Last updated: Feb 22, 2026

 

At The Pole Physio, accessible from https://thepolephysio.com, protecting your privacy is a priority. This Privacy Policy is aligned with the Australian Privacy Principles (Privacy Act 1988 (Cth)) and the General Data Protection Regulation (GDPR). It describes the types of information we collect, how it is used, stored, shared, and your rights in relation to that information when you use our services or when purchasing products or services from https://thepolephysio.com (the “Website”).

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1. Interpretation and Definitions

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​Interpretation: Words with capitalised first letters have the meanings defined below, whether singular or plural.

Definitions: For the purposes of this Privacy Policy:

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Company / We / Us / Our

• Affiliate – an entity that controls, is controlled by, or is under common control with a party (ownership of 50%+ of shares).

• Account – a unique account created for You to access our Service.

• Website – The Pole Physio website, https://thepolephysio.com.

• Service refers to our available services including the website, online appointments, training program, e-courses etc.

• Country – Victoria, Australia.

• Service Provider – any natural or legal person who processes data on behalf of the Company (e.g., third-party companies, contractors).

• Third-party Social Media Service – any website or social network through which a User can log in or create an account.

• Personal Data – any information relating to an identified or identifiable individual.

• Sensitive Personal Data – includes health information, medical history, reports, and related data.

• Cookies – small files placed on your device to store browsing information.

• Device – any device that can access the Service (computer, mobile, tablet).

• Usage Data – data collected automatically through the Service or its infrastructure (e.g., page visits, IP addresses, device info).​

 

2. Collection of Personal Data

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While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You.

 

2.1 General and Sensitive Personal Data

 

Personally identifiable information may include, but is not limited to:

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• Email address

• First name and last name

• Phone number

• Date of birth

• Address, State, Province, ZIP/Postal code, City

• GP/health practitioner details

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We also collect sensitive information as needed to provide healthcare services, including: medical history, medical referrals, and reports. Details of conversations with you may also be collected.

 

Payment Information: We do not collect credit card information directly. Payment information is handled by third-party payment processors, and their privacy policies apply.

 

Data collected is treated with the highest confidentiality and only used for purposes explicitly agreed to by you.

 

​2.2 Usage Data

 

Usage Data is collected automatically when using the Service. Usage Data may include information that is not personally identifiable such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

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3. Children’s Information

 

The Pole Physio does not address anyone under the age of 16 and we do not knowingly collect any Personal Identifiable Information from children under the age of 16. If We become aware that We have collected Personal Data from anyone under the age of 16 without verification of parental consent, We will take steps to remove that information from Our servers.

 

4. Cookies and Tracking Technologies

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4.1 Log Files

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The Pole Physio implements a standard practice of maintaining log files, which automatically record certain information about visitors to our website. These log files are a routine part of hosting services and analytics conducted by web hosting providers.

The information collected by these log files may include, without limitation:

• Internet Protocol (IP) addresses;

• Browser type and browser version;

• Internet Service Provider (ISP);

• Date and time stamps of website access;

• Referring and exit pages; and

• Potentially, the number of clicks or interactions during a visit.

We do not link any of this information to personally identifiable information without your explicit consent. The purpose of the information is for analysing trends and useage of the website, administer and maintain the site, monitor and track users' movement within the website, and compile aggregated demographic and statistical information about our user base. This information is processed in accordance with applicable data protection laws, and any aggregation or use of such data will not reveal personally identifiable information unless expressly permitted.

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4.2 Cookies and Web Beacons

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In common with standard industry practices, The Pole Physio uses cookies and web beacons on our website. They may store information including, but not limited to, your:

1. Site preferences;

2. Pages accessed or visited on the website;

3. Browser type and device information; and

4. IP address.

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The information collected via cookies and web beacons is used to:

1. Enhance and optimise your browsing experience by tailoring web content to your preferences;

2. Monitor and analyse website usage;

3. Screen for potential risks, including security threats or fraudulent activity; and

4. Enable certain functionalities of the website in accordance with your preferences.

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Please note that third-party cookies and web beacons may also be used on our site for advertising, analytics, or performance purposes. These third parties operate under their own privacy policies, and The Pole Physio does not have access to, nor control over, these technologies used by third-party advertisers or service providers.​

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4.3 Do Not Track Signals

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The Pole Physio does not currently alter or modify its data collection and usage practices in response to “Do Not Track” signals or similar mechanisms transmitted by your browser. Users retain the ability to manage cookie preferences through their browser settings; however, certain features or functionalities of the website may not operate correctly if cookies are disabled.​

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5. Use of your personal information

The Pole Physio collects and processes personal information for specific, legitimate purposes. Personal information provided by You, or collected automatically, may be used for one or more of the following purposes, depending on the context of Your interaction with our Service:

 

​​5.1 Provision and Maintenance of Our Service

 

We use Your personal information to provide, operate, and maintain our Service. This includes, without limitation, monitoring usage of the Service to ensure its functionality, improve performance, troubleshoot errors, and maintain the overall integrity of our systems.

 

5.2 Account Management

 

Personal information may be used to create, manage, and maintain Your account with The Pole Physio. This includes registration processes, enabling access to features and functionalities of the Service available only to registered users, and ensuring the secure management of your account credentials and associated information.

 

5.3 Performance of a Contract

 

Personal information may be required for the development, execution, compliance, and performance of contracts with The Pole Physio, including but not limited to:

• Purchase contracts for products or services available through the Service;

• Agreements for healthcare, training programs, or other services provided;

• Any other contract formed between You and The Pole Physio through the Service.

 

5.4 Communication with You

 

We may use Your personal information to communicate with You through various channels, including email, telephone, SMS, or other equivalent electronic communication methods, such as mobile application push notifications. Communications may include, but are not limited to:

 

• Updates related to the Service, functionalities, products, or contracted services;

• Security notices or alerts; and

• Informative communications reasonably necessary for the proper use and maintenance of the Service.

 

5.5 Marketing and Promotional Communications

 

With Your consent, where required by law, we may use Your personal information to provide You with marketing communications, promotional offers, or information about goods, services, events, or programs that may be of interest to You. This may include targeted advertisements delivered via email, SMS, or other electronic communication channels.

 

All marketing communications are sent in compliance with applicable laws, including the Spam Act 2004 (Cth) and other relevant legislation. You may opt out of receiving marketing communications at any time by following the opt-out instructions included in the communication, or by contacting us directly. Please note that it may take up to five (5) business days for Your opt-out request to be processed.

 

We will only use Your personal information for marketing purposes if You have provided consent to receive such communications, and we will respect Your preferences at all times.

 

5.6 App based data use

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Health Data Utilisation

Our Pole Physio training app collects and processes health-related information such as workout activity, exercise logs, heart rate, and other fitness metrics. This data is collected only with your explicit consent and is used exclusively to deliver core app features, including fitness tracking, progress insights, and cross-device synchronisation. We do not share your health data with any third parties, and we do not use this data for advertising or marketing purposes. All health information is stored securely and access is limited to authorised personnel only. We adhere to industry best practices to ensure data protection. If you choose to delete your account, all associated personal and health-related data will be permanently deleted from our systems.

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Account Deletion

To request the deletion of your personal information from our database, you can submit a request through our in-app settings or contact form available on our platform. For such requests, please write "delete my account" in the subject line, and include your first and last name and e-mail address in the body of the message. We will use commercially reasonable efforts to honour your request. We may retain an archived copy of your records as required by law or for administrative purposes. Please note that we will store communications you may send through the Service, as well as any comments you may post, and they may not be subject to modification or deletion. You may also control the information that we collect through the settings in your browser or mobile device. You may configure your browser to reject cookies from our app and may adjust the settings of your mobile device to prevent the Platform from obtaining location information. However, please note that the Service may rely on cookies and location information to function properly and some parts of the Service may not be available if you disable cookies.

 

5.7 Request Management and Service Support

 

Personal information may be used to respond to, manage, and resolve any requests, enquiries, or concerns You submit to The Pole Physio. This includes facilitating communication with other health professionals at Your request, including general practitioners, specialists, or other authorised healthcare providers.

 

5.8 Medico-Legal and Professional Reporting

 

With Your explicit consent, we may use Your personal information to prepare medico-legal or other professional reports as requested. This use is strictly limited to the scope and purpose agreed upon at the time of the request.

 

5.9 Legal and Safety Obligations

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Personal information may be used, when necessary, to prevent or mitigate a serious and imminent threat to a patient’s life, health, or safety, or in circumstances required by law. This includes compliance with mandatory reporting obligations and other applicable legal requirements.

 

5.10 Sharing of Personal Information

 

The Pole Physio may share Your personal information under specific circumstances, including, but not limited to:

 

1. Business Transfers: Personal information may be disclosed or transferred in connection with, or during negotiations of, any merger, acquisition, financing, or sale of Company assets, or the transfer of all or a portion of our business to another entity. In such circumstances, notice will be provided before Your personal information is subject to a different privacy policy or treatment.

2. Interaction with Other Users: If You voluntarily share personal information in public areas of the Service, such as discussion forums, comment sections, or interactive platforms, this information may be visible to all users and may be distributed publicly outside of the Service. Additionally, if You interact via or register through a Third-Party Social Media Service, Your contacts on that service may be able to view Your name, profile information, photographs, or activity on the Service.

 

5.11 Consent and Third-Party Disclosure

 

We will not disclose, sell, trade, or otherwise share Your personal information with third parties except:

• Where necessary to provide or improve the Service, including sharing with authorised service providers; or

• Where You have provided explicit consent for such disclosure.

All sharing of personal information is conducted in compliance with applicable privacy laws, including the Australian Privacy Principles (Privacy Act 1988 (Cth)) and the General Data Protection Regulation (GDPR) where applicable.

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6. Consent for data use

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By providing us with personal information (i.e. to join our mailing list, complete a transaction, verify your credit card, place an order, and/or return a purchase), you are providing implied consent to our collect, store it and use that information strictly for the specific purpose for which it was provided. This means that your personal information will be used solely to facilitate the activity or service you initiated.​

 

If we intend to collect or use your personal information for any secondary purpose, including but not limited to marketing, promotions, or research, we will first obtain your express consent. We will either request your consent directly or provide you with a clear and accessible option to decline such use.

 

You have the right to withdraw your consent at any time. This includes withdrawing consent for us to contact you, or for the ongoing collection, use, or disclosure of your personal information. To exercise this right, please contact us at info@thepolephysio.com. Any withdrawal of consent will not affect the lawfulness of the processing of your information prior to the withdrawal.

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6.1 Disclosure of Your Personal Data

 

Business Transactions

In the event that the Company is involved in a merger, acquisition, reorganisation, or sale of all or a portion of its assets, your personal data may be transferred as part of that transaction. We will provide you with notice prior to any such transfer, at which point your personal data may become subject to a privacy policy different from this one.

 

Law enforcement

The Company may be required to disclose your personal data where legally obligated, or in response to valid requests from public authorities, including courts, regulatory agencies, or government bodies. Such disclosure will be limited to the extent necessary to satisfy the applicable legal requirements.

 

​Other legal requirements

​The Company may disclose your personal data if, in good faith, it believes that such disclosure is necessary to:

• Comply with a legal obligation, law, or regulatory requirement;

• Protect and defend the rights, property, or interests of the Company, its affiliates, or its users;

• Prevent, detect, or investigate potential or actual unlawful activity or misconduct in connection with the Service;

• Protect the personal safety of users of the Service, members of the public, or employees;

• Protect against potential legal liability or claims.

All disclosures will be conducted in accordance with applicable laws and only to the extent reasonably necessary to achieve the intended purpose.

 

6.2 Detailed Information on the Processing of Your Personal Data

 

​Use by Service Providers
The Company may engage third-party service providers to perform certain functions on Our behalf. These service providers are granted access to your personal data solely for the purpose of performing the specific services they have been contracted to provide. They are strictly prohibited from disclosing, selling, or using your personal data for any other purpose beyond what is necessary to fulfil their obligations to the Company.

 

Analytics
We may utilise third-party service providers to monitor, track, and analyse the use of Our Service. This may include the collection of technical, usage, and behavioural data to help us understand how the Service is accessed and used, improve performance, and enhance user experience.

 

Advertising
We may engage third-party service providers to deliver advertising to you in connection with Our Service. This may include showing advertisements on Our Service or other platforms to support, maintain, and fund the Service.

 

Behavioural Re-marketing
The Company may use re-marketing or re-marketing services to advertise on third-party websites to users who have previously visited Our Service. This involves the use of cookies, pixels, or similar tracking technologies to inform, optimize, and serve advertisements based on your prior interactions with Our Service. All re-marketing activity will comply with applicable privacy laws and allow you to exercise any rights provided under those laws, including the right to opt out of targeted advertising.

 

​7. Third Party Services and Privacy Policies

 

​7.1 General Use of Third-Party Services

The Company may engage third-party service providers to perform certain functions on Our behalf. Generally, these providers will collect, use, and disclose your personal information only to the extent necessary to enable them to perform the services they have been contracted to provide.

 

7.2 Payment and Transaction Services

Certain third-party service providers, including payment gateways and other payment processing platforms, operate under their own privacy policies with respect to the personal information required to process your purchase-related transactions. For these services, the Company strongly recommends that you review the respective third-party privacy policies to understand how your personal information will be collected, used, stored, and disclosed. Once you leave Our website or are redirected to a third-party website or application, your use of those services will no longer be governed by this Privacy Policy or Our Terms of Service.

 

7.3 Third-Party Advertising Services

Third-party advertising networks or servers may use technologies such as cookies, JavaScript, web beacons, or similar tracking technologies in the advertisements and links displayed on the Company’s Service. These technologies are sent directly to your browser and may automatically collect information such as your IP address. They are used to measure the effectiveness of advertising campaigns and/or to personalise the content of advertisements you see on websites you visit.

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Please note that the Company does not control these technologies or the practices of third-party advertisers. The collection, use, and disclosure of information by these third parties are governed by their respective privacy policies, and the Company is not responsible for the actions or practices of these third parties.​

 

8. Retention of Your Personal Data

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​The Company will retain your personal data only for as long as is reasonably necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically, your personal data may be retained and used for the following purposes:

 

• Compliance with Legal Obligations – to satisfy any applicable statutory, regulatory, or contractual requirements;

• Dispute Resolution and Enforcement – to resolve disputes, enforce Our agreements, protect Our legal rights, and uphold Our policies;

• Internal Analysis and Service Improvement – to analyse trends, monitor usage, improve the functionality, performance, and security of Our Service.

 

Usage Data, which may include technical and behavioural information collected automatically through your use of the Service, is generally retained for a shorter period. However, Usage Data may be retained for longer periods where necessary to strengthen the security of the Service, enhance its functionality, or comply with legal obligations.

 

Once your personal data is no longer required for the purposes described above, the Company will securely delete, anonymize, or otherwise render it permanently inaccessible in accordance with applicable law.

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9. Transfer of Your Personal Data

 

Your personal information, including any personal data you provide, may be processed at the Company’s operating offices or by other parties involved in the processing of such information, which may be located outside your state, province, country, or other governmental jurisdiction. This means that your personal data may be transferred to and stored on servers or computers located in jurisdictions where the data protection laws may differ from those of your home jurisdiction.

 

By providing your consent to this Privacy Policy and submitting your personal information, you acknowledge and agree to such transfers. The Company will take all reasonable steps to ensure that your personal data is treated securely and in accordance with this Privacy Policy. No transfer of your personal data will occur to an organisation or country unless appropriate safeguards are in place to protect your information, including measures to maintain the confidentiality, integrity, and security of your personal data.

 

10. Access to & Accuracy of Your Personal Data

 

You have the right to access the personal data that the Company holds about you. To request access, please contact us at info@thepolephysio.com.au.

 

We encourage you to review and update your personal information regularly to ensure that it remains accurate, complete, and up to date. The Company will take reasonable steps to correct or update your personal data upon request, in accordance with applicable laws and regulations.

 

11. Storage & Security of Your Personal Data

 

The Company takes reasonable administrative, technical, and physical precautions to protect your personal data against unauthorised access, disclosure, alteration, loss, or misuse, in accordance with industry best practices.

 

If you provide the Company with your payment information, such as credit card details, this information is encrypted using Secure Socket Layer (SSL) technology and stored using AES-256 encryption. The Company also complies with all applicable PCI-DSS requirements and implements additional widely recognised industry standards to safeguard payment information.

 

While the Company strives to use commercially reasonable measures to protect your personal data, no method of electronic transmission or storage can be guaranteed to be 100% secure. Accordingly, the Company cannot warrant the absolute security of your personal data.

 

Health records and other sensitive personal information will be securely destroyed or permanently de-identified in accordance with applicable professional, legal, and regulatory obligations once the information is no longer required for the purposes set out in this Privacy Policy.

 

​12. Data Breach Notification

 

In the event that the Company becomes aware of a suspected or actual data breach involving your personal information, we will promptly assess the nature and scope of the breach in accordance with applicable laws, including the Notifiable Data Breaches (NDB) Scheme under the Privacy Act 1988 (Cth) where relevant.

 

If the assessment determines that the breach is likely to result in serious harm to affected individuals, the Company will notify you and any other relevant parties as soon as practicable, and in any case within the timeframes required by law. Notifications will include information about the breach, the types of personal data involved, and any steps you can take to mitigate potential harm.

 

13. General Data Protection Regulation (GDPR)

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The Company acts as a Data Controller with respect to the personal information we collect from you. Our legal basis for collecting and processing your personal data under the GDPR depends on the type of personal information we collect and the context in which it is collected. This may include:

 

• The processing is necessary to perform a contract with you;

• You have provided your consent for the processing;

• The processing is necessary for the Company’s legitimate interests, provided such interests are not overridden by your rights and freedoms;

• The processing is necessary for the Company to comply with legal obligations.

 

The Company will retain your personal information only for as long as reasonably necessary to fulfil the purposes outlined in this Privacy Policy. This includes using your personal data to comply with legal obligations, resolve disputes, and enforce Our agreements and policies.

 

If you are a resident of the European Economic Area (EEA) or the United Kingdom, you have the following rights in relation to your personal information:

 

• The right to access the personal data we hold about you;

• The right to rectify or update inaccurate or incomplete information;

• The right to erase your personal data where applicable;

• The right to object to certain processing activities;

• The right to restrict processing in certain circumstances;

• The right to data portability, allowing you to receive your personal data in a structured, commonly used format;

• The right to withdraw consent at any time, without affecting the lawfulness of prior processing.

 

Where applicable, the Company may process your personal information to fulfil contracts with you (for example, processing orders placed via Our website) or to pursue Our legitimate business interests, as described above. Please note that your personal information may be transferred outside of Europe, including to jurisdictions that may not provide the same level of data protection.

 

To exercise any of your GDPR rights or for further inquiries, please contact us using the contact details provided below.

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14. Links to Other Websites

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Our Service may contain links to websites or resources that are not operated or controlled by the Company. If you click on a third-party link, you will be redirected to that third-party’s website or application.

 

The Company is not responsible for the content, accuracy, or privacy practices of any third-party websites or services. We strongly encourage you to review the privacy policies and terms of use of any third-party websites you visit.

 

Please note that once you leave our Service or are redirected to a third-party site, this Privacy Policy and the Company’s Terms of Service no longer govern your interactions with that site. The Company assumes no liability for any loss or damage arising from your use of any third-party websites or services.

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15. Scope of This Privacy Policy

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​This Privacy Policy applies exclusively to the Company’s websites and online activities operated by the Company, as well as to the products and services provided directly by the Company. It governs how we collect, use, store, and disclose personal information provided by visitors to our websites.

 

In addition, any personal information shared or collected through the Company’s official third-party social media channels—including, but not limited to, Instagram, Facebook, TikTok, and YouTube—is also covered by this Privacy Policy.

 

This Privacy Policy does not extend to any websites, applications, or services operated by third parties, even if accessed via links from our websites or social media channels.

 

16. Consent

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By accessing or using the Company’s website, products, or services, you acknowledge that you have read, understood, and agree to this Privacy Policy and the Company’s Terms and Conditions. Your use of the website constitutes your express consent to the collection, use, and disclosure of your personal information as described herein.

 

16.1 Age of Consent

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By using this website, you represent and warrant that you are at least the age of majority in your state or province of residence. If you are the age of majority and are providing consent on behalf of a minor under your care, you represent and warrant that you have obtained the necessary consent to allow that minor to use this website, products, or services. The Company does not knowingly collect personal information from individuals below the age of majority without parental or guardian consent.

 

17. Changes to this Privacy Policy

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The Company may update or amend this Privacy Policy from time to time to reflect changes in our business practices, legal or regulatory requirements, or for other operational reasons.

 

Any updated Privacy Policy will be posted on this page, and the date of the latest revision will be clearly indicated. Your continued use of the Company’s website, products, or services after such updates constitute your acceptance of the revised Privacy Policy. Changes and clarifications take effect immediately upon being posted on the website unless otherwise specified.

 

We encourage you to review this Privacy Policy periodically to stay informed of any modifications. It is your responsibility to check this page for updates, as continued use of the Service signifies your acknowledgment and agreement to the most current Privacy Policy.

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18. Contact Us

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If you have any questions, concerns, or complaints regarding this Privacy Policy, or if you would like more information about how the Company collects, uses, or protects your personal data, please contact us by email at: info@thepolephysio.com.

 

We will respond to inquiries and complaints in a timely manner and in accordance with applicable privacy laws and regulations.