jurisdictions. Where information is processed outside your province or Canada, it may be subject to the laws of that jurisdiction.

10. Retention

We retain personal information only as long as necessary for:

  • delivering the service you requested
  • operational and billing verification (including clinic billing support)
  • legal, tax, and compliance obligations

11. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, misuse, and unauthorized access or disclosure. No method of transmission or storage is 100% secure.

12. Access and Correction

You may request access to, or correction of, your personal information, subject to applicable legal limitations. Contact us using the information below.

13. Children

Our services are intended for a general audience. We do not knowingly collect personal information from children without appropriate consent. If you believe a child has provided information, contact us.

14. 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.

15. Contact

Privacy Officer / Support
BenefitsButler
Website: MyBenefitsButler.com
Email: [email protected]