Privacy Policy

We collect only the information reasonably necessary to provide counselling services and to communicate with you. This may include:

• Name, date of birth, address, phone number, and email.
• Emergency contact details and, where applicable, information about a parent or guardian.
• Health card number, insurance or benefits information, and billing details.
• Information you share on intake and consent forms, including presenting concerns, medical and mental health history, and goals for therapy.
• Session notes, assessments, correspondence, and documents you upload to the client portal.
• Appointment history, scheduling preferences, and communications with our practice.

• To schedule, confirm, and follow up on appointments.
• To provide, document, and coordinate clinical care.
• To process payments, issue receipts, and, with your consent, submit claims to insurers.
• To communicate with you about your care, including reminders and administrative updates.
• To meet legal, regulatory, and professional obligations.

We collect, use, and disclose your personal information with your knowledge and consent, except where required or permitted by law. You may withdraw consent at any time, subject to legal and professional record-keeping obligations. Withdrawing consent may affect our ability to provide services.

Information shared in counselling is confidential. Ontario law requires us to disclose information without consent in limited circumstances, including:

• Risk of serious harm to yourself or another identifiable person.
• Suspected abuse or neglect of a child under 16.
• Suspected abuse of a resident in a long-term care home.
• Sexual abuse of a client by a regulated health professional.
• Where a court order, subpoena, or statute requires disclosure.

We use administrative, physical, and technical safeguards to protect your information. These include secure, PHIPA-conscious platforms for scheduling, video sessions, and document storage; encryption in transit and at rest; access controls and authentication for our client portal; and locked physical storage for any paper records.

While we take every reasonable precaution, no system can be guaranteed to be completely secure. Please avoid sending sensitive clinical information by unencrypted email or text.

When you book online, we collect the details needed to hold your appointment (name, contact information, service, format, and preferred time). Booking data is used only to arrange care and is retained with your clinical record.

Documents you upload through the client portal are stored securely and are accessible only to you and authorized clinical staff. You may set a retention preference (for example, 30 or 90 days) for non-clinical uploads. Records that form part of your clinical file are retained in accordance with regulatory requirements.

Clinical records are retained for at least ten (10) years from the date of the last interaction, or ten years after a client reaches the age of majority, in accordance with OCSWSSW standards. Records are then securely destroyed.

You have the right to:

• Access your personal information in our records.
• Request correction of inaccurate information.
• Withdraw consent, subject to legal limits.
• Ask questions or make a complaint about how your information is handled.

We use trusted third-party providers for scheduling, video sessions, secure messaging, and payment processing. These providers are bound by confidentiality obligations and are selected with privacy and security in mind. We do not sell or rent your personal information.

Our website may use privacy-respecting analytics to understand general usage patterns. We do not use tracking that identifies individual clients, and we do not sell website data.

We may update this Privacy Policy from time to time. The current version, including its effective date, will always be available on this page.

For questions about this policy, to request access to your records, or to raise a concern, please contact us:

If you are not satisfied with our response, you may contact the Information and Privacy Commissioner of Ontario at ipc.on.ca.