Privacy Policy for Vancouver Naturopathic Clinic
Privacy Policy
Last Updated: March 1, 2026
Vancouver Naturopathic Clinic (“the Clinic”, “we”, “us”, or “our”) is committed to protecting the privacy and confidentiality of your Personal Information and Personal Health Information in accordance with applicable laws of British Columbia, including the Health Professions Act, the Health Professions and Occupations Act (HPOA), and the Personal Information Protection Act (PIPA) (BC), as well as the standards and practice requirements established by the College of Complementary Health Professionals of BC.
This Privacy Policy explains how we collect, use, disclose, safeguard, and retain your information when you:
Visit our website (https://vancouvernaturopathicclinic.com/)
Book appointments online
Complete intake or consent forms
Communicate with us electronically, by telephone, or in person
Receive naturopathic medical services from our practitioners
As a regulated healthcare provider, we are legally required to maintain accurate clinical records, protect patient confidentiality, and use personal and health information only for authorized healthcare, administrative, or legally permitted purposes.
By accessing our website or using our services, you acknowledged that your information will be handled in accordance with this Privacy Policy and applicable provincial privacy legislation.
Interpretation and Definitions
Interpretation
In this Privacy Policy, terms with capitalized first letters have the meanings defined below. These definitions apply whether the terms appear in singular or plural form.
For the purposes of this Privacy Policy:
Account means a unique account created for You to access our Service or parts of our Service.
Affiliate means an entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Vancouver Naturopathic Clinic, 1308 West 8th Avenue Vancouver, BC, V6H 4A6.
Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
Country refers to: British Columbia, Canada
Clinic refers to Vancouver Naturopathic Clinic, located at 1308 West 8th Avenue, Vancouver, British Columbia, V6H 4A6.
Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.
Personal Data is any information that relates to an identified or identifiable individual.
Service refers to the Website.
Service Provider means third-party providers engaged by the Clinic to support operations, such as electronic medical record systems, online booking platforms, payment processors, or website hosting services, who are contractually required to safeguard personal information.
Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
Website refers to Vancouver Naturopathic Clinic, accessible from https://vancouvernaturopathicclinic.com/
You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
Collecting and Using Your Personal Data
Types of Data Collected
Personal Data
In order to provide naturopathic medical services, manage appointments, and operate our clinic, we collect personal information that may include your:
Full name
Date of birth
Address
Email address
Telephone number
Emergency contact information
Billing and payment information
Extended health insurance details
This information is collected directly from you when you book an appointment, complete intake or consent forms, communicate with the Clinic, or receive services.
We collect only the information reasonably necessary for healthcare delivery, administrative purposes, and compliance with regulatory and legal obligations under applicable British Columbia legislation.
Personal Health Information
As a regulated healthcare provider, we also collect personal health information necessary to assess, diagnose, treat, and manage your care. This may include:
Medical history
Family health history
Current symptoms and concerns
Physical examination findings
Laboratory and diagnostic test results
Treatment plans and clinical notes
Records of communications related to your care
Personal health information is collected directly from you and, where appropriate and with consent, from other healthcare providers involved in your care.
All clinical information is maintained as part of your confidential patient health record in accordance with professional standards and regulatory requirements.
Usage Data
When you visit our website, certain limited technical information may be collected automatically to support website functionality, security, and performance. This may include:
Internet Protocol (IP) address
Browser type and version
Pages visited and time spent on the site
General device information
This information is used for website analytics, performance monitoring, and security purposes. It does not include access to your clinical record and is not used to make healthcare decisions.
We use reasonable safeguards to protect all information collected through our website.
Tracking Technologies and Cookies
We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:
Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).
Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. You can learn more about cookies on TermsFeed website article.
We use both Session and Persistent Cookies for the purposes set out below:
Necessary / Essential Cookies
Type: Session Cookies
Administered by: Us
Purpose: These cookies are necessary for the basic operation and security of the website, including enabling page navigation and protecting against unauthorized access. The website cannot function properly without these cookies.
Cookies Policy / Notice Acceptance Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
Functionality Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.
Analytics Cookies.
Type: Persistent Cookies
Administered by: Us
We may use analytics tools to collect limited technical information such as IP address, browser type, device type, pages visited, and time spent on the site. This information is used in aggregate form to improve website performance, usability, and security. It is not used to access or modify your clinical record and is not used for healthcare decision-making.
We do not use website tracking technologies to collect personal health information through general browsing of our website.
By continuing to use our website, you consent to the use of cookies as described in this section. You may withdraw consent by adjusting your browser settings.
Use of Your Personal Data
Vancouver Naturopathic Clinic collects and uses personal information and personal health information only for purposes that are reasonably necessary to provide healthcare services and operate the Clinic in accordance with applicable laws and professional standards.
To provide and maintain our Service, including to monitor the usage of our Service.
To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
Appointment Management and Communication. To schedule and confirm appointments, send reminders, respond to inquiries, provide administrative updates, and communicate information relevant to your care.
For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
Clinic Updates and Educational Information. With your consent, we may send you newsletters, health information, or clinic updates. You may withdraw consent to receive marketing communications at any time.
To manage Your requests: To attend and manage Your requests to Us.
For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
Website Improvement and Security. To monitor website performance, maintain security, and improve functionality using aggregated technical data.
Regulatory and Legal Compliance. To comply with professional obligations, regulatory requirements, and applicable provincial or federal laws, including record keeping standards and audit requirements.
Use of AI in Clinical Documentation. We may use artificial intelligence (AI) tools to assist our naturopathic doctors in documenting appointments. These tools convert verbal notes or recorded consultations into text that becomes part of your confidential clinical record. AI tools process information solely to generate clinical notes and are contractually required to protect your personal health information in accordance with applicable privacy laws. The AI tools do not use your health information for marketing, research, or any purposes outside of supporting your clinical care and clinic operations. Access to AI-generated records is restricted to authorized healthcare professionals and clinic staff.
For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.
We do not sell personal information.
We may disclose personal information only in the following circumstances:
With Your Consent.: We may share your information with other healthcare providers, laboratories, pharmacies, or insurers when necessary for your care or reimbursement, and where consent has been provided.
With Service Providers: We engage trusted third-party service providers to support clinic operations, such as electronic medical record platforms, online booking systems, payment processors, website hosting providers, and IT support services. These providers are contractually required to safeguard personal information and use it only for authorized purposes.
For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
As Required by Law. We may disclose information where required or authorized by law, including court orders, public health reporting obligations, or regulatory investigations.
In the Event of Practice Transfer. If the Clinic is sold, transferred, or restructured, patient records may be transferred in accordance with professional and legal requirements. Patients will be notified where required by law.
We do not share personal information with affiliates, business partners, or other users for promotional purposes without express consent.
Retention of Your Personal Data
Vancouver Naturopathic Clinic retains personal information and personal health information only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal, regulatory, and professional obligations.
As a regulated healthcare provider, we are required to maintain patient health records in accordance with applicable legislation and professional standards. Patient clinical records are generally retained for a minimum of ten (10) years from the date of the last patient visit, or longer where required by law. For patients who were minors at the time of treatment, records are retained for at least ten (10) years after the patient reaches the age of majority.
Administrative records, billing records, and website-related technical information are retained only as long as reasonably necessary for operational, legal, and accounting purposes.
When information is no longer required, it is securely destroyed or permanently de-identified in accordance with privacy legislation.
Storage and Transfer of Your Personal Data
Personal information and personal health information may be stored electronically using secure electronic medical record systems, website hosting services, or other service providers that support clinic operations.
Some service providers may store or process information outside of British Columbia or Canada. Where this occurs, we take reasonable steps to ensure that appropriate contractual, technical, and administrative safeguards are in place to protect your information in accordance with applicable privacy laws.
All information is handled in accordance with this Privacy Policy and applicable provincial legislation.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.
Access, Correction, and Withdrawal of Consent
You have the right to request access to your personal information and to request correction of inaccurate or incomplete information, subject to legal limitations.
Requests for access or correction must be made in writing. We may require verification of identity before releasing information.
While you may withdraw consent for certain uses of personal information, we may be legally required to retain clinical records and other information to comply with professional and regulatory obligations. In such cases, information cannot be deleted but will continue to be protected in accordance with applicable law.
If you wish to request access, correction, or information about our privacy practices, please contact the Clinic directly.
Disclosure of Your Personal Data
Practice Sale or Transfer
If Vancouver Naturopathic Clinic is sold, transferred, or restructured, patient records may be transferred to a successor practitioner or entity in accordance with applicable professional standards and legal requirements. Any such transfer will occur in compliance with privacy legislation and regulatory obligations, and patient confidentiality will continue to be protected.
Where required by law, patients will be notified of any transfer of custody of their health records.
Disclosure Required by Law
We may disclose personal information or personal health information where required or authorized by law, including:
Court orders or subpoenas
Public health reporting requirements
Regulatory investigations or audits
Situations involving risk of serious harm where disclosure is permitted by law
Any such disclosure will be limited to the information legally required
Other legal requirements
The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:
Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability
Security of Your Personal Data
We take reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, loss, theft, misuse, or disclosure.
Safeguards may include:
Secure electronic medical record systems
Password-protected and access-controlled systems
Encryption where appropriate
Restricted staff access to patient information
Secure destruction of records when no longer required
While no method of electronic transmission or storage can be guaranteed to be completely secure, we implement reasonable safeguards consistent with regulatory and industry standards. We cannot guarantee its absolute security.
Minors
We provide healthcare services to individuals under the age of majority where appropriate and in accordance with applicable laws governing consent to treatment.
In certain circumstances, minors may consent to their own healthcare based on established legal standards regarding capacity and maturity. Where required by law, consent for the collection, use, or disclosure of personal information will be obtained from a parent or legal guardian.
If You are a parent or guardian and become aware that Your child has provided Us with Personal Data without appropriate consent, please contact Us so that we may address the matter. If We determine that Personal Data has been collected from a child under the age of 13 without verified parental consent, We will take prompt steps to remove that information from Our systems.
In situations where consent is relied upon as the legal basis for processing information and applicable laws require parental authorization, We may request verified consent from a parent or guardian before collecting or using such information
Links to Third-Party Websites
We engage trusted third-party service providers to support clinic operations, such as electronic medical record platforms, online booking systems, payment processors, AI documentation tools, website hosting providers, and IT support services. These providers are contractually required to safeguard personal information and use it only for authorized purposes directly related to clinic operations and your care.
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external websites. We encourage you to review the privacy policies of any third-party sites you visit.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal, regulatory, or operational requirements.
The updated version will be posted on this page with a revised “Last Updated” date. Continued use of our website or services following such changes constitutes acknowledgment of the updated Privacy Policy.
Contact Information
If you have questions about this Privacy Policy, wish to request access to your information, or have concerns about how your information is handled, please contact:
Privacy Officer
Vancouver Naturopathic Clinic
1308 West 8th Avenue
Vancouver, BC V6H 4A6
Phone: 604-738-2111
Email: info@vannatclinic.ca