Privacy Policy

Purpose and Scope

Pollock Clinics (“Pollock Clinics,” “we,” or “us”) is committed to protecting your personal and health information in accordance with the Personal Information Protection Act (PIPA) and the Freedom of Information and Protection of Privacy Act (FIPPA) of British Columbia. This public-facing policy outlines how we collect, use, disclose, and safeguard your Personal Information (PI) and Personal Health Information (PHI), and your rights under applicable privacy legislation.
This policy applies to all individuals who visit our clinics, use our services, or interact with us through our website, virtual care platforms, or other digital means.

What Information We Collect

We may collect the following types of information:

Personal Information (PI): Name, date of birth, contact information, and payment details.
Personal Health Information (PHI): Medical history, treatments, diagnoses, health card number, and provider notes.
Technical Data: IP address, browser type, cookies, and usage statistics when visiting our website.

How We Collect Your Information

We collect your information when you:

Schedule or attend an appointment.
Complete online or paper forms.
Use our website, portal, or virtual care services.
Communicate with us via phone, email, or other methods.
Use our website, which may include cookies and third-party analytics tools to enhance your experience.

Why We Collect Your Information

We use your information for:

Providing safe and effective medical care.
Booking and managing appointments.
Processing payments and billing insurance.
Communicating with you (e.g., appointment reminders).
Meeting legal and regulatory obligations.
Improving our website and services through analytics and user feedback.

Your Consent

We collect, use, and share your information with your knowledge and consent:

Express consent is obtained for virtual care, marketing, and third-party sharing not directly related to care.
Implied consent may apply for routine activities such as referrals or billing.
You can withdraw your consent at any time (subject to legal limitations) by contacting our Privacy Officer.

How We Protect Your Information

We take security seriously and protect your data through:

Secure Electronic Medical Record (EMR) systems.
Role-based access to information
Encryption, firewalls, and password protection.
Locked filing cabinets and restricted areas for physical records.

Sharing Your Information

We may share your PI/PHI with:

Medical staff directly involved in your care.
Labs, specialists, and health partners.
Insurers or government health plans (e.g., MSP).
Authorized third parties, if legally required.

We do not sell or rent your personal information.

Retention and Disposal

We retain your records in accordance with BC medical guidelines:

Adults: 16 years from the date of last visit
Minors: Until age 35 (16 years after turning 19)

We securely destroy information that is no longer needed using certified shredding or secure digital deletion.

Children’s Privacy

Pollock Clinics provides medical services to children and collects personal and health information as part of delivering care. We collect this information directly from parents or legal guardians and only use it for purposes directly related to the child’s treatment, care, or as required by law.

We take special care to protect children’s information by:

Requiring consent from a parent or legal guardian.
Restricting access to only those involved in the child’s care.
Following all relevant guidelines under PIPA and FIPPA.

If you have any concerns about the handling of your child’s information, please contact our Privacy Office. If you believe your child has provided us
with personal information without parental or guardian consent, please contact our Privacy Office.

Third-Party Links

Our website may include links to third-party websites or services. These sites have their own privacy policies, and we are not responsible for their content or privacy practices. We encourage you to review the privacy policy of every external website you visit.

Your Rights

You have the right to:

Access or correct your personal records.
Request a copy of your records.
Withdraw consent (where appropriate).
File a complaint if you believe your privacy rights were violated.

Contact Us

To access your information, ask questions, or raise a concern, contact:

Pollock Clinics Privacy Office
Email: [email protected]
Phone: (604) 239-4218