Langley Medical Clinic – Privacy Policy

Effective Date: August 15/08/2025

1. Introduction

Langley Medical Clinic (“the Clinic”, “we”, “us”, or “our”) is committed to protecting the privacy, confidentiality, and security of our patients’ personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in compliance with the Personal Information Protection Act (PIPA) of British Columbia, the Personal Information Protection and Electronic Documents Act (PIPEDA), and the guidelines set out by the College of Physicians and Surgeons of British Columbia.

By receiving care from our clinic or using our patient portal, you consent to the collection, use, and disclosure of your personal information as described in this policy.

2. Information We Collect

We collect only the personal and health information necessary to provide care and operate our clinic, including:

• Full name, date of birth, gender, and contact details (address, phone, email)
• Personal health number (PHN) and insurance information
• Medical history, diagnostic test results, and clinical notes
• Information related to appointment scheduling and communications
• Any information provided through our patient portal, email, or SMS communications

3. How We Use Your Information

Your information is collected and used for the following purposes:

• Scheduling appointments and managing bookings
• Providing medical care and treatment
• Coordinating care with other healthcare providers (specialists, allied health professionals, public health authorities)
• Maintaining accurate and up-to-date patient records
• Facilitating patient access to their health information through our Accuro patient portal
• Communicating clinic information such as hours of operation and holiday closures
• Meeting legal and regulatory requirements
• We do not use patient information for marketing purposes.

4. Disclosure of Your Information

We will only share your personal information:

• With specialists, allied health providers, and public health authorities when necessary for your care
• As required by law, regulation, or court order
• When required by the College of Physicians and Surgeons of BC or other regulatory bodies

We do not share your personal information with third parties for commercial purposes.

5. Retention and Disposal of Records

Your personal health information is securely stored in our Accuro Electronic Medical Record (EMR) system for the retention period required by BC law (minimum of 16 years after last patient contact, or as otherwise mandated).

When records are no longer required, they are securely destroyed using accredited and compliant destruction services.

6. Patient Access to Information

You may access certain personal health information directly through the Accuro patient portal.

For additional records, please submit a written request to our clinic. We will respond in accordance with applicable laws, generally within 30 business days.

7. Consent

By becoming a patient at Langley Medical Clinic, you consent to the collection, use, and disclosure of your personal health information as outlined in this Privacy Policy. Consent is obtained in writing as part of our patient registration process. You may withdraw consent at any time, subject to legal and contractual restrictions and reasonable notice.

8. Safeguards and Security

We take all reasonable steps to protect your information, including:

• Physical safeguards: restricted access to clinic areas, locked filing cabinets

• Administrative safeguards: access limited to authorized personnel, staff privacy training

• Technical safeguards: password-protected systems, encrypted communications, secure EMR storage

9. Communication

We may communicate with you via the Accuro patient portal, email, or SMS for purposes such as appointment reminders and clinic updates.

While we take precautions to protect these communications, email and SMS may not be fully secure. Patients who prefer not to receive such communications should notify us in writing.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in practices, technology, or legal requirements. Any updates will be posted in our clinic and on our website with the revised effective date.

11. Contact Information

If you have any questions, concerns, or requests about your personal health information or this Privacy Policy, please contact:

Langley Medical Clinic

Email: info@langleymedicalclinic.ca