Privacy Policy & Notice of Information Practices

Aria MD Sleep Centre
Last Updated: January 14, 2026

1. Purpose of This Notice

This Privacy Policy and Notice of Information Practices explain how Aria MD Sleep Centre (“Aria MD,” “we,” “us,” or “our”) collects, uses, discloses, stores, and protects personal information and personal health information in the course of providing sleep-medicine services.

This notice is modeled after HIPAA-style privacy principles and complies with applicable Canadian privacy laws, including:

• Personal Information Protection and Electronic Documents Act (PIPEDA)
• Alberta Health Information Act (HIA)

This policy applies to all interactions with Aria MD Sleep Centre, including but not limited to:

• In-clinic services
• Diagnostic sleep testing (home or in-lab)
• PAP therapy and device data
• Website and online portals
• Phone, email, SMS, fax, and written communications
• Billing, referrals, and insurance processing

2. Definitions

• Personal Information: Information that identifies or can reasonably be linked to an individual (e.g., name, contact details).
• Personal Health Information (PHI): Information about an individual’s physical or mental health, healthcare services, diagnosis, testing, treatment, or payment for care.
• Service Providers: Third parties that perform services on our behalf under confidentiality obligations (e.g., EMR vendors, sleep-testing platforms).

3. Information We Collect

We collect only the information necessary to provide safe, effective, and lawful healthcare services.

1. a) Personal Information

May include:

• Name, address, email, phone number
• Date of birth
• Health card number or insurance details
• Emergency contact information

1. b) Personal Health Information

May include:

• Medical history and referrals
• Sleep study results (HSAT / PSG)
• PAP therapy data (usage, compliance, efficacy)
• Clinical notes, diagnoses, and treatment plans
• Physician reports and correspondence

1. c) Technical & Usage Information

May include:

• Website usage data (IP address, browser type)
• Online form submissions
• Secure portal access logs

4. How We Use Your Information

We may use personal and health information for the following purposes:

• Providing, managing, and coordinating healthcare services
• Diagnosing and treating sleep-related conditions
• Communicating with patients, physicians, and caregivers
• Scheduling appointments and managing accounts
• Billing, insurance claims, and payment processing
• Quality assurance, audit, and risk management
• Legal, regulatory, and professional compliance
• Website and service improvement

We do not use personal or health information for advertising or unrelated marketing without explicit consent.

5. Disclosure of Information

We disclose information only as permitted or required by law, and only to the minimum extent necessary.

We may disclose information:

• To healthcare providers involved in your care
• To laboratories, diagnostic partners, and device platforms
• To service providers who support our operations (under confidentiality agreements)
• To insurers or payers for billing purposes
• When required by law, court order, or regulatory authority
• To prevent serious harm to you or others

We do NOT:

• Sell personal or health information
• Rent or trade information
• Share information for third-party marketing
• Use patient data for data brokerage or advertising

6. Consent

Consent may be obtained:

• Verbally
• In writing
• Electronically
• Implied through the provision of care, where permitted by law

You may withdraw consent at any time, subject to legal or clinical limitations.

7. Safeguards & Security

We implement administrative, technical, and physical safeguards consistent with HIPAA-style best practices, including:

• Secure electronic medical record systems
• Role-based access controls
• Encryption where appropriate
• Staff confidentiality training
• Secure storage of paper records
• Audit and monitoring processes

While we take reasonable steps to protect your information, no system can be guaranteed to be 100% secure.

8. Retention of Information

We retain personal and health information only as long as required to:

• Provide care
• Meet professional and legal record-keeping obligations
• Comply with regulatory requirements

Records are securely destroyed when no longer required.

9. Your Rights

Subject to applicable law, you have the right to:

• Access your personal or health information
• Request corrections to inaccurate or incomplete information
• Receive an accounting of certain disclosures
• Request restrictions on use or disclosure (where feasible)
• File a privacy complaint

Requests must be made in writing and may require identity verification.

10. Children and Substitute Decision-Makers

We collect information about minors only with appropriate parental or guardian authority. Substitute decision-makers may exercise privacy rights on behalf of incapable patients as permitted by law.

11. Electronic Communications

Email, SMS, and online portals may be used for appointment reminders, clinical communication, and administrative purposes. While safeguards are in place, electronic communication carries inherent risks. You may opt out of certain electronic communications at any time.

12. Third-Party Websites and Platforms

Our website or communications may reference third-party platforms (e.g., patient portals, device manufacturers). We are not responsible for the privacy practices of external services, though we make reasonable efforts to select reputable partners.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available upon request or on our website. Material changes will be communicated where required.

14. Contact Information & Privacy Officer

If you have questions, concerns, or complaints regarding privacy practices, you may contact:

Privacy Officer
Aria MD Sleep Centre
10202 111 Street NW, Edmonton, AB T5K1K9

Website: www.ariasleep.com