Privacy Policy

At In-Line Family Chiropractic, we are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information in compliance with Alberta’s Health Information Act (HIA) and other applicable laws. By visiting our clinic or using our services, you consent to the practices described in this policy.

1. Information We Collect

We may collect the following types of personal information:

• Personal Identification Information: Name, address, phone number, email address, date of birth, and emergency contact information.
• Health Information: Medical history, chiropractic treatment records, x-rays, diagnostic test results, health assessments, and any relevant health insurance information.
• Payment Information: Credit card details, billing address, and other payment details related to the services you receive.
• Digital Data: If you use our website, we may collect your IP address, browser type, and usage statistics via cookies.

2. How We Use Your Information

The personal information we collect is used to:

• Provide chiropractic services tailored to your health needs.
• Communicate with you regarding appointments, treatment plans, and clinic updates.
• Maintain accurate medical records.
• Process payments for services rendered.
• Fulfill legal and regulatory requirements.
• Improve our services and customer experience.

3. Disclosure of Personal Information

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

• Health care providers: To ensure coordinated care with other health professionals involved in your treatment.
• Insurance providers: For billing and claims processing.
• Service providers: Third-party service providers who help us run the clinic (e.g., IT services, data storage), who are bound by confidentiality agreements.
• Legal authorities: If required by law, such as in response to a court order or subpoena.

4. Data Security

We implement a variety of security measures to maintain the safety of your personal information. These include:

• Secure patient management systems.
• Encrypted digital records.
• Restricted access to sensitive information.
• Regular staff training on privacy and confidentiality protocols.

5. Use of AI Scribe

Our clinic uses AI Scribe, a feature of our electronic health record (Jane EHR), to help create clinical notes. With your written consent, AI Scribe records the conversation during your appointment and produces a draft note, which your chiropractor reviews, corrects, and signs. No AI-generated note is entered into your chart without human review and approval.

• What is recorded: audio of the conversation during your appointment.
• Why: to produce a draft clinical note for your chiropractor to review and finalize.
• Who processes it: Jane Software Inc. (our information manager), using Amazon Web Services.
• Where it is stored: Canada — Montréal or Calgary.
• Temporary US processing: audio is temporarily processed in the United States for transcription. No data is stored or retained by the AI model.
• Retention: the final clinical note is kept as part of your health record in accordance with Alberta law. The audio recording is not retained as part of your record.

AI Scribe is voluntary. Written consent is obtained at intake, or through our consent form for existing patients. Declining or withdrawing consent will not affect your care, treatment, or fees in any way. You may withdraw your consent at any time by speaking with our front desk or contacting our Privacy Officer. Your chiropractor will also confirm you remain comfortable with recording at the start of each appointment, and you may ask them to stop at any time.

This use is described in our Privacy Impact Assessment and is governed by Alberta’s Health Information Act.

6. Retention of Information

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. When it is no longer needed, we will securely dispose of it in accordance with regulatory standards.

7. Your Rights

You have the right to:

• Access: Request a copy of your personal and health records.
• Correction: Request correction of inaccurate or incomplete information.
• Withdrawal of Consent: Withdraw consent for us to use your information (where applicable).
• Complaints: File a complaint with the Office of the Information and Privacy Commissioner of Alberta if you believe your privacy rights have been violated.

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of other sites and encourage you to review their privacy policies.

9. Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices or for legal reasons. The most current version will always be available on our website, and we will notify you of any significant changes.