Privacy Policy

Effective Date: 09-29-2025
Last Updated: 09-29-2025

1. Introduction

Kootenay Osteopathy (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our osteopathic services.

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia’s Personal Information Protection Act (PIPA), and other applicable Canadian privacy laws.

2. Information We Collect

2.1 Personal Health Information

• Medical history and health conditions
• Treatment records and clinical notes
• Diagnostic test results and imaging
• Insurance information and coverage details
• Allergies and medication information
• Emergency contact information

2.2 Contact Information

• Full name
• Phone numbers (home, work, mobile)
• Email address
• Preferred method of contact

2.3 Administrative Information

• Appointment dates and times
• Payment and billing information
• Insurance provider details
• Referral source information
• Communications preferences

2.4 Website Usage Information

• IP address and browser type
• Pages visited and time spent on site
• Referring website information
• Device and operating system information
• Cookies and similar tracking technologies (see Section 8)

3. How We Use Your Information

We use your personal information only for purposes that a reasonable person would consider appropriate in the circumstances, including:

3.1 Healthcare Services

• Providing osteopathic assessment and treatment
• Developing and implementing treatment plans
• Monitoring your progress and health outcomes
• Coordinating care with other healthcare providers (with your consent)

3.2 Administrative Purposes

• Scheduling and confirming appointments
• Processing payments and insurance claims
• Sending appointment reminders and follow-up communications
• Maintaining accurate patient records

3.3 Legal and Regulatory Requirements

• Meeting professional and legal obligations
• Complying with regulatory college requirements
• Responding to legal requests or court orders
• Protecting our legal rights and interests

3.4 Quality Improvement

• Evaluating and improving our services
• Training and professional development (anonymized)
• Internal audits and quality assurance

4. How We Share Your Information

We respect the confidentiality of your personal information and only share it in the following circumstances:

4.1 With Your Consent

• Referrals to other healthcare providers
• Insurance companies for claim processing
• Family members or caregivers you’ve authorized

4.2 Without Consent (Only When Permitted or Required by Law)

• Emergency situations where your health or safety is at risk
• Mandatory reporting obligations (e.g., communicable diseases, suspected abuse)
• Legal proceedings or law enforcement requests with proper authority
• Professional regulatory investigations

4.3 Service Providers

We may share information with trusted third-party service providers who assist us in operating our practice:

• Electronic medical records systems
• Appointment booking software
• Payment processing services
• IT support and website hosting

All service providers are required to maintain confidentiality and use information only for specified purposes.

5. Data Security

We implement appropriate technical, physical, and organizational safeguards to protect your personal information:

• Secure, encrypted electronic medical records system
• SSL encryption for all website data transmission
• Password-protected access to patient information
• Limited access on a need-to-know basis
• Locked filing cabinets for paper records
• Regular security assessments and updates
• Staff training on privacy and security procedures
• Secure disposal of records when no longer needed

6. Retention of Information

We retain your personal information only as long as necessary for the purposes outlined in this policy and as required by law:

• Clinical records: Minimum 10 years from last entry (or as required by provincial regulations)
• Minor patient records: Minimum 10 years after reaching age of majority
• Financial records: 7 years for tax purposes
• Website analytics: 24 months

7. Your Privacy Rights

Under Canadian privacy law, you have the following rights:

7.1 Access

You may request access to your personal information we hold about you.

7.2 Correction

You may request corrections to inaccurate or incomplete information.

7.3 Withdrawal of Consent

You may withdraw consent for certain uses of your information (subject to legal requirements).

7.4 Complaint

You may file a complaint with us or with the Office of the Privacy Commissioner of Canada.

7.5 Deletion

In certain circumstances, you may request deletion of your personal information.

To exercise any of these rights, please contact our Privacy Officer using the information in Section 11.

8. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Remember your preferences
• Analyze website traffic and usage
• Improve website functionality
• Provide relevant content

You can control cookies through your browser settings. Disabling cookies may limit some website features.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

10. Children’s Privacy

We do not knowingly collect personal information from children under 13 without parental consent. Minors aged 13-18 may require parental/guardian consent for certain services depending on their capacity to consent.

11. Contact Information

For questions about this Privacy Policy or to exercise your privacy rights, please contact:

Privacy Officer
Kootenay Osteopathy
518 Lake St. Unit 202 B
Nelson, BC V1L 4C6
Phone: (778) 404-0908 
Email: [email protected]

12. Complaints

If you have concerns about our privacy practices, you may also contact:

Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca

Office of the Information and Privacy Commissioner for British Columbia
PO Box 9038, Stn Prov Govt
Victoria, BC V8W 9A4
Phone: 250-387-5629
Toll-free: 1-800-663-7867
Website: www.oipc.bc.ca

13. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting a notice on our website or contacting you directly.

14. Consent

By providing us with your personal information, you consent to its collection, use, and disclosure as described in this Privacy Policy. For sensitive health information, we obtain express consent before collection.

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Acknowledgment

By using our services or website, you acknowledge that you have read and understood this Privacy Policy.

Questions? Please don’t hesitate to contact us if you need clarification about any aspect of this policy.