Revised effective date: 19 August 2026

The Alpha Clinic (“we,” “us,” or “the Clinic”) is committed to protecting the privacy of our patients, clients, and website visitors. This Privacy Policy explains what personal information we collect, how we use and share it, how we protect it, and the choices and rights available to you. This policy applies to our website, our clinic locations, and all administrative and clinical operations of The Alpha Clinic.

1. Personal Information We Collect

Depending on how you interact with us, we may collect:

•     Contact information, such as your name, email address, mailing address, and telephone number.

•     Information you provide through our website, intake forms, appointment bookings, or membership sign-up (including our Alpha Care and Alpha Platinum plans).

•     Technical information, such as IP address, browser type, and device information, collected automatically when you visit our website.

•     For patients and clients: health and medical information necessary to provide care, described further below.

2. How We Use Personal Information

Website and general communications

•     Respond to inquiries and requests for information.

•     Provide information about our services, including hormone health, medical weight loss, anti-aging aesthetics, and preventative medicine programs.

•     Schedule and manage appointments.

•     Administer memberships and billing.

•     Improve our website and maintain system security.

•     Communicate with you where permitted by law, including appointment reminders and administrative updates.

Care context

•     Provide clinical assessment, diagnosis, and treatment.

•     Coordinate care among physicians and clinic staff involved in your treatment.

•     Maintain accurate clinical and billing records.

•     Comply with legal, regulatory, and professional obligations (including those of the College of Physicians and Surgeons of BC and other applicable bodies).

3. Health and Care-Related Information

As a medical clinic, we collect health information relevant to the services you receive, which may include demographic information, appointment and visit history, medical and family history, hormone and lab test results, diagnostic and treatment information, medication and prescription records, and billing and insurance information. This information is collected and used only as necessary to provide safe, appropriate care and to meet our professional and legal obligations.

4. Sharing of Information

We do not sell personal information.

We may share personal information with:

•     Physicians, nurses, and other authorized clinic staff directly involved in your care.

•     Service providers and vendors who support our operations, who are permitted to use your information only as authorized, only to provide services to us, and in accordance with our privacy and security requirements. Our core platforms include:

•     Other parties where required or authorized by law, such as in response to a court order or public health reporting obligation.

•     Others where necessary to protect the safety, rights, or property of The Alpha Clinic, our patients, or the public.

◦     OSCAR Pro — our electronic medical records (EMR) system, used to maintain clinical charts, treatment records, and prescriptions.

◦     Jane — our scheduling and practice management platform, used for appointment booking, billing, and client communication.

◦     Ocean (by OceanMD/CognisantMD) — used for secure eReferrals and eConsults with other healthcare providers.

Each of these platforms is subject to its own privacy and security terms, which govern how it stores and protects your information. We encourage you to review those providers’ own privacy documentation for details specific to their services.

5. AI-Assisted Administrative Tools

We use secure, reputable administrative software — including AI-assisted tools — to help our staff manage scheduling, general correspondence, and other administrative tasks (for example, drafting and organizing responses in our administrative email inbox). These tools are used only for administrative purposes and are not used to make clinical decisions, generate diagnoses, or create treatment plans. Any personal information processed through these tools remains subject to the safeguards, retention limits, and vendor requirements described in this policy, including where such processing occurs outside Canada (see Section 7).

6. Website Cookies and Analytics

Our website uses tools such as Google Analytics to understand how visitors use our site, including pages visited, time spent on the site, browser and device information, and general geographic location. You can adjust your browser settings to limit or block cookies, though this may affect how our website functions.

7. Storage and Safeguards

We protect personal information using appropriate safeguards, including:

•     Access controls and authentication measures limiting who can view your information.

•     Secure systems and network protections.

•     Encryption where appropriate.

•     Confidentiality obligations and privacy training for staff who handle personal information.

Cross-border processing

Some of our service providers, including AI-assisted administrative tools, may store or process personal information outside of Canada, including in the United States. Where this occurs, we require appropriate contractual, administrative, technical, and physical safeguards — including protections reasonably equivalent to those required under BC PIPA. Information processed outside Canada may be subject to the laws of that jurisdiction, including lawful access by foreign authorities. OSCAR Pro, Jane, and Ocean are each Canadian-based providers; where account or regional settings affect where data is physically stored, we confirm this directly with each vendor. The Alpha Clinic remains accountable for personal information regardless of where it is stored or processed.

8. Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this policy, or as required by law or professional regulatory obligations. Health information is retained in accordance with applicable legislation and the record-keeping requirements of our regulatory colleges.

9. Consent

By using our website or voluntarily providing personal information to The Alpha Clinic, you consent to the collection, use, and disclosure of that information as described in this Privacy Policy. In the care context, your consent may be express, implied, or otherwise authorized by law, depending on the nature of the information and the circumstances — for example, providing your arm for a blood draw implies consent to that procedure and the associated collection of test results. You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting our Privacy Officer; withdrawing consent may affect our ability to provide certain services.

10. Access and Correction

You may request access to, or correction of, your personal or health information, subject to applicable law. To make a request, please contact our Privacy Officer using the information below. We will respond within the timeline required by BC PIPA, and may need to verify your identity before fulfilling a request.

11. Privacy Breach Notification

If a privacy breach occurs that poses a real risk of significant harm, we will assess the incident and provide notification to affected individuals and, where required, regulators, in accordance with applicable privacy legislation.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The updated policy will be posted on our website with a revised effective date.

13. Contact Us

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

Anouk Miedema, Privacy Officer

The Alpha Clinic

#302 – 3320 Richter Street, Kelowna, BC V1W 4V5

Phone: 250-863-4159

Email: info@thealphaclinic.ca