Privacy Policy

Last updated: May 28, 2026

Victoria Memory Clinic respects your privacy and takes the protection of personal information seriously.
This Privacy Policy explains how Victoria Memory Clinic, operating through MemoryClinic.ca,
collects, uses, protects, and shares personal information when you visit our website,
contact our clinic, request a consultation, book an appointment, or receive care from us.

Victoria Memory Clinic

#250 – 4392 West Saanich Road
Victoria, British Columbia
V8Z 3E9
Canada

Phone:
+1 250-881-1145

Fax:
+1 250-590-6673
Email: info@memoryclinic.ca

1. Personal Information We Collect

We collect personal information that is reasonably needed to respond to inquiries,
provide care, manage appointments, support clinic operations, and meet our legal
and professional obligations.

This may include:

Name
Phone number
Email address
Mailing address
Date of birth
Health history
Medical concerns or symptoms shared with us
Referral information
Appointment details
Billing and payment information
Records related to consultation, assessment, treatment, follow-up, and care coordination
Website form submissions
Technical information related to website use, such as browser type, device type, IP address, pages visited, and general usage activity

2. How We Collect Information

We may collect personal information when you:

Visit MemoryClinic.ca
Complete a form on our website
Call, email, fax, or message the clinic
Request a consultation
Book or attend an appointment
Provide information during intake, assessment, treatment, or follow-up
Are referred by another healthcare provider
Communicate with our team about your care

We may also receive information from physicians, healthcare providers, family members,
caregivers, or other authorized individuals involved in your care, where permitted by law and consent.

3. Why We Use Personal Information

We use personal information to:

Respond to inquiries
Assess whether our services may be a fit
Schedule and manage appointments
Provide consultation, assessment, treatment, and follow-up care
Communicate with patients, families, caregivers, and referring providers
Maintain accurate clinical records
Process payments and manage billing
Improve clinic operations and patient experience
Support website performance and security
Meet legal, regulatory, and professional obligations
Protect the safety and wellbeing of patients, clinic staff, and others

We collect and use personal information only for purposes that are reasonable for a healthcare clinic and related to the services we provide.

4. Consent

By contacting Victoria Memory Clinic, submitting information through MemoryClinic.ca,
booking an appointment, or receiving care from us, you consent to the collection,
use, and disclosure of your personal information as described in this Privacy Policy.

In many care-related situations, your consent may be implied when you voluntarily provide information
for an obvious purpose, such as booking an appointment, asking a question, or sharing health information
with a member of our clinic team.

You may withdraw consent, subject to legal, professional, and clinical recordkeeping requirements.
Withdrawing consent may affect our ability to provide certain services.

5. Website Forms and Email

Website forms and email are useful for general inquiries and initial communication.

Please use website forms and email for general information only. Detailed medical information is best shared
through the clinic’s intake process, appointment process, or direct communication with a member of the clinical team.

When you submit a form on MemoryClinic.ca, we use the information provided to respond to your inquiry,
manage your request, and support any next steps you choose to take with the clinic.

6. Sharing Personal Information

Victoria Memory Clinic shares personal information only as needed to provide care,
operate the clinic, or meet legal and professional requirements.

This may include sharing information with:

Physicians, clinicians, and clinic team members involved in your care
Referring healthcare providers
Other healthcare providers involved in your treatment or follow-up
Family members, caregivers, or authorized representatives, with appropriate consent or legal authority
Electronic medical record, scheduling, billing, website, email, hosting, or technology service providers
Payment processors
Regulatory bodies, insurers, legal advisors, or public authorities where required or permitted by law

We use service providers who support clinic operations. These providers may process or store information on our behalf and are expected to protect that information appropriately.

7. Protecting Personal Information

Victoria Memory Clinic uses administrative, technical, and physical safeguards to protect personal information.

These safeguards may include:

Secure clinical record systems
Restricted access to patient information
Password-protected systems
Staff privacy expectations and confidentiality practices
Secure storage and handling of records
Careful management of third-party service providers
Reasonable website and technology security practices

Access to personal information is limited to people and service providers who need it for care,
administration, operations, or legal and professional purposes.

8. Medical Records and Retention

Victoria Memory Clinic maintains medical records in accordance with applicable legal,
regulatory, and professional requirements in British Columbia.

Medical records are retained for the period required by professional standards and applicable law.
After the required retention period, records are securely destroyed, deleted, or de-identified where appropriate.

9. Accessing or Correcting Your Information

You may request access to your personal information or ask for a correction if you believe
information in your record is inaccurate or incomplete.

Requests can be made by contacting:

Privacy Officer
Victoria Memory Clinic
#250 – 4392 West Saanich Road
Victoria, British Columbia
V8Z 3E9
Canada

Phone: 250-881-1145
Fax: 250-590-6673
Email: info@memoryclinic.ca

We may need to verify your identity before responding to an access or correction request.

Access may be subject to limits permitted by law, professional obligations,
and the privacy rights of others.

10. Cookies, Analytics, and Website Use

MemoryClinic.ca may use cookies, analytics tools, and related technologies to understand how visitors use the website,
improve website performance, support security, and make the website easier to use.

This information may include technical details such as browser type, device type,
general location, pages visited, time spent on the site, and referral source.

You can adjust cookie settings through your browser.
Some website features may function differently depending on your settings.

11. Links to Other Websites

MemoryClinic.ca may contain links to third-party websites or services.
Victoria Memory Clinic is responsible for the privacy practices of MemoryClinic.ca
and the information we collect through our clinic operations.

Third-party websites and services are governed by their own privacy policies.

12. Questions, Concerns, or Complaints

If you have a question, concern, or complaint about how Victoria Memory Clinic handles personal information,
please contact us first so we can review and respond.

Privacy Officer
Victoria Memory Clinic
#250 – 4392 West Saanich Road
Victoria, British Columbia
V8Z 3E9
Canada

Phone:
+1 250-881-1145
Fax:
+1 250-590-6673
Email: info@memoryclinic.ca

You may also contact the Office of the Information and Privacy Commissioner for British Columbia
for information about privacy rights and responsibilities in BC.

13. Updates to This Privacy Policy

Victoria Memory Clinic may update this Privacy Policy from time to time to reflect changes in clinic operations,
website tools, legal requirements, or privacy practices.

The updated version will be posted on MemoryClinic.ca with a new “Last updated” date.