Legal
Privacy Policy
This policy describes personal information handled by Malewellnesszone, established in 2026. It is not a substitute for the consent language issued at clinical enrolment.
Who this policy covers
Malewellnesszone, 1066 West Hastings Street, Suite 2200, Vancouver, BC V6E 3X1, controls personal information submitted through this website and information used to administer a corporate licence (eligibility lists, booking metadata, invoices and aggregated reporting extracts). Clinical notes and laboratory results are controlled by the treating clinician and the partner laboratory. Those parties apply their own professional and statutory rules. This policy does not claim to govern their files.
The organization handles information in a manner aligned with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where they apply to a given activity, provincial private-sector and health-information statutes. No business number, GST/HST number or incorporation number is published on this site. Questions: [email protected] or +1 604 683 5912, Monday to Friday, 08:30–17:30 PT.
Categories of personal information
From the contact form: name, organization, email, telephone if provided, role, eligible headcount band, province of interest, plan interest and the message text. From contracting organizations: a limited eligibility file used to verify that a booking belongs to a covered person. From operations: appointment times, invoice contacts and counts used to build aggregated packs. This website does not ask visitors for laboratory values, medication lists or sexual-function scores. Those data, if collected at all, are collected inside the clinical pathway.
We do not sell personal information. We do not use it to create marketing lookalike audiences. We do not publish testimonials, names, titles or headshots of staff or clients. Proposal messages are used to reply and, where a licence follows, to draft a statement of work. Honeypot fields on the form exist only to discard automated submissions.
Where information sits and how long it is kept
Operational systems are hosted in Canada. Encryption is applied in transit and at rest. Access is limited to named roles on the delivery team. Operational records are retained for 24 months after the end of the relevant licence or, for website enquiries that do not become a licence, for 24 months after the last correspondence, then deleted or irreversibly aggregated. Clinical records remain with the treating clinician for the period required by that clinician's provincial college. Laboratory records remain with the accredited laboratory.
Aggregated reporting packs sent to an employer are the employer's copy. Malewellnesszone keeps a production copy for the operational retention period so that a disputed figure can be explained. Packs do not contain names. Cells with fewer than ten participants are suppressed before a pack is issued.
Who receives information
Contracted clinicians receive the minimum needed to deliver care they have agreed to provide. Partner laboratories receive requisitions and specimens. Hosting providers process operational data under Canadian hosting arrangements. Insurers or third-party administrators named as the payer receive invoices and, where contracted, the same aggregated pack the employer would receive. They do not receive clinical files from Malewellnesszone.
We disclose information if required by law, or to protect a person from imminent harm where a clinician determines that a professional duty to warn or to report applies. Enrolment status is not disclosed to managers on request. Participants may instruct a clinician, in writing, to send a discharge summary to a named physician.
Access, correction and complaints
You may ask whether Malewellnesszone holds operational personal information about you, and you may ask for a correction of contact details. Requests go to [email protected] with the subject "Privacy". Identity will be verified before a reply. Access to a clinical record must be requested from the treating clinician or laboratory that holds it. Withdrawal of consent to receive proposal follow-ups is honoured; it cannot erase a record we are required to keep for a stated retention period or for a legal claim.
A privacy complaint is acknowledged within one business day. If it is not resolved to your satisfaction, you may contact the Office of the Privacy Commissioner of Canada and, where applicable, the privacy commissioner of the province whose statute applies. Incident notification: where a breach of personal information that Malewellnesszone controls meets the legal threshold for reporting, affected individuals and the relevant commissioner will be notified. This policy may be updated; the version on this page in 2026 is the current public text. Related documents: Cookie Policy, Terms of Service.