Please read these Terms & Conditions and our Privacy Policy carefully, as they contain important information regarding your legal rights, responsibilities, and how your personal and health information is protected.

1. Our Commitment to Your Privacy

Blue Coast Holistic Psychotherapy is committed to protecting the privacy and confidentiality of your personal and health information. We collect, use, disclose, and safeguard information in accordance with Ontario’s Personal Health Information Protection Act (PHIPA) for health information, Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) for administrative and non-health personal information, and the professional standards governing regulated psychotherapists and social workers in Ontario.

This policy explains how we handle your information when you receive services from our clinic, attend sessions in person or virtually, visit our website, or communicate with us.

2. What Information We Collect

We may collect:

Personal Identification Information

• Name, address, email, phone number
• Date of birth and emergency contact information

Personal Health Information

• Health history and presenting concerns
• Session notes and clinical assessments
• Treatment plans and progress notes
• Reports, correspondence, or referrals
• Appointment history

Billing Information

• Payment records and invoices
• Insurance information where applicable

Website / Communication Information

• Information submitted through contact forms
• Email communications
• Basic technical data such as IP address or cookies (if applicable)

3. How We Use Your Information

We collect and use your information to:

• Provide psychotherapy and related clinical services
• Schedule and manage appointments
• Communicate with you regarding services or clinic operations
• Maintain accurate clinical documentation
• Process payments and insurance claims
• Support clinical supervision, consultation, and quality assurance
• Meet legal, regulatory, and professional obligations
• Improve clinic services and administration

We limit collection to information reasonably necessary for these purposes.

4. Consent

By engaging in services with Blue Coast Holistic Psychotherapy, you consent to the collection, use, and disclosure of your information as described in this policy.

You may withdraw consent at any time, subject to legal or contractual limitations and reasonable notice. Withdrawal of consent may impact our ability to provide services safely or effectively.

5. Supervision, Interns, and Clinical Consultation

Blue Coast Holistic Psychotherapy is a group practice that may include:

• Registered Psychotherapists
• Registered Social Workers
• Qualifying therapists or associates
• Student interns or practicum trainees

To ensure safe, ethical, and high-quality care:

• Clinicians may consult with supervisors or clinical peers regarding your case
• Supervisors may review clinical records or documentation as part of training, supervision, or quality assurance
• Interns and qualifying therapists practice under supervision and discuss cases regularly

All supervisors, clinicians, and interns are bound by strict professional confidentiality obligations.

Your identifying information is shared internally only as necessary for supervision, training, or clinic operations. When possible, information is minimized to protect privacy.

You may ask about your therapist’s training or supervision status at any time.

6. Limits to Confidentiality

Your information will remain confidential except where disclosure is required or permitted by law or professional duty, including:

• Risk of serious harm to yourself or others
• Suspected abuse or neglect of a child
• Court orders or legal proceedings
• Regulatory investigations or professional requirements
• Other situations required by law

When appropriate and feasible, we will inform you before such disclosure occurs.

7. Electronic Records and Jane Platform

Our clinic uses Jane, a secure electronic practice management system, for:

• Appointment scheduling
• Intake and consent forms
• Clinical records and documentation
• Billing, receipts, and payment tracking
• Secure client messaging or reminders (if enabled)

Jane uses encrypted connections, secure servers, and privacy safeguards designed to protect personal and health information.

Electronic notifications from Jane may include appointment confirmations, reminders, or clinic communications.

Please inform us if you prefer alternative communication methods.

8. Virtual Services

For virtual sessions, we use secure video platforms integrated with or approved by our clinic.

While we take reasonable steps to ensure privacy and security, electronic communication carries inherent risks. By participating in virtual care, you acknowledge and accept these risks.

Clients are encouraged to:

• Attend sessions in a private location
• Use secure internet connections
• Protect their devices and login credentials

9. How We Protect Your Information

We use administrative, technical, and physical safeguards, including:

• Secure electronic record systems
• Password protection and role-based access controls
• Encryption where appropriate
• Confidentiality agreements for all staff, clinicians, and trainees
• Secure office spaces and document storage

Only authorized individuals access information necessary for their role.

10. Retention of Records

Clinical records are retained according to Ontario legal and professional requirements.

Generally:

• Adult client records are kept for at least 10 years after last contact
• Minor client records are kept for at least 10 years after the client turns 18

After the retention period, records are securely destroyed.

11. Access to and Correction of Your Information

You have the right to:

• Request access to your record
• Request corrections to inaccurate or incomplete information
• Ask how your information has been used or disclosed

Requests should be submitted in writing to the Privacy Contact listed below. Reasonable administrative fees may apply where permitted by law.

12. Sharing Information Outside the Clinic

We do not sell or share your information for marketing.

Information may be disclosed:

• With your written consent (e.g., coordination with another provider)
• For insurance processing when authorized
• To secure service providers supporting clinic operations (e.g., electronic record systems), who must maintain confidentiality
• Where required or permitted by law

13. Website and Email Communications

If you contact us through our website or email:

• Transmission may not be fully secure
• Please avoid sending sensitive clinical information unless requested
• Once received, we protect information using appropriate safeguards

If cookies are used on our website, they support functionality or basic analytics only.

14. Questions or Privacy Concerns

For questions or concerns about privacy practices, contact:

Brianna King, Registered Psychotherapist, Clinical Director
Blue Coast Holistic Psychotherapy
brianna@bluecoastpsychotherapy.ca
226-886-1500

If your concern is unresolved, you may contact the Information and Privacy Commissioner of Ontario.

15. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in legal requirements or clinic practices. The most current version will always be available on our website and upon request. By continuing to access or use our website, you acknowledge and agree to any updates or changes made to this policy.