What We Collect
We collect a range of information about our clients:
Personal Information: In the course of using our services, we may require or otherwise collect information that identifies you as a specific individual and can be used to contact or identify you (“Personal Information”). Examples of Personal Information include your name, email address, mailing address, billing address, and phone number.
Health Information: In order to provide consultation and therapies through the various modalities we offer to clients (collectively, “Health Services”), we are required by law to create and maintain a detailed medical record containing health-related information you provide to us, including general information about your health status and past medical history, as well as the medical history of immediate family members, current prescriptions, diet and lifestyle habits, and other information related to your health, as well as treatments, therapies, and recommendations given to you (collectively referred to as “Health Information or “Medical Record”). Information you provide through online forms, emails, verbally (such as during consultations) or through other means of communication (e.g. email) may be added to your Medical Record, which may be hard copy, digital (using secure servers protected by a firewall), or both. The services and storage methods which AOM uses to store and maintain your Medical Record are compliant with federal and provincial laws and regulations governing the protection of Personal and Healthcare information in Canada.
Login and Account Information: If you create an account online through any of our services, the information you provide is stored on the servers we use and is subject to the Privacy Policies of these parties (See “Third Parties” below).
Payment and Purchase Information: If you use our services to make purchases or receive payments, we will also collect information about your purchase (such as purchase details, order history, and shipping address) as well as certain payment information, such as credit card, PayPal, ACH or other financial account information, and billing address. All direct payment gateways used by Ancient Origins Medicinals adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.
Events/Surveys: We also collect other information (e.g., web events, survey participants, etc.) you voluntarily give us directly and via services like Google, Email, LinkedIn, or Facebook.
Information Automatically Collected
When you interact with AOM through any of our online services, we receive, store and/or automatically log non-identifiable information about you and your computer. Such information, which is collected passively using various technologies, cannot presently be used to specifically identify you. For example, when visiting our websites, we log your computer operating system type, browser type, browser language, pages you viewed, how long you spent on a page, Internet protocol (IP) address, and information about your use of and actions on our Service.
We and our marketing partners, affiliates, analytics, and service providers may also employ software technology known as an Embedded Script. An Embedded Script is programming code that is designed to collect information about your interactions with our services, such as the links you click on.
Use Of Personal Information
USE OF PERSONAL HEALTH INFORMATION & MEDICAL RECORDS
We use your personal health information to make informed clinical decisions regarding provision of health services to you as the client. In regards to the practice of clinical herbalism, this information is used within the limits of the “scope of practice” as defined by the Canadian Herbalist’s Association of BC. This document can be viewed at http://www.chaofbc.ca/docs/ccha/CCHA-docs/CCHA-Appendix-A-Scope-of-Practice.pdf. This information is collected solely for the purpose of clinical decision making and is never used for the purposes of marketing, data analysis, or any other business-related activities.
Health data collected must be stored for up to (7) years from the date of your last treatment or consultation in compliance with federal, provincial, and professional regulations. After this period, your record will be safely and completely disposed of.
USE OF OTHER PERSONAL INFORMATION COLLECTED
We use your personal information to operate, maintain, and improve our sites, products, and services.
We use your personal information to respond to comments and questions and provide customer service.
We use your personal information to send information including confirmations, invoices, technical notices, updates, security alerts, and support and administrative messages.
We use your personal information to communicate about promotions, upcoming events, and other news about products and services offered by us.
We use your personal information to provide and deliver products and services.
We display personal testimonials of satisfied customers on our Service, in addition to other endorsements. If you wish to update or delete your testimonial, you can contact us at the support email for the respective site: ancientoriginsmedicinals.com or firstname.lastname@example.org.
Sharing Of Personal Information
SHARING OF HEALTH INFORMATION
The Personal Health Information you provide through our services is only accessible by qualified practitioners and administrative staff who have undergone appropriate training in the protection of personal health information. Information is disclosed strictly on a need-to-know basis at our discretion (for example, admin or dispensary assistants may be granted access to your online profile for the purposes of booking a follow-up appointment or to refill a herbal formula for you but will not have access to your detailed medical record). Personal health information is never shared with any third parties except under the circumstances listed below.
Disclosure or Transfer of medical records to other practitioners.
At the request of yourself or another healthcare practitioner or medical professional providing you services within the context of a patient-practitioner relationship, AOM may, with your consent, provide a copy of part (or the entirety) of your medical record on file with us to the practitioner/ clinic in question. However, the original record remains the property of AOM.
Should circumstances arise which require us to transfer your care (such as termination of the patient-practitioner relationship for some reason or unexpected closure of the clinic), we will provide you with written notice and options for transferring your care. Your medical record on file with AOM may be transferred, with your permission, to the clinic/ practitioner assuming responsibility for your care. AOM will retain a copy of your record until the 7-year period ends, at which point your record will be safely and completely destroyed.
Disclosure of Health Information as Required by law:
Your personal health record on file with us may be disclosed if it contains evidence relevant to a legal proceeding involving yourself and/or AOM at the request of an official court or lawyer. We will notify you and seek your consent before disclosing any information; however, if consent cannot be attained and the disclosure is required by law, AOM must comply.
Your personal health information may also be disclosed if it can be reasonably assumed that failure to do so would pose a risk of serious physical or psychological harm to yourself and/or another individual.
Disclosure of Health Information to a Substitute Decision Maker
If you are deemed unable to advocate for yourself regarding decisions about your health, a subsequent decision maker may be elected by yourself, appointed by a court or determined according to the “Hierarchy of Substitute Decision Makers in BC”. This person may request access or changes to your medical record on your behalf; however, they must provide satisfactory evidence of their role, such as a “representation agreement”. For more information about substitute decision makers, see: https://bc-cpc.ca/all-resources/individuals/acp/substitute-decision-makers/
Disclosure of Health Information to Parents or Legal Guardians of Minors
There is no minimum age requirement restricting access to health services in Canada, providing the individual is deemed capable of understanding the risks and benefits to receiving treatment and alternative options available to him or her, and providing consent to treatment.
Providing the above conditions are met, health information provided by a child or minor is maintained in a Medical Record under his or her own name and managed in the same manner described above. Parents or legal guardians of a minor may be granted access to these records only with the child or minor’s expressed verbal or written permission.
Disclosure of Health Information in a Medical Emergency
In the case of a medical emergency, AOM may disclose relevant information contained in your medical record to emergency services personnel or other medical practitioners or healthcare facility staff. If consent cannot be attained, AOM may disclose this information without your consent if failing to do so may increase the risk of serious personal injury or death.
Sharing of Personal Information:
We may share personal information when we do a business deal, or negotiate a business deal, involving the sale or transfer of all or a part of our business or assets. These deals can include any merger, financing, acquisition, or bankruptcy transaction or proceeding.
We may share personal information for legal, protection, and safety purposes.
We may share information to comply with laws.
We may share information to respond to lawful requests and legal processes.
We may share information in an emergency. This includes protecting the safety of our employees and agents, our customers, or any person.
We may share information with those who need it to do work for us.
We may also share aggregated and/or anonymized data with others for their own uses.
Information Choices And Changes
ACCESS TO YOUR PERSONAL HEALTH INFORMATION
According to Provincial and Professional Regulations, your medical record is owned solely by AOM. However, you as the client, retain certain rights in regards to the accuracy of and access to this record.
Request to view or receive a copy of your medical record
At any point while accessing our services or for the period 7 years after termination of the “patient-practitioner” relationship, you may request to view or receive a copy of your medical records. AOM must comply with this request, except in a circumstance where it is reasonable to believe that the disclosure of your medical record may cause significant physical or psychological harm to yourself or others.Original copies are retained by AOM.
Requesting Changes to your Medical Record
If you believe any portion of your medical record on file with AOM to be inaccurate, you may request an amendment. Any updates or changes must be made by creating an updated copy of or an added amendment to the file, noting the requested changes. Original copies must be kept in tact.
CHANGING COMMUNICATION PREFERENCES
Our marketing emails tell you how to “opt-out.” If you opt out, we may still send you non-marketing emails. Non-marketing emails include emails about your accounts and our business dealings with you. Your email address may still be stored elsewhere on our sites or applications.
REMOVING COOKIES FROM YOUR BROWSER
You can typically remove and reject cookies from our services with your browser settings. On most web browsers, you will find a “help” section on the toolbar. Please refer to this section for information on how to receive notification when you are receiving a new cookie and how to turn cookies off. Many browsers are set to accept cookies until you change your settings. If you remove or reject our cookies, it could affect how our services work for you.
Links To Other Websites
Children & Minors
AOM is a Canadian company. If you are located outside of Canada and choose to provide information to us, AOM transfers Personal Information to Canada for processing, and our service providers may process Personal Information in Canada and elsewhere. These countries may not have the same data protection laws as the country in which you initially provided the information. When we transfer Personal Information from territories in the United States or with similar laws to our affiliates or service providers in Canada and elsewhere, we rely on approved data transfer mechanisms, including standard contractual clauses approved by the European Commission.
Security Of Your Personal Information
We take reasonable steps to help protect personal information. No company can fully prevent security risks, however. Mistakes may happen. Bad actors may defeat even the best safeguards. Therefore, you should take special care in deciding what information you send to us. Please keep this in mind when disclosing any information to AOM via the Internet.
Other Terms And Conditions
Your access to and use of the Service is subject to the Terms of Service at: www.ancientoriginsmedicinals.com/terms
Effective January 4th, 2021