Effective Date: October 2025
Last Updated: October 2025
Reflex Pro Services, a division of Northern Dispute Resolution Chambers Inc. (“Reflex Pro Services,” “we,” “us,” or “our”), respects your privacy and is committed to protecting the personal information of our customers and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
For clarity, Reflex Pro Services operates under two privacy frameworks depending on the nature of the information collected. When we handle Personal Health Information (“PHI”) through our Health Record Connect™ platform, we act as an agent or service provider to registered Clinics under Ontario’s Personal Health Information Protection Act (PHIPA). For all other personal data—such as purchases, subscriptions, or website interactions—we are the data controller under PIPEDA.
We collect personal information when you:
Types of information may include your name, email, billing address, payment information, and IP address.
By providing your personal information, you consent to our collection and use as described. You may withdraw consent at any time by contacting us, though this may limit our ability to provide services.
We use SSL encryption, protected servers, and limited employee access to safeguard your data. However, no online system can guarantee complete security.
We do not sell or rent your data. We may share limited information with trusted third-party providers for payment processing, email delivery, or analytics. All providers must comply with PIPEDA.
Your data is retained only as long as necessary or required by law.
You may request access to your personal information, correction of errors, or deletion where permitted by law.
Health Record Connect™ – Processing of Personal Health Information (PHI) under PHIPA (Ontario) When you use Health Record Connect™ (“HRC”) to complete a reflexology health record/intake form, Reflex Pro Services processes your information on behalf of your reflexology provider (the “Clinic”). Under Ontario’s Personal Health Information Protection Act, 2004 (PHIPA)), your Clinic is the Health Information Custodian (HIC) responsible for your Personal Health Information (“PHI”). Reflex Pro Services acts as the Clinic’s agent/service provider.
What we collect via HRC. Depending on the Clinic’s form, PHI may include identification and contact details, medical history, current symptoms, medications, allergies, and information relevant to reflexology services.
Purpose. We collect and process PHI solely to provide HRC to the Clinic — that is, to securely transmit, and (if enabled) temporarily store intake/health record information for administrative and care-related purposes as determined by the Clinic.
Security. We apply administrative, technical, and physical safeguards appropriate to PHI, including TLS encryption in transit, encryption at rest, role-based access controls, audit logging, least-privilege access, staff confidentiality obligations, and encrypted backups.
Email delivery option. If the Clinic elects to receive completed forms by email, PHI will be transmitted to the Clinic’s designated address(es). While we use TLS where supported, email may carry residual risk. Clinics are responsible for securing their mailboxes, limiting recipients, and complying with PHIPA. Where available, Clinics may choose a secure-link download instead of email.
Data Residency and Sub-Processors. PHI is hosted in Canada, Ontario. We use vetted third-party service providers (e.g., hosting, email delivery, monitoring) under written agreements requiring confidentiality and equivalent security. A current list of sub-processor categories is available on request.
Retention and Deletion. Reflex Pro Services retains PHI only as needed to provide HRC (e.g., short-term queueing, logs) and then deletes or anonymizes it within 14 days unless lawfully required to retain longer (e.g., for security auditing). The Clinic retains its own copies in accordance with its professional/legal retention rules.
Individual Rights. Requests to access or correct PHI should be directed to your Clinic as the HIC. We will assist the Clinic in responding, as required under PHIPA. For non-PHI (e.g., your website account or newsletter data), please see the “Your Rights” section above.
No Cross-Use of Data. Personal Health Information collected through Health Record Connect™ is used exclusively for the secure collection and transmission of client intake or health record data on behalf of Clinics. It is never used for marketing, analytics, product development, or combined with other customer information collected under PIPEDA.
Breach Response. If we become aware of an incident involving PHI, we will notify the affected Clinic without undue delay and cooperate with their investigation and notification duties.
Updates to this Policy. We may update these policies from time to time to reflect changes in our practices or legal requirements. The effective date at the top of this page indicates the most recent revision. Continued use of our website or services after such updates constitutes your acceptance of the revised policy.
Contact. Questions about HRC privacy may be sent to the contact page.
For privacy inquiries, contact:
Email:
Effective Date: October 2025
By accessing or purchasing from www.reflexproservices.ca (“the Site”), you agree to these Terms of Service and our Privacy Policy.
All site content, including charts, templates, ebooks, and videos, is owned by Reflex Pro Services and protected by Canadian copyright laws. Unauthorized reproduction or resale is prohibited.
We provide digital downloads, reflexology toolkits, educational webinars, and charts. Products are intended for educational and professional use. Prices are in CAD and applicable GST or HST (13%) will be collected.
You are responsible for safeguarding your login information and any activity on your account.
All payments are securely processed via Stripe, Payhip, or approved gateways. Purchases are subject to GST or HST.
All materials are educational and not a substitute for medical advice or treatment.
Refunds are not available for digital products except in cases of duplicate payments or verified technical issues. See our Refund & Exchange Policy below.
Reflex Pro Services is not responsible for indirect or consequential damages arising from the use of our website or products.
These Terms are governed by the laws of Ontario, Canada.
Health Record Connect™ – Service Terms for Clinics
Ownership of PHI. As between the parties, the Clinic is the Health Information Custodian and owns all PHI it submits to or receives from HRC. Reflex Pro Services processes PHI solely as the Clinic’s agent.
Clinic Responsibilities. Clinic will (i) configure forms appropriately; (ii) secure its email inboxes and devices; (iii) restrict access to authorized personnel; (iv) comply with PHIPA and professional obligations; and (v) promptly notify us of suspected misuse of credentials.
Security; Sub-processors. We maintain administrative, technical, and physical safeguards appropriate to PHI and may use vetted sub-processors under written agreements.
Email Delivery Acknowledgement. If Clinic selects email delivery of completed forms, Clinic acknowledges inherent email risks and is responsible for end-recipient security.
Data Export and Deletion. Upon termination or request, we will provide a commercially reasonable export of data that we still hold for the Clinic and delete remaining PHI within 14 days, subject to lawful retention requirements.
Availability and Maintenance. We target 99.5% monthly uptime excluding scheduled maintenance and force majeure. Support is available during business hours.
Fees. HRC hosting is billed monthly in CAD plus applicable taxes.
Liability Cap. To the maximum extent permitted by law, each party’s aggregate liability is limited to the fees paid by Clinic in the 12 months preceding the claim. Neither party is liable for indirect or consequential damages.
Indemnities. Clinic will indemnify Reflex Pro Services against claims arising from Clinic’s breach or misuse. Reflex Pro Services will indemnify Clinic against third-party claims to the extent arising from our willful misconduct.
Governing Law. Province of Ontario and federal laws of Canada.
Effective Date: October 2025
All digital downloads are final sale. Refunds are only provided for accidental duplicate purchases or verified technical issues preventing download or access. Requests must be submitted within 7 days of purchase.
Cancellations made at least 48 hours before a scheduled live webinar will receive a full refund. Missed or late cancellations are non-refundable but may receive credit for future sessions.
Returns are accepted only for items damaged in transit. Please email proof of damage within 7 days of delivery.
Approved refunds are processed within 5–10 business days to the original payment method.
Monthly/annual hosting fees for HRC are non-refundable once a billing period begins, except in cases of duplicate payment or a verified service outage exceeding 24 consecutive hours, in which case a service credit equal to the pro-rated downtime will be applied to the next invoice.
All refund requests and inquiries should be sent to:
Email: