Privacy Policy

Surrey Memorial Hospital – Medical Staff Association (SMH MSA)

Last updated: January 1, 2026

Surrey Memorial Hospital – Medical Staff Association (“SMH MSA,” “we,” “us,” or “our”) is committed to protecting the privacy and security of personal information collected through the SMH MSA Employee Portal (“Portal”). This Privacy Policy explains how we collect, use, disclose, and protect personal information in accordance with the Personal Information Protection Act (PIPA) of British Columbia.

1. Scope of This Policy

This Privacy Policy applies to all personal information collected through the SMH MSA Employee Portal, including during account registration, payments, seminar access, and contact form submissions.

This Policy does not apply to clinical or patient health information, which is governed by separate hospital and health authority policies.

2. Personal Information We Collect

We may collect the following types of personal information:

Identification information (e.g., name)

Contact information (e.g., email address)

Employment-related information (e.g., role or affiliation with SMH MSA)

Account credentials (username and encrypted password)

Payment information (processed securely through third-party payment providers)

Portal usage information (e.g., login activity)

Communications submitted through contact forms or email

We collect only the information necessary to operate and administer the Portal.

3. How We Use Personal Information

Personal information is used for the following purposes:

Creating and managing user accounts

Verifying eligibility for Portal access

Processing membership dues and payments

Providing access to documents, seminars, and internal resources

Responding to inquiries and communications

Maintaining Portal security and preventing unauthorized access

Meeting legal, regulatory, and administrative requirements

4. Consent

By registering for and using the Portal, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting SMH MSA (see Section 10).

5. Payments and Third-Party Services

Payments made through the Portal are processed using secure third-party payment processors. SMH MSA does not store full credit card details.

Third-party service providers may have access to personal information only as necessary to perform services on our behalf and are required to protect that information in accordance with applicable privacy laws.

6. Disclosure of Personal Information

SMH MSA does not sell or rent personal information. We may disclose personal information only in the following circumstances:

To authorized service providers supporting Portal operations

When required by law or legal process

To protect the rights, property, or safety of SMH MSA, Portal users, or others

7. Data Security

We take reasonable administrative, technical, and physical safeguards to protect personal information from unauthorized access, use, or disclosure. This includes secure authentication, encrypted data where appropriate, and restricted access to personal information.

Despite these measures, no system can be guaranteed to be completely secure.

8. Retention of Personal Information

Personal information is retained only for as long as necessary to fulfill the purposes outlined in this Policy or as required by law. When information is no longer required, it is securely destroyed or anonymized.

9. Access and Correction

You have the right to:

Request access to your personal information

Request corrections to inaccurate or incomplete information

Requests may be made using the contact information below. Verification of identity may be required.

10. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact SMH MSA using the contact form available on the Portal.

11. Changes to This Privacy Policy

SMH MSA may update this Privacy Policy from time to time. Any changes will be posted on the Portal, and continued use of the Portal constitutes acceptance of the updated Policy.