Privacy Policy

 

1. Overview

West Coast Adult ADHD Clinic Corp (“we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of personal information and personal health information (PHI). 

This Privacy Policy explains how information is collected, used, and protected when you visit our websites or receive services through: 

• West Coast Adult ADHD 

• The Mindful Adult 

We provide virtual healthcare services across British Columbia and Ontario and comply with all applicable Canadian privacy legislation, including: 

• Personal Information Protection Act (PIPA – British Columbia) 

• Personal Health Information Protection Act (PHIPA – Ontario) 

• Personal Information Protection and Electronic Documents Act (PIPEDA – Canada) 

 

2. Information Collected Through Our Websites

Personal Information (Non-Clinical) 

Our websites collect limited personal information for administrative and communication purposes only, such as: 

• Name 

• Email address 

• Phone number 

• General inquiries submitted through contact or waitlist forms 

• Newsletter sign-ups (where consent is provided) 

No personal health information (PHI) is collected, stored, or processed through our websites. 

 

3. Personal Health Information (PHI)

How PHI Is Collected 

All personal health information is collected only through secure, privacy-compliant healthcare systems, including: 

• Jane App, our electronic medical record (EMR) system 

• Secure clinical and administrative communication platforms (e.g., Microsoft Outlook and related Microsoft services) 

PHI is not collected through website forms, public email platforms, or unsecured communication channels. 

 

4. How Personal Health Information Is Protected

Although PHI is not collected through our websites, we are responsible for protecting PHI collected through our electronic medical record system and secure clinical communication platforms. 

We use administrative, technical, and physical safeguards consistent with Canadian healthcare privacy standards to protect PHI against unauthorized access, use, disclosure, or loss. These safeguards include: 

• Restricting access to PHI to authorized staff based on role and necessity 

• Requiring confidentiality agreements and privacy training for team members 

• Storing PHI within secure, encrypted electronic medical record systems 

• Using secure authentication, access controls, and encrypted data transmission 

• Ensuring devices used to access PHI are password-protected and secured 

PHI is handled in accordance with applicable provincial and federal privacy legislation.  

 

5. Third-Party Service Providers

We work with trusted service providers that support our operations and meet applicable Canadian privacy and security standards, including: 

• Jane App – electronic medical records, appointment booking, and clinical documentation 

• Microsoft services (e.g., Outlook) – secure clinical and administrative communications 

Each provider maintains its own privacy and security practices and is required to handle information in compliance with applicable privacy laws. 

 

6. Cookies & Website Analytics

Our websites use cookies and similar technologies to improve functionality and understand general website usage. These tools do not collect personal health information. 

You may disable cookies through your browser settings if desired, though some features may be limited. 

 

7. Use and Disclosure of Information

Personal information and PHI are used and disclosed only as necessary to: 

• Provide healthcare services 

• Manage appointments and clinic operations 

• Meet legal, regulatory, and professional obligations 

• Protect patient safety where required by law 

We do not sell, rent, or share personal information or PHI for advertising or marketing purposes. 

 

8. Data Retention

Personal information and PHI are retained only for as long as required to meet clinical, legal, and regulatory obligations under applicable provincial and federal laws. When no longer required, information is securely destroyed or anonymized. 

 

9. Your Rights

You have the right to: 

• Request access to your personal information or PHI 

• Request corrections to inaccurate information 

• Ask questions about how your information is used or protected 

• Withdraw consent for non-essential communications 

Requests can be made using the contact details below. 

 

10. Changes to This Policy

This Privacy Policy may be updated periodically to reflect legal, regulatory, or operational changes. The most current version will always be posted on our websites with the updated revision date. 

 

11. Contact Information

For privacy-related questions or requests: 

West Coast Adult ADHD Clinic Corp 
📧 info@adhdvancouver.ca 
📧 info@themindfuladult.ca