Privacy Policy: Dr. Neil Kumar Inc. — IME Burnaby | Anchor Burnaby Medical Clinic

Last Updated: April 11, 2026 Privacy Officer: Dr. Neil Kumar Email: info@anchormedicalclinic.ca Phone: 604-330-4282

Introduction

Dr. Neil Kumar Inc., operating as IME Burnaby and Anchor Burnaby Medical Clinic (collectively "we", "us", or "our"), is committed to protecting the privacy and confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Personal Information Protection Act (British Columbia) (BC PIPA), the Personal Information Protection and Electronic Documents Act (PIPEDA), and all other applicable privacy legislation.

This policy applies to all personal information collected through our clinic operations, our websites at anchormedicalclinic.ca and imeburnaby.com, and our online booking systems at booking.anchormedicalclinic.ca and booking.imeburnaby.com. Everyone working for our clinics is required to adhere to the protections described in this policy.

What Personal Information We Collect

Clinical and Booking Information

When you book an appointment or receive care from us, we collect:

  • Personal Identification: Full name, date of birth, and gender.

  • Contact Information: Email address, phone number, and mailing address.

  • Immigration and Travel Documents: Passport number, passport country, issue and expiry dates, and UCI number (Unique Client Identifier issued by Immigration, Refugees and Citizenship Canada), where applicable to your service.

  • Government-Issued Identification: Photographs of passports or Canadian photo identification.

  • Appointment Information: Service type, date, time, and number of persons in the booking.

  • Health Information: Symptoms, diagnosis, medical history, test results, reports and treatment, record of allergies, prescriptions, vaccination history, and other clinical information relevant to your care.

  • Billing Information: Provincial health plan and private insurer information.

Website and Analytics Information

When you visit our websites, our hosting platform (Squarespace) automatically collects:

  • Information about your browser, network, and device.

  • Web pages you visited prior to coming to our website.

  • Your IP address.

  • Clicks, internal links, pages visited, scrolling, searches, and timestamps.

Our websites use cookies and similar technologies. Functional and required cookies are always used to securely serve our websites. Analytics cookies are only used when you acknowledge our cookie banner. For full details on cookies used by Squarespace, please visit squarespace.com.

Our websites use font files from Google Fonts and Adobe Fonts. Servers where these font files are stored may receive your browser, network, device, and IP address information in order to display our websites correctly.

Why We Collect Your Information

We collect your personal information for the following purposes:

  • To verify your identity and schedule and manage your medical appointments.

  • To provide you with medical care and clinical services.

  • To comply with regulatory requirements of Immigration, Refugees and Citizenship Canada (IRCC) in connection with immigration medical examinations.

  • To communicate appointment confirmations, reminders, results, and follow-up instructions.

  • To maintain clinical records as required by law and professional regulations.

  • To process payments and issue receipts.

  • To improve our website and services through analytics.

We collect only the information required to fulfill these purposes. We do not collect any other information, or allow information to be used for other purposes, without your express consent except where authorized or required by law.

How We Protect Your Information

Technical Safeguards — Online Booking System

Our online booking system implements the following technical protections:

  • Encryption at rest: All sensitive personal data including names, dates of birth, contact details, passport numbers, UCI numbers, and identification document images is encrypted using AES-256-GCM encryption before being stored in our database.

  • Encryption in transit: All data transmitted between your device and our servers is protected using TLS (Transport Layer Security).

  • Canadian data residency: All patient data is stored exclusively in Canadian data centres in Montreal, Quebec (AWS ca-central-1) in compliance with BC PIPA. Both booking.anchormedicalclinic.ca and booking.imeburnaby.com use the same secure infrastructure.

  • Secure file storage: Uploaded identification documents are stored in a private, access-controlled storage bucket and are independently encrypted at the file level.

  • Access controls: Administrative access to patient records is restricted to authorized clinic staff through authenticated sessions with automatic expiry.

  • Audit logging: All administrative access to patient data is logged for accountability purposes.

General Safeguards

We maintain a combination of physical, technological, and administrative security measures appropriate to the sensitivity of the information we hold. These safeguards protect your personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

Disclosure of Your Information

Implied Consent — Provision of Care

By seeking care from us, your consent is implied for your information to be used by our clinics to provide you with care, and to be shared with other healthcare providers involved in your care, including but not limited to other physicians and specialists, pharmacists, lab technicians, and other allied health professionals.

Disclosures Authorized by Law

There are limited situations where we are legally required to disclose your personal information without your consent. These include but are not limited to billing MSP and provincial health plans; reporting infectious diseases and fitness to drive; submitting required documentation to IRCC for immigration medical examinations; and disclosure by court order.

Third-Party Service Providers

We share limited personal information with the following third-party service providers who assist us in operating our booking system and delivering communications. Each provider is bound by confidentiality and data protection obligations:

  • Resend (Plus Five Five, Inc.): Our transactional email service provider, which receives patient name, email address, and appointment details solely for the purpose of delivering appointment confirmation and notification emails.

We do not sell, rent, or trade your personal information to any third party.

Disclosures Requiring Your Express Consent

Your express consent is required before we will disclose your information to third parties for any purpose other than providing you with care or as authorized by law. Examples include disclosures to insurance companies, employers, or other parties conducting examinations unrelated to your direct care.

Your Rights

Under BC PIPA and PIPEDA, you have the following rights regarding your personal information:

  • Right of access: You may request access to the personal information we hold about you, for a minimal fee if applicable.

  • Right of correction: You may request correction of any inaccurate or incomplete personal information; a note will be made on your file reflecting any correction.

  • Right to withdraw consent: You may withdraw your consent for the collection, use, or disclosure of your personal information at any time by giving us reasonable notice, except where collection or disclosure is authorized by law. Please discuss this with your physician first so we can explain any consequences.

  • Right to deletion: You may request deletion of your personal information from our booking system, subject to any legal obligations requiring us to retain certain records.

To exercise any of these rights, please contact our Privacy Officer at info@anchormedicalclinic.ca or by phone at 604-330-4282.

Note: In extremely rare circumstances, access to your records may be denied — for example, if providing access would create a significant risk to you or another person.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law and professional regulations:

  • Booking and scheduling information: Retained for one year from the date of your appointment, after which it is securely deleted from our booking system.

  • Clinical records: Retained for a minimum of 16 years from the date of last entry, as required by the College of Physicians and Surgeons of British Columbia. If you were a minor at the time of your appointment, records are retained until your 19th birthday or for 16 years from the date of last entry, whichever is later.

When personal information is no longer required, it is destroyed in an irreversible and secure manner in accordance with the procedures of the College of Physicians and Surgeons of BC governing the storage and destruction of personal information.

Communication Practices

We communicate with patients by email, phone, voicemail, and text message for the purposes of appointment confirmation and scheduling, appointment reminders, clinical results, and other care-related communications.

Standard email, phone, and text message communications are not end-to-end encrypted and carry inherent privacy risks. When you provide your contact information and consent to these communications, you acknowledge and accept these risks. We use reasonable measures to protect the privacy of your health information in all communications, but we cannot guarantee the confidentiality of unencrypted channels.

Cookies and Website Analytics

Our websites use cookies and similar technologies. Functional cookies are always used to securely serve our websites. Analytics cookies are used only when you acknowledge our cookie banner. These analytics cookies help us understand site traffic and activity through Squarespace's analytics platform.

Our online booking system uses essential session cookies to maintain your booking session. These do not collect personal health information and are deleted when your session ends.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. Any changes will be posted on this page with an updated date. We encourage you to review this policy periodically.

Complaints

If you believe this office has not handled your personal information in a reasonable manner or in accordance with BC PIPA or PIPEDA, please first contact our Privacy Officer at the information below to discuss your concerns.

You also have the right to file a complaint with:

  • The College of Physicians and Surgeons of British Columbia

  • The Office of the Information and Privacy Commissioner for British Columbia (OIPC BC)

  • The Office of the Privacy Commissioner of Canada (OPC)

Contact Us

Dr. Neil Kumar Inc. IME Burnaby and Anchor Burnaby Medical Clinic 104-3965 Kingsway, Burnaby, BC, V5H 1Y8