Privacy Policy

1. The Framework We Intend to Follow

We intend to handle personal information in line with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, where it applies to our operations, British Columbia’s Personal Information Protection Act (BC PIPA). Because we collect health information as a medically led clinic, we recognize that this information carries heightened sensitivity and requires a correspondingly higher standard of care, consent, and security. This section, and this policy as a whole, describes our intended approach and does not assert certified or audited compliance.

2. Personal and Health Information We Collect

Depending on how you interact with us, we may collect:

• Contact details you provide, such as your name, email address, phone number, and mailing address.
• Booking and appointment information, including the treatments you inquire about or receive.
• Health information relevant to your care, such as medical history, medications, allergies, and treatment notes, collected directly from you or your care providers with consent.
• Payment information, processed by [named third-party payment processor], which we do not store in full ourselves.
• Website usage information collected through cookies and analytics tools, described in section 5.

3. How We Use Your Information

We intend to use personal and health information to assess candidacy for treatment, provide safe and appropriate care, schedule and manage appointments, communicate with you about your treatment and recovery, process payment, meet our professional and regulatory record-keeping obligations, and, where you have separately consented, send you optional communications such as clinic updates. We do not use health information for marketing without your explicit, separate consent.

4. Consent

We intend to seek your consent before collecting, using, or disclosing personal information, except where the law permits or requires otherwise. Consent for clinical care is typically obtained at the time of your consultation and documented in your record. You may withdraw consent for non-essential uses (such as marketing emails) at any time; withdrawing consent for information needed to safely provide treatment may limit our ability to treat you. Contact details for withdrawing consent are in section 9.

5. Cookies and Analytics

Our website may use cookies and similar technologies, and analytics services such as [name analytics provider, e.g. Google Analytics], to understand how visitors use the site and to improve it. These tools may collect information such as pages viewed, general location, and device type. You can control cookies through your browser settings. This section will be finalized once the live analytics and cookie-consent tooling is confirmed.

6. Third Parties and Service Processors

We may share personal information with service providers who support our operations, such as [booking and scheduling software], [electronic medical record provider], [payment processor], [email or newsletter platform]. These providers are expected to protect your information under contractual obligations and to use it only to provide services to us. We do not sell personal information. We may also disclose information where required by law, professional regulatory bodies, or to protect health and safety in an emergency.

7. Data Security

We intend to protect personal and health information using reasonable administrative, technical, and physical safeguards appropriate to its sensitivity, such as restricted staff access, secure record-keeping systems, and confidentiality obligations for our team. No system is completely secure, and this section should be reviewed against our actual technical safeguards, such as [confirm encryption, access controls, and breach-response procedure], before publication.

8. How Long We Keep Your Information

We intend to keep personal and health information only as long as necessary for the purposes described in this policy, and as required by applicable professional and regulatory record-keeping rules for clinical records in British Columbia. The specific retention period is [insert confirmed retention period, e.g. a set number of years after the last date of service] and must be confirmed with our clinical and legal advisors before this policy is finalized.

9. Your Privacy Rights

Subject to limited exceptions, you generally have the right to access the personal information we hold about you, ask us to correct inaccurate information, withdraw consent for uses that are not required for your care, and ask questions about how your information has been handled. To exercise any of these rights, contact us using the details in section 10.

10. How to Contact Us or Make a Complaint

If you have a question or concern about this policy or about how your personal information has been handled, you can contact our privacy officer at [insert privacy officer name or title, email address, and phone number]. If you remain concerned after contacting us, you also have the right to raise the matter with the Office of the Privacy Commissioner of Canada or, where applicable, the Office of the Information and Privacy Commissioner for British Columbia.

11. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or in applicable law. We will post the updated version on this page and update the effective date below. Material changes will be communicated in a manner appropriate to their significance.

12. Effective Date

This policy is a draft template and has not yet taken effect. Effective date: [insert effective date once reviewed and approved].