1. Introduction
Odin Health Labs ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website or book a consultation or program with us.
We are based in Calgary, Alberta, Canada, serve clients by telehealth across Canada and the USA, and comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA).
By using our website or services, you consent to the practices described in this policy. If you do not agree, please do not use our services.
2. Information We Collect
We collect personal information that you provide directly and information gathered automatically when you visit our website.
Information You Provide
- Identity & contact: Full name, email address, phone number
- Health information: Health history, conditions, and goals relevant to your consultations and programs (collected at booking or intake)
- Payment details: Billing information processed securely through our payment provider (we do not store full card numbers)
- Appointment data: Session bookings, scheduling preferences, and service history
- Inquiry information: Messages or questions submitted through contact forms or email
Information Collected Automatically
- Usage data: Pages visited, time on site, referring URLs, browser and device type
- IP address and approximate geographic location
- Cookies and tracking pixels (see Section 6)
3. How We Use Your Information
We use your personal information for the following purposes:
- To schedule, confirm, and manage your appointments
- To deliver our health coaching and telehealth programs safely and appropriately
- To process payments for services rendered
- To communicate with you about your bookings, health progress, and service updates
- To send marketing communications (where you have consented)
- To improve our website and understand how visitors interact with our content
- To comply with legal obligations
We will not use your health information for any purpose other than delivering and improving the care we provide to you.
4. Legal Basis for Processing
We collect and process your personal information on the following grounds:
- Consent: You have given clear consent for specific purposes (e.g. marketing emails, cookies)
- Contract: Processing is necessary to fulfill your booking or service agreement with us
- Legitimate interests: To operate, improve, and protect our business and services
- Legal obligation: Where we are required to retain or disclose information by applicable law
7. Health Information
We treat health information with the highest level of care. Any health history, symptoms, or wellness goals you share with us are used solely for the purpose of providing appropriate and safe health coaching and telehealth services.
Health information is stored securely within our booking system (GoHighLevel) and is accessible only to authorized Odin Health Labs staff involved in your care. We do not share your health information with any third party without your explicit consent, except where required by law.
8. Data Retention
We retain your personal information for as long as necessary to provide our services and comply with legal obligations:
- Client and appointment records: Retained for a minimum of 7 years to comply with Alberta health and business record-keeping requirements
- Payment records: Retained as required by tax and financial regulations
- Marketing contact lists: Retained until you withdraw consent or unsubscribe
- Website analytics data: Retained per the default retention periods set by Google Analytics (up to 26 months)
When information is no longer needed, we securely delete or anonymize it.
9. Your Rights
Under PIPEDA and Alberta's PIPA, you have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you
- Correction: Ask us to correct inaccurate or incomplete information
- Withdrawal of consent: Withdraw consent for processing where consent is the legal basis (e.g. marketing emails)
- Deletion: Request deletion of your personal information, subject to our legal retention obligations
- Complaint: Lodge a complaint with the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner of Alberta
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
10. Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, loss, disclosure, or destruction. These include:
- Secure, encrypted connections (HTTPS) on our website
- Access controls limiting who can view client data
- Use of reputable, security-certified third-party platforms
While we take all reasonable steps to protect your data, no method of transmission over the internet is 100% secure. We encourage you to contact us directly for sensitive communications.
11. Links to Third-Party Websites
Our website may contain links to external websites. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any third-party sites you visit.
12. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our services after changes are posted constitutes your acceptance of the updated policy.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:
- Business: Odin Health Labs
- Location: Calgary, Alberta, Canada
- Email: [email protected]
- Phone: +1 587-324-8710
You also have the right to contact the Office of the Information and Privacy Commissioner of Alberta at www.oipc.ab.ca if you have concerns about how we handle your personal information.