Privacy Policy
Privacy of personal information is an important principle to me. I am committed to collecting, using and disclosing personal information responsibly and only to the extent necessary for the services I provide. I also try to be open and transparent as to how I handle personal information. This document describes my privacy policies, applying to information collected by phone, email, website (www.willowvinecounsellingandyogatherapy.ca), or through any other direct contact with you.
Your Privacy is my Priority
No personal information will be communicated, directly or indirectly, to a third party without your informed and written consent. Exceptions to this policy include the legal, and/or ethical obligations to:
- Inform a potential victim of violence of a client’s intention to harm.
- Inform an appropriate family member, health care professional or police if necessary of a client’s intention to end his or her life.
- Release a client’s file if there is a court order to do so.
- Inform Child and Family Services if there is suspicion of a child being at risk or in need of protection due to neglect, or physical, sexual or emotional abuse.
- Report a regulated health professional who has sexually abused a client to the professional’s regulatory body.
Protecting personal information
I understand the importance of protecting personal information. For that reason, I have taken the following steps:
- Paper information is securely stored in a locked or restricted area.
- Electronic hardware is secured in a locked or restricted area at all times. In addition, passwords are used on computers, and encryption is used on hardware.
- Paper information is transmitted through sealed, addressed envelopes or boxes by reputable companies (e.g., Canada Post).
- Electronic information is transmitted either through a direct line, is anonymized, or encrypted.
- Any files being transported are required to be stored in a locked area (i.e. car trunk, carrying case with a locking mechanism).
I need to retain personal information for some time to ensure that I can answer any questions you might have about the services provided and for my own accountability to external regulatory bodies. However, I do not want to keep personal information too long in order to protect your privacy.
Retention and Destruction of Personal Information
I am required to retain your personal health information for a period of 10 years after our last contact with you (for adults) or 10 years after you turn 18 years of age (for children), or whichever is later. Any personal health information that is stored electronically is protected by appropriate security measures (i.e. PHIPA-compliant software that includes encryption). After 10 years, your personal information is destroyed in a secure manner that protects your privacy. Under my general correspondence, relating to people who are not clients, I keep any personal information to address or in response to newsletters, blogs, seminars and marketing activities for six months after the activity ends or ceases. Only if you have provided or implied consent according Canada Anti-Spam Legislation may I contact you via email to provide you with information, inform you of products or services, or changes to this privacy policy. To safeguard your privacy, I shred paper files containing personal information. I destroy electronic information by deleting it and when the hardware is discarded, I ensure the hard drive is physically destroyed.
What is Personal Information?
Personal information refers to information about an identifiable individual and includes information that relates to an individual’s personal characteristics (i.e. name, date of birth, home address and telephone number), their health (i.e. presenting problem, health history, health services received by the individual, social situation) or their activities and views (i.e. opinions expressed by an individual, an opinion or evaluation of an individual). Policy Concerning Online Privacy I advertise services online, so that individuals and couples in need of counselling, psychotherapy or yoga therapy can find me easily. I know that more and more people are searching for mental health services on the Internet, versus traditional means of referral. I rely on the use of search keywords, such as depression, counselling, anxiety, stress, or therapy, which are often tied to location-based search terms (e.g. “Psychotherapy in Kanata”). This allows me to connect my services and office locations with the people searching for help with these particular issues. I only have access to/collect information that you voluntarily provided via email or other direct contact from you. I will use your information to respond to you, regarding the reason you contacted me. I will not sell your information to any third party.
Your Access to and Control Over Information
You may opt-out of any future contacts from us at any time. You can do the following at any time by contacting me via the email address or phone number given on my website:
- see what data I have about you, if any.
- change/correct any data I have about you.
- have me delete any data I have about you.
- express any concern you have about my use of your data.
Electronic Communication of Personal Health Information (“E-mail”)
Willow Vine Counselling and Yoga Therapy offers e-mail communication as a method of contact between yourself and our clinic. We use e-mail to provide appointment confirmations and reminders, and to send invoices for services rendered. We may also use e-mail to communicate with you about appointment bookings and cancellations if we cannot reach you by telephone (or if you request we use e-mail as a primary method of contact).
E-mail is convenient and efficient; however, communicating by e-mail also encompasses risks that should also be considered.
E-mail is not recognized as a secure form of communication. Risks of transmitting your information by e-mail include, but are not limited to, the following:
- The privacy and security of e-mail communication cannot be guaranteed;
- E-mail is easier to falsify than phone, fax or mail. It is also impossible to verify the true identity of the sender, or to ensure that only the recipient can read the e-mail once it has been sent;
- E-mail can introduce viruses into a computer system, and potentially damage or disrupt the computer;
- E-mail can be forwarded, intercepted, circulated, stored, or even changed without the knowledge or permission of the sender or recipient. E-mail senders can easily misaddress an e-mail, resulting in it being sent to unintended and unknown recipients; and
- E-mail creates a permanent record. Even after the sender and recipient have deleted their copies of the e-mail, back-up copies may exist on a computer or in cyberspace.
We will use reasonable means to protect the security and confidentiality of e-mail information sent and received. However, because of the risks outlined above, we cannot guarantee the security and confidentiality of e-mail communication.
Consent to the use of e-mail indicates your agreement with the following conditions:
- E-mails from you containing clinically relevant information may be printed in full and made part of your clinical record. Because these would become part of your clinical record, other individuals authorized to access the clinical record will have access to those e-mails;
- We will make reasonable efforts to read and respond to e-mails promptly. However, we cannot guarantee that any particular e-mail will be read and responded to within any particular period of time. Therefore, e-mail should not be used for emergencies or other time-sensitive matters;
- E-mail communication is not an appropriate substitute for treatment. You are responsible for following up with us to schedule appointments, where warranted; and
- If your e-mail requests a response from us and you have not received a response within a reasonable time period, it is your responsibility to follow up to confirm we did indeed receive your e-mail.
E-mail should not be used to discuss sensitive personal health information, such as that related to mental health, disability or substance use. Therefore, we will not discuss such matters over e-mail.
E-mail communication is voluntary. Please advise us if you do not wish to engage in e-mail communication, and we will remove your e-mail address from our system.
You can obtain more information about the Personal Health Information Protection Act (PHIPA) here https://www.ontario.ca/laws/statute/04p03
Updates My Privacy Policy may change from time to time and all updates will be posted on this page. If you feel that I am not abiding by this privacy policy, please contact me immediately to express your concern. I welcome your feedback.