PLEASE READ THIS PRIVACY POLICY CAREFULLY AND IN ITS ENTIRETY BEFORE USING pillarnutrition.ca (hereinafter referred to as the “site”)

 

Your Consent to the Privacy Policy

By using this Site, you implicitly and voluntarily agree to the Privacy Policy as stated herein. If you do not agree to this policy, please do not use this Site.

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1. Introduction

Pillar Nutrition & Weight Loss (“we,” “us,” or “our”) is a virtual nutrition practice in Ontario, Canada, operated by Registered Dietitian Taylor Polecrone. We are committed to protecting your personal information and your right to privacy.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, with whom we share it, and what rights you have in relation to it. It applies to information collected through our website at pillarnutrition.ca and through our services.

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As a Registered Dietitian in Ontario, Taylor Polecrone is a health information custodian under the Personal Health Information Protection Act, 2004 (PHIPA) and is subject to the federal Personal Information Protection and Electronic Documents Act (PIPEDA) for non-health personal information. This policy is designed to meet the requirements of both Acts.

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2. Information We Collect

2a. Information You Provide Directly

We collect personal information that you voluntarily provide to us, including:

-       Name and email address, when you subscribe to our newsletter or email list

-       Name, email address, phone number, and health-related information, when you book a discovery call or register as a client through our Practice Better portal

-       Personal and health information shared during sessions, consultations, or secure messaging within Practice Better

-       Communications you send us directly via email (Google Workspace)

-       Messages, comments, or other content you submit via our social media pages on Instagram or Facebook

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2b. Information Collected Automatically

When you visit our website, certain technical information is collected automatically by Wix (our website host) and through website analytics tools. This may include:

-       Your IP address and approximate geographic location

-       Browser type, version, and operating system

-       Device type (desktop, mobile, tablet)

-       Pages visited on this Site, time spent on each page, and navigation paths

-       Referring website or source (how you arrived at our Site)

-       Date and time of your visit

This information is collected using cookies and similar tracking technologies. See Section 8 (Cookie Policy) for more detail.

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3. Why We Collect Your Information

We collect personal information only for specific, identified purposes and do not collect information beyond what is necessary for those purposes:

-       Health and personal information collected through Practice Better is used to provide nutrition counseling services, maintain clinical records, and communicate with you about your care.

-       Your name and email address collected through newsletter sign-up is used to send you educational content, updates, and promotional information about our services.

-       Email communications through Google Workspace are used for general administrative correspondence.

-       Automatically collected technical data is used to understand how visitors use our website, improve site performance, and maintain website security.

-       Social media interactions are used to respond to inquiries and engage with our community.

-       Your information may also be used to comply with applicable legal obligations, professional regulatory requirements, or as otherwise permitted by law.

We will not use your personal information for purposes that are incompatible with those listed above without your prior consent.

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4. Legal Basis for Collection — Consent

Under PHIPA and PIPEDA, we collect, use, and disclose personal information only with your knowledge and consent, except where otherwise permitted or required by law.

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By booking a discovery call, registering as a client, or submitting information through Practice Better, you are providing express consent to the collection and use of your personal and health information for the purposes of receiving nutrition services.

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By subscribing to our newsletter, you are providing express consent to receive email communications from us.

By using this website, you are providing implied consent to the collection of automatically generated technical data as described in this policy.

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Withdrawal of Consent

You may withdraw your consent to the collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions and reasonable notice. Please be aware that withdrawing consent may affect our ability to continue providing services to you.

To withdraw consent or to unsubscribe from our mailing list, contact us at taylor@pillarnutrition.ca or use the unsubscribe link at the bottom of any email we send you.

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5. Website Hosting — Wix

This Site is hosted by Wix.com Ltd. Wix automatically collects technical data from visitors as part of normal website operation (see Section 2b). This data is processed by Wix as the platform operator under their own privacy policy.

Pillar Nutrition & Weight Loss uses Wix’s built-in analytics tools to understand website traffic and improve our online presence. This data is aggregated and does not directly identify individual visitors.

For more information, see the Wix Privacy Policy.

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6. Client Services — Practice Better

Practice Better is our secure, PHIPA-compliant client management platform used for booking, clinical records, messaging, video appointments, and email marketing.

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Booking & Client Records: When you book a discovery call or onboard as a client, Practice Better collects the personal and health information you provide. This information is stored and managed in accordance with PHIPA and Practice Better’s security standards.

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Secure Messaging: All messages sent within the Practice Better portal are encrypted. This means your messages are protected in transit and at rest. Clients are strongly encouraged to use Practice Better for any communications involving personal health information rather than email.

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Video Appointments: Video consultations are conducted through the Practice Better platform, which is compliant with the Personal Health Information Protection Act (PHIPA). Sessions are not recorded without your explicit prior consent.

AI-Assisted Charting: Pillar Nutrition & Weight Loss uses Practice Better's AI Charting Assistant during client sessions. When you have provided explicit written consent via the AI Charting Consent form (provided upon package purchase), your video session audio is recorded and processed by Practice Better's AI to generate a draft clinical note. Taylor Polecrone, RD personally reviews, edits, and approves all AI-generated notes before they are finalized in your client record. Recordings are stored securely on Practice Better's servers and are accessible only to your practitioner. Your information is never used to train external AI models. This consent is entirely optional and is collected separately from your service agreement. You may withdraw consent at any time in writing to taylor@pillarnutrition.ca.

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Technology & Privacy Risks: Virtual sessions are conducted over the internet and involve inherent technology risks outside our control, including platform outages, connection interruptions, and the security of the client's own device or network. While we use PHIPA-compliant technology through Practice Better, we cannot guarantee the security of your connection on your end. Clients are responsible for ensuring they are in a private location during video sessions and that their device is reasonably secure (e.g., password protected, up to date).

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Payments: Stripe Payments for services are processed through Stripe, integrated within Practice Better. Pillar Nutrition & Weight Loss does not directly collect or store your payment card information. All payment data is handled by Stripe in accordance with PCI-DSS (Payment Card Industry Data Security Standard) compliance requirements.

For more information, see the Practice Better Privacy Policy and the Stripe Privacy Policy.

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7. Email Communications — Google Workspace

General administrative email communications are handled through Google Workspace (Gmail). Google Workspace encrypts email in transit using TLS (Transport Layer Security); however, standard email is not end-to-end encrypted and should not be used to share personal health information.

Important: Please do not include personal health information in emails sent to taylor@pillarnutrition.ca. If you need to share sensitive clinical information, please do so through the Practice Better client portal or by requesting a discovery call. If you do include personal health information in an email, please be aware that it cannot be guaranteed to be fully secure.

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Data processed through Google Workspace may be stored on servers located in the United States or other countries outside Canada. These servers are subject to applicable laws, including the U.S. CLOUD Act. Google LLC maintains data protection agreements intended to provide safeguards for personal data processed through their services.

For more information, see Google’s Privacy Policy.

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8. Cookie Policy

This Site uses cookies to support basic website functionality and to collect aggregated, anonymous analytics data through Wix (pages visited, time on site, traffic sources). We do not use advertising or third-party tracking cookies.

You can manage or disable cookies at any time through your web browser settings, though doing so may affect the functionality of this Site. You may also opt out of Wix analytics by visiting the Wix Privacy Policy.

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9. Email Marketing & Newsletter

If you choose to subscribe to our newsletter or email list, we collect your name and email address. We use this information to send you newsletters, educational content, updates, and promotional information related to our services.

Your information will not be sold or shared with third parties for their own marketing purposes. We may share your information with Practice Better solely for the purpose of administering our mailing list and delivering communications on our behalf.

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Unsubscribing

You may unsubscribe from our mailing list at any time by clicking the “Unsubscribe” link at the bottom of any email we send, or by contacting us at taylor@pillarnutrition.ca. Upon unsubscribing, your information will be removed from our active mailing list. We will retain your data only for as long as you are subscribed and will delete it upon request or after a reasonable period of inactivity.

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10. Social Media — Instagram & Facebook

Pillar Nutrition & Weight Loss maintains business pages on Instagram and Facebook (both operated by Meta Platforms, Inc.). Interactions with our pages on these platforms — including likes, comments, shares, and direct messages — are governed by Meta’s Privacy Policy and Terms of Service, not this Privacy Policy.

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 Direct Messages

Messages sent to us via Instagram or Facebook Direct Message are processed and stored by Meta. We may use information shared in direct messages to respond to your inquiry. Direct messages on social media are not encrypted end-to-end and are not appropriate for sharing personal health information. Please use the Practice Better portal for any health-related communications.

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Public Comments

Comments posted publicly on our social media content are visible to all users of those platforms. We encourage you to avoid sharing personal, financial, or health-related information in public comments.

For more information, see Meta’s Privacy Policy.

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11. Third-Party Disclosures

We do not sell, trade, or otherwise transfer your personal information to third parties for their own commercial use. We may share your information only in the following limited circumstances:

●      Service providers: We share information with third-party vendors who assist in operating our website and delivering our services (Wix, Practice Better, Stripe, Google Workspace). These providers are authorized to use your information only as necessary to provide services to us.

●      Legal requirements: We may disclose your information if required to do so by law, court order, or governmental authority, including in response to a lawful request from a regulatory body such as the College of Dietitians of Ontario (CDO).

●      Professional regulatory obligations: As a Registered Dietitian, Taylor Polecrone may be required to disclose certain information to the CDO or other regulatory bodies in the context of a complaint, audit, or quality assurance review.

●      Protection of rights: We may disclose information where we believe disclosure is necessary to protect the rights, property, or safety of Pillar Nutrition & Weight Loss, our clients, or others.

●      With your consent: We may share your information for any other purpose with your prior written consent.

 

If you follow hyperlinks from this Site to any third-party website, please note that we are not responsible for and have no control over the privacy policies or practices of those sites. We encourage you to review the privacy policy of any site you visit.

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12. Data Security

We take reasonable and appropriate technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Security measures in use include:

●      TLS (Transport Layer Security) encryption for email communications via Google Workspace

●      PCI-DSS compliant payment processing through Stripe

●      SSL/HTTPS encryption for all data transmitted through this website (pillarnutrition.ca)

●      PHIPA-compliant video and clinical record management through Practice Better

●      Encrypted messaging for clients through Practice Better

No method of electronic transmission or storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

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Breach Notification

In the event of a privacy breach involving personal health information, Pillar Nutrition & Weight Loss will comply with the breach notification requirements under PHIPA. Affected individuals will be notified as required by law. For more information about our breach response process, please contact our Privacy Officer at taylor@pillarnutrition.ca.

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13. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law or professional regulatory standards.

 ●      Client health records: Retained for a minimum of ten (10) years for adult clients, in accordance with the record-keeping standards of the College of Dietitians of Ontario (CDO).

●      Prospective client inquiries (non-clients): Retained for a reasonable administrative period, generally up to two (2) years.

●      Newsletter and email subscriber data: Retained for the duration of your subscription. Deleted upon unsubscribe request or after a reasonable period of inactivity.

●      Website analytics data: Retained in accordance with Wix’s data retention policies.

●      Payment records: Retained by Stripe in accordance with their legal and compliance obligations.

If you would like more information about our data retention practices, audit protocols, or how you can request access to or deletion of your records, please contact our Privacy Officer.

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14. Cross-Border Data Transfers

Some of our third-party service providers (Wix, Practice Better, Stripe, and Google Workspace) may store or process data on servers located outside Canada, including in the United States, where data protection laws may differ from those in Ontario. Please refer to each provider’s privacy policy (listed in Section 17) for details on their data residency and transfer practices. Google Workspace data in particular may be subject to U.S. law, including the CLOUD Act; see Section 7 for more detail.

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15. Your Rights

Under PIPEDA and PHIPA, you have the following rights with respect to your personal information:

●      Right of access: You may request access to the personal information we hold about you, including health records maintained through Practice Better.

●      Right of correction: You may request that inaccurate or incomplete personal information be corrected.

●      Right to withdraw consent: You may withdraw your consent at any time, subject to legal or contractual restrictions. See Section 4 for details on how to do so and what to expect.

●      Right to file a complaint: If you believe your privacy rights have been violated, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) at priv.gc.ca, or with the Information and Privacy Commissioner of Ontario (IPC) at ipc.on.ca in matters involving health information under PHIPA.

To exercise any of these rights, please contact our Privacy Officer at taylor@pillarnutrition.ca. We will respond to requests within a reasonable timeframe and in accordance with applicable law. Please note that some information may be subject to mandatory retention requirements under law or professional regulatory obligations and may not be deletable upon request.

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16. Minimum Age Requirement

This Site and our services are intended for individuals who are 20 years of age or older. We do not knowingly collect personal information from individuals under the age of 20. If we become aware that personal information has been collected from a person under 20 without appropriate consent, we will take steps to delete that information. For full details, please refer to our Terms and Conditions at pillarnutrition.ca.

 

17. Third-Party Services Summary

The following third-party platforms are used in the operation of this Site and our services. Each is subject to its own privacy policy:

•   Wix — website hosting and analytics: wix.com/about/privacy

•   Practice Better — client portal, booking, secure messaging, PHIPA-compliant video, email marketing: practicebetter.io/privacy-policy

•   Stripe — payment processing (via Practice Better): stripe.com/en-ca/privacy

•   Google Workspace — administrative email: policies.google.com/privacy

•   Meta (Instagram & Facebook) — social media: facebook.com/privacy/policy/

•   Office of the Privacy Commissioner of Canada: priv.gc.ca

•   Information and Privacy Commissioner of Ontario: ipc.on.ca

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18. Privacy Officer

Pillar Nutrition & Weight Loss has designated a Privacy Officer who is responsible for overseeing compliance with PIPEDA, PHIPA, and this Privacy Policy. The Privacy Officer is the point of contact for all privacy-related inquiries, requests, and complaints.

 

Privacy Officer: Taylor Polecrone, RD

Email: taylor@pillarnutrition.ca

Website: pillarnutrition.ca

Province: Ontario, Canada

We aim to respond to all privacy-related inquiries within 30 days. For information about our data storage practices, audit protocols, breach response process, or how to access your records, please reach out at the contact above.

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19. Changes to This Privacy Policy

Pillar Nutrition & Weight Loss reserves the right to update this Privacy Policy at any time. When changes are made, the updated policy will be posted on this Site with a revised “Last Updated” date. We encourage you to review this page periodically to stay informed about how we are protecting your personal information.

Your continued use of this Site following the posting of any changes constitutes your acceptance of those changes. It is your responsibility to review this Privacy Policy periodically and to become aware of any modifications.

 

This document was last updated on May 28, 2026.