Van City Ear Nose Throat

Privacy Policy

Last updated: April 24, 2020

This Privacy Policy governs the way in which Plexia Electronic Medical Systems Inc. ("Plexia") collects, uses, maintains and discloses information collected from users of this website (the "Website") and the EMR software incorporated therein (the "Patient Portal"). The User acknowledges that (a) the purpose of the Patient Portal is to improve the way in which patients and Medical Providers interact by providing Users and their respective Medical Providers digital access to the User's health information through the Patient Portal (the "Purpose"); and (b) that all Personal Information (defined herein) is collected by Plexia and the User's Medical Provider (defined herein) for the Purpose.


By clicking "I agree" after logging into the Patient Portal and/or using the Patient Portal, the User expressly consents to the collection, use and disclosure of its Personal Information as set out in this Privacy Policy. If the User does not consent to the use and disclosure of its Personal Information, it should click "Cancel" and immediately log out of the Patient Portal.  If the User wishes to withdraw consent, it should immediately utilize the "Delete Account" function under "Settings" in the Patient Portal.


Plexia is a third-party service provider that sells and supports EMR software. Plexia does not offer medical advice.


Users must abide by the Terms of Use (the "Terms of Use"). If the Terms of Use are not acceptable to the User, the User shall not utilize the Services.


All capitalized terms herein shall have the meanings ascribed to them under the Terms of Use unless otherwise defined herein.

"Medical Provider" means the healthcare provider of the User, including all personnel of such healthcare provider, where such healthcare provider utilizes Plexia's EMR services for the Purpose.

"Personal Health Information" means information about an individual that is collected, used, or disclosed as part of a medical record for the purpose of delivering health services to that individual. 

"Personal Information" means information, including Personal Health Information, about an identifiable individual which includes factual or subjective information about that individual.  This information includes, but is not limited to, name, personal address, birth date, physical description, medical history, gender, education, employment, and visual images such as photographs or videotapes.

The term, "Website" has the meaning ascribed to it herein. For certainty, in this Privacy Policy, all reference to the Patient Portal shall include, by definition, the Website, and all reference to the Website, shall include, by definition, the Patient Portal.


We use "cookies" on this website.  A cookie is a piece of data stored on the User's hard drive to help us improve your access to the Patient Portal. For example, when we use a cookie to identify you, you would not have to login a password more than once, which saves you time while on the website. Cookies can also help us enhance the experience on this website.  Use of a cookie is not linked to any personally identifiable information on this website.  Disabling your web browser’s cookies will render the Patient Portal not functional.


Plexia has designated a Privacy Officer who is accountable for compliance with the applicable privacy legislation and this Privacy Policy.  All Plexia employees receive privacy training and understand their responsibility to protect a User's private information.

Plexia's Privacy Officer's contact information is as follows:

Wesley Wong
110-8678 Greenall Avenue
Burnaby, BC, V5J 3M6


The following information is collected to register for the Services.  Individuals registering on behalf of another individual must be their parent, legal guardian, or have their consent:

·........Email address of the User;

·........Mailing address and telephone number(s) of the User;

·........Gender of the User;

·........Date of birth of the User;

·........Answer to security question of the User (for the purpose of log into the Services);

·........User's access credentials, such as user name and password to log into the Services;

·........Jurisdictional Health Card Number (Personal Health Number) of the User; and

·........Medical details requested from the Medical Provider


The Personal Information collected when an individual utilizes the Services is used for the following purposes:

·........confirming identity to provide the Services, such as password resets;

·........sending notifications about the Services or changes to the Services;

· provide the health care information provided by the User to their respective Medical Provider;

·........troubleshooting functionality and resolving problems/errors; and

·........for the purpose of performing non-identifying statistics

Plexia collects Personal Information solely for the purpose of securely authenticating the User’s login/access credentials to log into the Patient Portal or to access other services provided by Plexia (as agreed upon by the User), and to facilitate secure communication with the Medical Provider. Personal Information of a User will not be used in any other manner and will not be shared with any third parties.


The User hereby consents to the Personal Information uploaded through the Patient Portal to be disclosed to Plexia, its personnel, and the Medical Provider.  Personal Information is not disclosed to any person or organization without the consent of the User or as required by applicable law.  Plexia does not sell, rent or lease Personal Information.


Personal Information is kept only for as long as necessary to meet the purposes or as required by applicable law.  Records containing Personal Information (whether paper or electronic) are disposed of appropriately, safely, and definitively when they are no longer required.  Such destruction of Personal Information is conducted in accordance with industry standards. All Personal Information provided by a User is stored by Plexia in Canada. Notwithstanding this section, Plexia reserves the right at any time to disable or terminate your account and any Access Credential, along with any Personal Information submitted by you, in its sole discretion.

In the event that a User withdraws consent to the collection, use and disclosure of its Personal Information, the User may disable their account through the Patient Portal. Plexia deletes the Personal Information within 90 days of the User disabling their account.  With respect to Personal Information that may be stored by the User's Medical Provider, the User must refer to such Medical Providers' privacy statement for its data deletion rules and limits. Plexia provides no warranties or representations with respect to Personal Information retained by the Medical Provider.


You have the right to request that your Personal Information be corrected if you believe it is not accurate or complete. This right applies to factual errors or omissions in the Personal Information and does not apply to opinions or Personal Information of third parties. A User (or its legally authorized representative) may make a request for correction in writing by contacting the Privacy Officer, and the Privacy Officer must respond within 30 days of receiving a request.


Plexia uses stringent rules for its Services to ensure Personal Information is adequately safeguarded.  Personal Information in Plexia's custody is protected by security safeguards to prevent loss, unauthorized access, copying or misuse.  Access to Personal Information is restricted to personnel who require such access to perform their duties.


Upon written request to the Privacy Officer, you will be informed of the existence, use and disclosure of your Personal Information and you will be given access to that Personal Information. 


Accountability with respect to your Personal Information is important to us.  In the event that you have any questions (including how your Personal Information is managed by us), complaints or concerns about this Privacy Policy, or if you have a reason to believe we have failed to adhere to it, please contact us by sending an email to our Privacy Officer at