Privacy Policy

Effective Date: October 15, 2026

Last Updated: October 15, 2026

At Cross Roads Naturopathic Wellness Clinic Inc. (operating as Crossroads Naturopathic Wellness Clinic, "we," "us," or "our"), protecting your privacy and the confidentiality of your personal and health information is a cornerstone of our care.

This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website crossroadsnaturopathic.com, book appointments through our online portal crossroadsnaturopathic.janeapp.com, or receive clinical services at our Vancouver facility. Our practices strictly adhere to British Columbia's Personal Information Protection Act (PIPA), Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), and the professional standards of our governing regulatory colleges, including the College of Complementary Health Professionals of BC (CCHPBC).

1. Information We Collect

We limit the collection of personal information to what is reasonably necessary to provide you with healthcare services, manage clinic operations, and improve your website experience.

• Contact & Identification Information: Your name, home address, email address, phone number, date of birth, and emergency contact details.

• Personal Health Information: Medical history, current symptoms, treatment records, laboratory test results, prescriptions/supplements, and clinical notes gathered during Naturopathic Medicine, Traditional Chinese Medicine (TCM), Acupuncture, IV Therapy, or Clinical Counselling sessions.

• Billing & Insurance Information: Payment card details, billing records, Provincial Health Number (PHN) where applicable, and extended health insurance details for billing or reimbursement purposes.

• Technical & Website Usage Data: When you browse crossroadsnaturopathic.com, we automatically collect non-identifying technical data such as your IP address, browser type, device information, pages visited, and interaction patterns via cookies and analytics tools.

2. How We Use Your Information

Your personal information is used strictly for the purposes for which it was collected, including to:

• Assess your health needs, formulate individualized treatment plans, and deliver safe clinical care.

• Schedule, confirm, and manage appointments (including sending automated SMS or email reminders via our clinic management platform).

• Communicate with other healthcare providers (such as family physicians, specialists, or laboratory testing facilities) with your express consent.

• Process payments, issue official receipts, and assist with insurance claims.

• Maintain and improve the security, functionality, and user experience of our website.

• Comply with legal, regulatory, and professional auditing requirements mandated by British Columbia healthcare regulators.

3. Online Booking & Third-Party Service Providers (Jane App)

To provide seamless online scheduling, digital intake forms, telehealth, and billing, we use Jane Software Inc. ("Jane App"), a Canadian-based practice management platform.

• Data entered into our booking portal (crossroadsnaturopathic.janeapp.com) is encrypted in transit and at rest and stored on secure Canadian servers in compliance with Canadian healthcare privacy laws.

• We do not sell, rent, or trade your personal information to third parties. We only share data with trusted service providers (such as payment processors, accredited diagnostic laboratories, and IT support) who are contractually obligated to safeguard your information.

4. Cookies and Website Analytics

Our website and booking portal use cookies (small text files placed on your device) to operate efficiently:

• Essential Cookies:</strong> Required for basic site navigation, security, and accessing secure areas of our online booking system.

• Analytics &amp; Preference Cookies:</strong> Help us understand anonymous visitor traffic patterns and remember your user preferences.

• Marketing Cookies:</strong> Used only if you opt in, allowing us to share relevant clinic updates.

You can adjust your cookie preferences at any time via the cookie banner on our booking portal or through your web browser settings.

5. Consent and Sharing of Information

We obtain your informed consent before collecting, using, or disclosing your personal health information, except where permitted or required by law (e.g., medical emergencies, court orders, or mandatory reporting where there is an imminent risk of serious harm to yourself or others). Please note that while we share physical facility space with the broader Crossroads Clinics building, your naturopathic and complementary health records remain confidential to Crossroads Naturopathic Wellness Clinic unless you authorize interdisciplinary sharing.

6. Data Retention and Security

We protect your personal and health information using physical, administrative, and technological safeguards (including role-based access controls, password protection, and encryption). In accordance with British Columbia regulatory requirements for healthcare records, patient charts and clinical records are retained for a minimum statutory period (typically 16 years from the date of the last entry, or longer for minor patients) before being securely destroyed.

7. Accessing and Correcting Your Information

Under BC's Personal Information Protection Act (PIPA), you have the right to:

• Request access to your personal and medical records held by our clinic.

• Request corrections to any factual inaccuracies in your personal information.

• Withdraw your consent to the collection, use, or disclosure of your information (subject to legal or contractual restrictions and reasonable notice).

Requests for chart access or corrections must be submitted in writing to our Privacy Officer. A minimal administrative fee may apply for copying or transferring extensive medical records, in accordance with BC regulations.

8. Contact Our Privacy Officer

If you have questions, concerns, or requests regarding this Privacy Policy or how your personal information is handled, please contact our Privacy Officer:

Crossroads Naturopathic Wellness Clinic

Address: Suite 350 – 507 West Broadway, Vancouver, BC V5Z 1E6

Phone: 604-568-6899

Email: [email protected]