Starter template provided by Scribeberry for Canadian clinics (Alberta-first). Customize with your own counsel before acknowledging. This is not legal advice. Replace all [BRACKETED] placeholders.

Privacy Policy — Hello Healthcare

Effective date: [EFFECTIVE DATE]

Hello Healthcare ("we", "us", "our") is committed to protecting personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our clinic, use our patient portal, book online, or otherwise receive services from us.

1. Who we are

• Clinic name: Hello Healthcare
• Address: [CLINIC ADDRESS]
• Phone: [CLINIC PHONE]
• Email: [CLINIC EMAIL]
• Privacy contact / custodian designate: [PRIVACY OFFICER NAME AND EMAIL]
• Primary jurisdiction: [PROVINCE — e.g. Alberta]

We use the Scribeberry clinic management platform to host scheduling, records, portal, and booking tools. We remain the custodian (and, where applicable, controller) of your personal health information. Scribeberry processes that information on our instructions as our service provider / information manager. Scribeberry's platform practices are described in the [Scribeberry Platform Privacy Notice](https://scribeberryclinics.com/legal/privacy-notice).

2. Scope

This Policy applies to personal information and personal health information we collect about patients, caregivers, and website or booking visitors in the course of operating our practice.

Clinical consents (for example, consent to treatment or release of information) may be collected separately through intake or chart forms and are not replaced by this Policy.

3. Information we collect

Depending on your relationship with us, we may collect:

• Identity and contact information: name, date of birth, phone, email, address, emergency contact.
• Health and clinical information: reason for visit, history, assessments, diagnoses, treatment notes, prescriptions, reports, and related chart content.
• Administrative and billing information: appointment history, health card or insurance details where applicable, invoices, payment status, and correspondence.
• Portal and booking information: account email, messages you send through the portal, and information you submit when booking online.
• Technical information: limited device or log data generated when you use our online booking or portal pages (see also Scribeberry's Cookie Policy).

4. Why we collect and use information

We collect and use information to:

• identify you and provide safe, appropriate care;
• schedule, remind, confirm, and follow up on appointments;
• communicate with you about your care and clinic operations;
• process billing, insurance, or benefits where applicable;
• maintain records required by professional colleges and law;
• improve clinic operations and training (using de-identified information where feasible);
• meet legal, regulatory, and risk-management obligations.

We collect information with your consent, where authorized or required by law, or where necessary to provide care and related services you request.

5. When we disclose information

We disclose personal health information only as permitted or required by law and professional standards, including:

• to other health providers involved in your care, with authority or as permitted;
• to payment sources or insurers you authorize;
• to our electronic medical record and communications providers (including Scribeberry and its subprocessors) under agreements that require safeguarding your information;
• when required by court order, statute, or professional regulatory process;
• to prevent or reduce a risk of serious harm where permitted by law.

We do not sell your personal health information.

6. Provincial and federal privacy law

We comply with applicable Canadian privacy law for our practice location, which may include:

• Federal: Personal Information Protection and Electronic Documents Act (PIPEDA), where it applies to our commercial activities.
• Alberta: Health Information Act (HIA) for health information in Alberta; other Alberta privacy statutes may apply to non-health personal information.
• Ontario (if applicable): Personal Health Information Protection Act (PHIPA).
• British Columbia (if applicable): Personal Information Protection Act (PIPA) and relevant health sector rules.

If our primary practice province differs from Alberta, we will adapt our practices and this Policy accordingly. Ask us which rules apply to your chart.

7. Storage, access, and retention

Your records are stored in electronic systems selected by the clinic (including Scribeberry-hosted systems). Access is limited to authorized staff and providers on a need-to-know basis.

We retain records for at least the minimum period required by our professional college and applicable law, and longer when clinically or legally appropriate. [OPTIONAL: ADD YOUR RETENTION PERIOD — e.g. "Adult clinical records are typically retained for at least 10 years from last entry, or longer for minors as required."]

8. Your rights

Subject to limited exceptions in law, you may request:

• access to your personal health information;
• correction of inaccurate or incomplete information;
• information about how your information has been used or disclosed (where required);
• withdrawal of consent for uses or disclosures that are consent-based and not required for care or law (we will explain any consequences).

To make a request, contact [PRIVACY OFFICER NAME AND EMAIL] or call [CLINIC PHONE]. We may need to verify your identity. We will respond within the timelines required by applicable law.

9. Safeguards

We use administrative, technical, and physical safeguards appropriate to the sensitivity of health information, including staff access controls, training, and secure electronic systems. No system is perfectly secure; please protect portal passwords and devices you use to access your account.

10. Email, SMS, and portal messaging

If you provide a phone number or email, we may send appointment reminders and clinic messages. Electronic communications have inherent risks. Do not use email or SMS for emergencies. For urgent concerns, call [CLINIC PHONE] or local emergency services.

11. Complaints

Please contact [PRIVACY OFFICER NAME AND EMAIL] first so we can try to resolve your concern. You may also contact the applicable privacy commissioner or regulator for your province (for example, the Office of the Information and Privacy Commissioner of Alberta for many Alberta health-information complaints) and, where applicable, the Office of the Privacy Commissioner of Canada.

12. Changes

We may update this Policy from time to time. The effective date at the top will change when we do. Material changes may also be posted in the clinic or on our portal.

13. Contact

Hello Healthcare [CLINIC ADDRESS] Phone: [CLINIC PHONE] Email: [CLINIC EMAIL] Privacy: [PRIVACY OFFICER NAME AND EMAIL]