Privacy Policy

Effective date: August 27, 2026

Apollo Wellness (“Apollo,” “we,” “us,” or “our”) respects your privacy. This policy explains how we handle personal information when you use our public website, contact the clinic, book appointments online, join or use our member services, or otherwise interact with us.

This page describes practices we actually use today. If a feature is operated on a separate Apollo system (for example online booking or the member portal), we explain that here and identify the service involved.

Who we are

Apollo Wellness
Unit 5, 3039 Kingsway
Vancouver, BC V5R 5J6
Phone: 778-805-6999
Email: info@apollo-wellness.ca

For privacy questions or requests about your information, contact us at info@apollo-wellness.ca.

Scope

This policy applies to:

• Our public marketing website at www.apollo-wellness.ca (English, Chinese, and Korean pages)
• Contact and appointment information you share with us by phone, email, or in person at the clinic
• Information collected through Apollo's online booking service (embedded on this site)
• Information collected when you apply for membership or use the member portal linked from this site

Some clinic operations (booking administration, calendar sync, member records) run on separate secure applications operated for Apollo Wellness. Those systems process information on our behalf as described below.

Information we collect

Information you provide directly

Depending on how you interact with us, we may collect:

• Name (legal and/or preferred name)
• Phone number and email address
• Date of birth, gender, and preferred language (membership application)
• Appointment details such as date, time, service type, and visit reason
• Notes, concerns, or messages you choose to share when booking or contacting us
• Health-related information you provide for intake, visit screening, or clinical care (collected only when relevant to your visit and handled under applicable health-privacy obligations)
• Membership type and household/family membership details when applicable
• Account credentials you set for the member portal (stored in hashed form)

Our public Contact page displays clinic contact details but does not include a form that submits personal information to our servers. If you email or call us directly, we receive the information you choose to send.

Online booking

When you book through the embedded booking experience on this website or through Apollo's online booking service, you enter appointment and contact details into our booking application. That application stores booking records in a secure database and may link appointments to a patient profile over time. Booking data can include your name, phone, email, appointment date and time, service selection, visit category, and optional notes.

After a booking is made, our booking system may send you confirmation and reminder emails (and, where enabled and if you provide a suitable mobile number, SMS reminders) through our email/SMS providers.

Membership

If you apply for membership or sign in to the member portal, you are directed to our membership application and portal (for example membership sign-up or member login). That system collects the information needed to process your application, create your member account, deliver member communications, and provide portal access (such as member content, event registration, and rewards program activity where applicable).

Website technical data

When you browse this website, limited technical information may be processed by our hosting and analytics providers (for example page views, approximate geography, browser type, and referring pages). On booking pages, a pseudonymous browser identifier may be stored in your device's local storage to help us understand how many visitors reach booking pages. This identifier is not used to display advertising on this site.

On Chinese-language pages, we may store your simplified/traditional Chinese display preference in a cookie and local storage so the site can show the appropriate Chinese variant.

How we use information

We use personal information to:

• Schedule, confirm, reschedule, and manage appointments
• Communicate with you about bookings, clinic updates, and membership matters
• Provide clinical and administrative care at the clinic
• Operate membership accounts, portal access, and related member programs
• Maintain clinic schedules and internal operations
• Improve our website and understand aggregate usage patterns
• Meet legal, regulatory, and professional obligations

We do not sell your personal information. We do not use this website to run third-party advertising profiles.

Email communications

Apollo uses email to communicate with patients and members, including booking confirmations and reminders, membership application acknowledgements, account activation and password-reset messages, membership reminders, and selected member updates. These emails are sent through our email delivery provider (Resend) from Apollo-controlled sending addresses (for example addresses on our mail.apollo-wellness.ca domain).

Clinic staff may also communicate with you directly using info@apollo-wellness.ca or other Apollo clinic addresses.

Google Calendar integration

Our booking system may synchronize appointment information with clinic-controlled Google Calendar for scheduling and administrative purposes. This integration is configured and authorized by Apollo clinic administrators. Patients are not required to sign in with Google when booking an appointment.

Third-party service providers

We use trusted service providers to host and operate our digital services. Depending on your interaction with us, information may be processed by providers such as:

• Vercel — website and application hosting; aggregated web analytics for our public site
• Resend — transactional email delivery for booking and membership communications
• Google — Maps embeds on our contact pages; Google Calendar scheduling sync for appointments; Google Forms where a questionnaire is embedded on select legacy pages
• Hosting and database providers — secure hosting and database service providers used to operate our booking and membership systems
• SMS provider (optional) — appointment SMS reminders when that feature is enabled and a mobile number is provided

These providers process information on our behalf to deliver the relevant service. Their handling of data is also governed by their own terms and privacy policies.

If you use an embedded Google Form (for example on select questionnaire pages), the information you submit is collected by Google according to Google's policies, in addition to how Apollo receives or uses that information for care.

Cookies and local storage

On this marketing website, we use limited browser storage:

• A Chinese variant preference cookie/local storage entry on /ch pages
• A pseudonymous apollo_visitor_id in local storage on booking pages to support booking funnel analytics sent to our booking application

The member portal uses a session cookie when you are logged in. We do not use this public website to place advertising cookies.

Data retention and security

We retain personal information for as long as needed to provide services, maintain clinic and membership records, resolve disputes, and comply with legal and professional requirements. Retention periods vary by record type (for example active bookings, member accounts, and clinical records).

We use reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity of the information we hold. No method of transmission or storage is completely secure, but we work to protect information against unauthorized access, loss, or misuse.

Your choices and rights

You may contact us to update contact details, ask questions about how we handle your information, or request access or correction where applicable under applicable Canadian and British Columbia privacy laws.

You can manage appointment communications by contacting the clinic. Member portal password and account access are managed through the membership system's sign-in and password-reset flows.

If you believe we have handled your information incorrectly, please contact us first at info@apollo-wellness.ca. You may also have the right to contact the Office of the Privacy Commissioner of Canada or the British Columbia Office of the Information and Privacy Commissioner, depending on the nature of your concern.

Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the top of this page will change when we do. Material changes will be posted on this page.

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