Privacy Policy

Purpose

Rx Square Medical Clinic (“Rx Square,” “the Clinic,” “we,” or “us”) is committed to protecting the privacy of its patients and website visitors. This Privacy Policy describes how we collect, use, disclose, and safeguard personal information, including health information, in connection with the services we provide and the operation of our website at www.rxsquaremedicalclinic.ca(the “Website”).

Rx Square Medical Clinic aligns its privacy practices with the standards set out in Alberta's Personal Information Protection Act (PIPA), the Health Information Act (HIA), and applicable guidance from the Office of the Information and Privacy Commissioner of Alberta (OIPC), as amended from time to time.

Scope

This Privacy Policy applies to all personal information and health information under Rx Square Medical Clinic's control, including information collected:

• During in-person clinical visits and consultations
• When you book an appointment through our third-party booking system (HealthQuest)
• When you contact us by phone, fax, or email
• When you visit our Website

This Policy does not apply to information collected directly by third-party platforms linked from our Website, including HealthQuest's online booking portal. Please review HealthQuest's own privacy policy when using their booking system.

Principle 1 — Accountability

Rx Square Medical Clinic has implemented procedures to manage the collection, use, retention, storage, disclosure, accuracy, and disposal of personal information. These procedures are designed to:

• Ensure personal information is handled lawfully and with care
• Receive and respond to patient inquiries and complaints relating to privacy
• Ensure all clinic staff understand their obligations under this Policy

The designated Privacy Contact for Rx Square Medical Clinic is:

Individuals with questions about how their personal information is handled should contact us using the information above.

Principle 2 — Identifying Purposes

Rx Square Medical Clinic collects personal information only for the following purposes:

Clinical purposes:

• Providing medical consultations, treatment, and follow-up care
• Managing appointments and scheduling
• Maintaining patient health records as required by Alberta law
• Referring patients to specialists or other healthcare providers where appropriate
• Communicating with patients regarding their care

Administrative and operational purposes:

• Processing uninsured service fees and issuing receipts
• Responding to patient inquiries
• Complying with legal and regulatory obligations, including reporting requirements under Alberta law

Website purposes:

• Operating and maintaining our Website
• Responding to messages sent to us via email or phone
• Displaying our clinic location via Google Maps

Rx Square Medical Clinic does not use personal information for marketing, advertising, or commercial purposes, and does not sell patient or visitor information to any third party.

Principle 3 — Consent

Clinical care: By presenting yourself for medical care at Rx Square Medical Clinic, you provide implied consent for the collection, use, and disclosure of your personal health information for the purpose of receiving that care. Where sensitive information is involved or disclosure to third parties is required (other than for direct treatment), we will seek express consent.

Website use: By using our Website, you consent to the collection of technical data as described in this Policy.

Withdrawing consent: You may withdraw your consent for non-essential uses of your personal information at any time by contacting us. Withdrawal of consent may affect our ability to provide certain services. Please note that we may be required by law to retain certain health records regardless of your request.

To withdraw consent or modify your preferences, contact our Privacy Contact at the address listed under Principle 1.

Principle 4 — Limiting Collection

We collect only the personal information necessary to fulfill the purposes identified in this Policy. Personal information is collected by fair and lawful means.

Information we may collect from patients includes:

• Full name, date of birth, and gender
• Alberta Health Care Insurance Plan (AHCIP) card number
• Contact information (address, phone number, email)
• Health history, symptoms, diagnoses, medications, and treatment records
• Referral and consultation records
• Billing information for uninsured services

Information collected through our Website includes:

• Information you voluntarily provide when contacting us by email or phone
• Technical data automatically collected when you visit our Website, including IP address, browser type, and pages visited (collected by our hosting provider, Vercel Inc.)

Information collected through third-party services:

• When you use HealthQuest to book an appointment, HealthQuest collects your booking information directly. Please review HealthQuest's privacy policy for details.
• Our Website embeds Google Maps to display our clinic location. Google may collect data when you interact with the map. Please review Google's privacy policy for details.

Principle 5 — Limiting Use, Disclosure, and Retention

Rx Square Medical Clinic does not sell, rent, or trade personal information to any third party.

Disclosures we may make include:

• Healthcare providers: With your consent (express or implied), we may share your health information with other physicians, specialists, laboratories, or pharmacies involved in your care.
• Regulated health bodies: We may disclose information as required by the College of Physicians and Surgeons of Alberta (CPSA) or other regulatory authorities.
• Legal requirements: We may disclose personal information if required by law, court order, or lawful government authority.
• Insurance and legal purposes: With your written consent, we may provide records or documentation to insurers, employers, or legal representatives as requested.
• HealthQuest: Appointment booking information is transmitted to and stored by HealthQuest. We recommend reviewing their privacy policy at the time of booking.
• Vercel Inc.: Our Website is hosted by Vercel. Vercel may process technical visitor data (IP address, request logs) as part of hosting services. Vercel is subject to industry-standard data security practices.

Retention:Patient health records are retained for a minimum of 10 years from the date of last entry, or as otherwise required by Alberta law or CPSA standards. Website visitor data retained by our hosting provider is subject to Vercel's data retention policies.

Principle 6 — Accuracy

Rx Square Medical Clinic takes reasonable steps to ensure that personal information in our care is accurate, complete, and up-to-date as necessary for its intended purposes. Patients are encouraged to notify us of any changes to their personal information (such as address or phone number) so that our records remain current.

Patients who believe their information is inaccurate or incomplete may contact our Privacy Contact to request a correction.

Principle 7 — Safeguards

Rx Square Medical Clinic protects personal information using safeguards appropriate to the sensitivity of the information:

• Physical safeguards: Clinic premises are secured. Paper records are stored in locked filing systems accessible only to authorized staff.
• Administrative safeguards: Access to patient records is limited to clinical and administrative staff with a legitimate need to know. All staff are expected to maintain confidentiality as a condition of their role.
• Technical safeguards: Our Website is served over HTTPS. Our hosting provider (Vercel) employs industry-standard security controls. Patient health records maintained in electronic systems are protected by access controls.

Despite our best efforts, no security system is completely impenetrable. In the event of a privacy breach, we will comply with Alberta's mandatory breach notification requirements under PIPA and the HIA, including notifying affected individuals and the OIPC where required.

Principle 8 — Openness

This Privacy Policy is publicly available on our Website at www.rxsquaremedicalclinic.ca/privacy-policy.

Patients and visitors may contact our Privacy Contact at any time to obtain information about our privacy practices or to ask questions about how their information is handled.

Principle 9 — Individual Access

Upon written request, Rx Square Medical Clinic will provide individuals with access to their personal information held by the Clinic, along with an account of how it has been used and disclosed, subject to any legal exceptions.

To request access to your personal information, please contact our Privacy Contact in writing at the address or email listed under Principle 1. We will respond within a reasonable time and in accordance with applicable law. A nominal administrative fee may apply for health record requests.

Principle 10 — Challenging Compliance

Patients and visitors who have concerns about our handling of their personal information may submit a written complaint to our Privacy Contact. We will acknowledge the complaint, investigate the matter, and provide a written response within a reasonable timeframe.

If you are not satisfied with our response, you may file a complaint with the Office of the Information and Privacy Commissioner of Alberta:

Medical Disclaimer

The content on this Website is provided for general informational purposes only and is not intended to constitute medical advice, diagnosis, or treatment. Always consult a qualified physician or other healthcare professional regarding any medical condition or before making decisions about your health.

Third-Party Links

Our Website may contain links to third-party websites, including our online booking portal (HealthQuest). We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party websites you visit.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated Policy will be posted on our Website with a revised effective date. Continued use of our Website or our services following any update constitutes acceptance of the revised Policy.

Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact: