Privacy Policy
Last updated: April 2026
The Clinic ("we", "us", "our") is committed to protecting your personal information. This Privacy Policy explains what we collect through this website, how we use it, how we store it, and the choices you have. It is written to comply with British Columbia's Personal Information Protection Act (PIPA).
Who we are
The Clinic is a family medicine practice in Lower Lonsdale, North Vancouver, BC. Our Privacy Officer is Dr. Carol [Surname]. You can contact the Privacy Officer at privacy@theclinic.example or by mail at [Street Address], North Vancouver, BC.
What this policy covers
This policy applies only to information collected through this website (theclinic.example). Information collected during clinical care — medical history, symptoms, examination findings, test results, and related records — is governed by CPSBC's professional standards and is not handled through this website. For information about clinical records, please contact the clinic directly.
What we collect
From the waitlist form
When you submit the waitlist form, we collect:
- Your first and last name
- Your email address
- Your telephone number
- Your postal code
- Household context (whether you are enrolling alone or with family)
We do not collect any health information through the waitlist form. We do not ask about symptoms, medications, conditions, or reasons for seeking care. Full clinical intake happens later, through our secure booking portal, once you have been offered enrolment.
Automatic technical information
When you visit this website, our hosting infrastructure (Cloudflare) logs standard technical information — IP address, browser user-agent, referring page, and timestamp — for security and abuse-prevention purposes. We store only a truncated prefix of your IP address in our own systems (never the full address).
We use Cloudflare Web Analytics, which does not use cookies and does not track visitors across websites. No personal identifiers are stored by the analytics service.
How we use your information
We use the information you provide solely to:
- Contact you when a spot opens on the waitlist
- Verify your eligibility for our catchment area
- Respond to questions you send us by email
- Maintain records of collection as required by PIPA
We do not use your information for marketing, sell it, or share it with any third party for commercial purposes.
How we store your information
All information from the waitlist form is stored on servers located in Canada, managed by Cloudflare under its Canadian data-residency configuration. Data is encrypted in transit (TLS) and at rest. Access to the data is restricted to authorised clinic personnel using a bearer-authenticated administrative endpoint.
How long we keep your information
Waitlist records are retained until one of the following occurs:
- You are enrolled as a patient (at which point your record is transferred to our EMR and deleted from the waitlist database)
- You decline enrolment or withdraw from the waitlist (record deleted within 30 days)
- You request deletion under your PIPA rights (see below)
- Two years pass without successful contact (record deleted automatically)
Your rights under PIPA
You have the right to:
- Access — request a copy of the personal information we hold about you
- Correct — ask us to correct inaccurate information
- Withdraw consent — ask us to remove you from the waitlist and delete your information
- Complain — if you believe we have mishandled your information, you may contact our Privacy Officer, and you may also complain to the Office of the Information and Privacy Commissioner for BC (oipc.bc.ca)
To exercise any of these rights, contact our Privacy Officer at privacy@theclinic.example. We will respond within 30 days.
Third parties
We use the following third-party services in delivering this website:
- Cloudflare — hosting, content delivery, and database. Canadian data residency configured.
- MailChannels — transactional email delivery (for notifying us of new waitlist submissions)
- Google Fonts — typeface hosting. No personal identifiers are shared.
When our booking portal goes live (operated by Medeo, a TELUS Health platform), the "Book an appointment" link will redirect you there. Medeo has its own privacy policy, which will govern any information you provide in the booking portal. Please review it before submitting information there.
Children's information
We welcome enrolment of children and families. If you are enrolling a minor, a parent or guardian should submit the waitlist form on the child's behalf. We do not knowingly accept submissions from children under 13 acting on their own.
Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top of the page indicates when the current version took effect. Material changes will be communicated via a notice on this page.
Contact
Questions about this policy should be directed to:
Dr. Carol [Surname], Privacy Officer
The Clinic
[Street Address]
North Vancouver, BC
privacy@theclinic.example