Privacy Policy.

Who we are.

Whistler Acuity is the trading name of Whistler Acuity Health Consulting, a sole proprietorship operating from Whistler, British Columbia, Canada. We provide private health assessment, injury triage, and first aid services at clients' accommodations.

For the purposes of this policy, the privacy contact is Michael Van Rooyen, the owner and lead practitioner. You can reach him at [email protected] or +1 778 906 3515 for any privacy-related question, request, or complaint.

What information we collect.

Clinical information

When you use our assessment service, we collect health information necessary to provide that service:

• Your identity (name, date of birth)
• Contact details (phone, email, accommodation address)
• Medical history you disclose during assessment
• Known allergies and current medications
• Symptoms and presenting complaint
• Vital signs measured during the assessment
• Clinical examination findings and our impression
• Treatment provided and any medication supplied
• Photographs of injuries (only with your explicit consent)
• Travel insurance details (insurer, policy number) if applicable

Administrative information

Separately, we collect information needed to run the business side of our service:

• Booking details (date, time, location of visit)
• Payment information processed through our payment provider
• Communication history (calls, texts, emails between us)
• Marketing preferences if you've signed up for anything

Website information

When you visit whistleracuity.com, our website may automatically collect technical information (your IP address, browser type, the pages you visited, the referring site). This is standard for any website and is used to keep the site running and to understand how it's being used.

Why we collect it.

We collect personal and health information only for purposes you would reasonably expect when you engage a private health service:

• To provide the assessment, first aid, and any over-the-counter medication you receive
• To create and maintain your clinical record
• To produce written assessment reports for your travel insurer
• To process payment for your visit
• To follow up after a visit and check on your recovery
• To coordinate referrals to other providers, when relevant
• To meet our legal, regulatory, and professional record-keeping obligations
• To communicate with you about your care (and, only with your explicit consent, about other Whistler Acuity services)

Consent.

We collect, use, and disclose your information with your consent. By booking a visit and signing our Master Service Agreement, you consent to the collection and use of your information for the purposes described in this policy.

For specific actions outside the standard scope of care — for example, sharing your assessment report with a third party other than your insurer, or using a photograph for documentation — we will seek your explicit consent at the time.

You may withdraw consent at any time, subject to legal or contractual obligations that prevent withdrawal (for example, we cannot delete a clinical record we're required to retain for seven years). Contact us using the details in Section 11 to withdraw consent.

If you are under 19 (the age of majority in British Columbia), a parent or legal guardian must consent on your behalf. The same privacy protections apply.

Who we share it with.

We share your information only in the following limited circumstances:

• Your travel insurer or extended health insurer, at your request, for the purpose of processing your claim
• Referred providers (walk-in clinics, emergency departments, physiotherapists, sports medicine clinics, etc.) at your request and where clinically appropriate
• Emergency services (911 / BCEHS) when clinically necessary
• Our payment processor for the limited purpose of processing your payment
• Our IT and software service providers (such as our customer relationship management system and our clinical records system) under appropriate confidentiality and data-handling arrangements
• Government authorities, regulators, or courts when we are required to do so by law

We never sell or rent your information. We do not share your information with third parties for marketing or advertising purposes. We do not provide your information to data brokers.

How we store and protect it.

Whistler Acuity uses a two-tier data architecture designed to keep clinical information separate from administrative information:

• Clinical records (your assessment, vital signs, clinical impression, treatment, and any photographs) are held in a healthcare-grade electronic medical record (EMR) hosted in Canada and designed to meet BC healthcare record- keeping standards.
• Administrative records (booking, contact, and payment details) are held in our customer relationship management system, which may include service providers with infrastructure located in the United States. Where information is transferred or stored outside Canada, we put appropriate contractual safeguards in place.

We protect your information with reasonable physical, organisational, and technological safeguards, including access controls, password protection, encryption in transit and at rest where available, and limiting access to people who need it to do their work. No system is perfectly secure, but we take protecting your information seriously and review our practices regularly.

How long we keep it.

• Clinical records: seven years from the date of the visit (or, for clients under 19 at the time of the visit, seven years from the date they reach the age of majority), in accordance with BC healthcare record-keeping standards.
• Financial and tax records: seven years, in accordance with Canada Revenue Agency requirements.
• Marketing contact information: until you withdraw consent or unsubscribe.
• Website analytics: typically up to 14 months, depending on the analytics provider's standard retention.

After the retention period, records are securely destroyed or anonymised.

Your rights.

Under BC PIPA, you have the following rights with respect to your personal information:

• The right to access the personal information we hold about you
• The right to request correction of personal information you believe is inaccurate or incomplete
• The right to withdraw consent to our collection, use, or disclosure of your information (subject to the legal and contractual limits noted in Section 04)
• The right to information about how we've used or disclosed your information
• The right to make a complaint to us, and if unsatisfied, to the Office of the Information and Privacy Commissioner for British Columbia (see Section 11)

To exercise any of these rights, contact us using the details in Section 11. We will respond within 30 days, the standard timeframe under BC PIPA.

Cookies & website analytics.

Our website uses cookies and similar technologies for two purposes: keeping the site working properly (essential cookies), and understanding how visitors use the site so we can improve it (analytics cookies, typically Google Analytics or a similar provider).

Analytics data is collected in aggregate and does not identify individual visitors. We do not use cookies to track you across other websites for advertising. You can disable cookies through your browser settings, though some parts of the site may not work properly if you do.

Changes to this policy.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. Any material changes will be highlighted at the top of this page, and the "Last reviewed" date will be updated.

If a change materially affects how we handle existing clients' or members' information, we'll notify those clients and members directly by email. Continuing to use the service after a change to this policy constitutes acceptance of the updated policy.

How to contact us — or file a complaint.

Contact us first

For any privacy question, request to access or correct your information, withdrawal of consent, or complaint, contact:

• Email: [email protected]
• Phone: +1 778 906 3515
• Address: Whistler Acuity Health Consulting, Whistler, British Columbia, Canada

If you're not satisfied with our response

If you've raised a privacy concern with us and don't feel we've resolved it adequately, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC):

• Website: www.oipc.bc.ca
• Phone: 250-387-5629 (Victoria) or 1-800-663-7867 (toll-free)
• Email: [email protected]