Welcome to our practice. Your privacy, safety, and trust are extremely important to us. This Privacy Policy explains how we collect, use, protect, and store your personal information when you receive psychotherapy services through our practice. We are committed to maintaining the highest standards of confidentiality and follow all guidelines under the Personal Health Information Protection Act (PHIPA), CRPO Standards of Practice, and applicable Canadian privacy laws.
What Information We Collect
We collect information that helps us provide safe and effective therapy services, including:
Personal Information
- Name
- Address
- Email address
- Phone number
- Emergency contact information
Health Information
- Presenting concerns and symptoms
- Mental health history
- Medical information (if relevant to treatment)
- Session notes
Administrative Information
- Billing/payment information
- Appointment records
- Insurance details (if applicable)
How Your Information Is Used
Your information is used only for purposes related to your care, including:
- To provide psychotherapy services
- To communicate with you about appointments
- To maintain accurate clinical records
- To coordinate care with other providers (only with your consent)
- For administrative, billing, and practice management purposes
Confidentiality & Limits to Confidentiality
Everything you share in therapy is confidential except in the following situations required by law:
- Risk of Harm — If you disclose intention to harm yourself or someone else.
- Abuse or Neglect — If a child or vulnerable person is at risk.
- Legal Requirement — If your records are subpoenaed by court.
- Professional Supervision — As a Registered Psychotherapist (Qualifying), your case may be discussed with a clinical supervisor to ensure high-quality care, but your identifying details are minimized whenever possible.
Your privacy is always respected, even within supervision.
How Your Information Is Stored
We use secure, encrypted electronic systems to store and protect your records.
Security measures include:
- Password-protected electronic records
- Encryption
- Secure practice management software
- Limited access — only therapists directly involved in your care can access your file
Records are stored for 10 years from the date of last contact (or 10 years after a minor client turns 18), according to CRPO standards.
Your Rights
You have the right to:
- Access your clinical record
- Request corrections to inaccurate information
- Withdraw consent for information sharing
- Ask how your information is being used
- Request a copy of your file
Requests must be made in writing and may require a short processing time.
Communication
Email and text messages may be used for scheduling, but they are not recommended for discussing sensitive clinical information due to potential privacy risks.
You can request alternative communication methods at any time.
Questions or Concerns
If you have questions about this Privacy Policy or how your information is handled, please contact: