Privacy Policy

YourTherapist Psychotherapy and Counselling Group, also operating as YTPC, is committed to protecting the privacy, confidentiality, and security of the personal information and personal health information entrusted to us.

As a Canadian mental health clinic providing psychotherapy and counselling services in Ontario and across Canada, we recognize that clients share sensitive personal information with us. We collect, use, disclose, retain, and safeguard personal information in accordance with applicable Canadian and Ontario privacy legislation, including the Personal Health Information Protection Act, 2004 (“PHIPA”), the Personal Information Protection and Electronic Documents Act (“PIPEDA”), where applicable, and the professional standards and expectations of the College of Registered Psychotherapists of Ontario (“CRPO”).

This Privacy Policy explains how we collect, use, protect, and disclose information, including information submitted through our website contact forms, email communications, intake processes, booking systems, and clinical services.

1. Canadian-Based Operations and Service Providers

YourTherapist Psychotherapy and Counselling Group is a Canadian mental health clinic. Our clinic locations, administrative operations, website management, and website design/support providers are located in Canada.

Where YTPC uses third-party technology or administrative service providers, we make reasonable efforts to select reputable providers with appropriate privacy and security safeguards. Wherever reasonably possible, we prioritize Canadian-based service providers and Canadian data-handling practices.

Our website, clinic administration, and service delivery are managed from within Canada, and our physical clinic locations are located in Canada. Personal information and personal health information are handled in accordance with applicable Canadian and Ontario privacy laws, including PHIPA and PIPEDA where applicable.

2. Personal Information and Personal Health Information We Collect

Depending on the nature of your contact with us, YTPC may collect information including, but not limited to:

• your name, date of birth, address, phone number, and email address;
• emergency contact information;
• referral source;
• reason for seeking services;
• relevant health, mental health, family, social, occupational, legal, or educational history;
• appointment information;
• billing and payment information;
• insurance, third-party payer, or program-related information, where applicable;
• clinical notes, assessments, treatment plans, correspondence, and service records;
• information provided through our website forms, email, telephone, booking system, or intake forms.

We collect only the information reasonably necessary to respond to inquiries, determine service suitability, provide clinical care, manage appointments, process billing, meet legal and professional obligations, and operate our clinic responsibly.

3. Purpose of Information Collection

YTPC collects, uses, and maintains personal information and personal health information for the following purposes:

• responding to inquiries about services;
• assessing service needs and clinical fit;
• scheduling consultations and appointments;
• providing psychotherapy, counselling, assessment, consultation, and related mental health services;
• creating and maintaining clinical records;
• communicating with clients about appointments, services, billing, or administrative matters;
• processing payments, invoices, receipts, and insurance-related documentation;
• meeting legal, regulatory, professional, and ethical obligations;
• quality assurance, supervision, consultation, and clinic administration;
• responding to authorized requests, complaints, legal processes, or regulatory inquiries;
• protecting the safety of clients, clinicians, staff, or others where required or permitted by law.

4. Website Contact Forms and Online Inquiries

If you submit a contact form through our website, we may collect your name, email address, phone number, preferred service location, reason for inquiry, and any other information you choose to provide.

The information submitted through the contact form is collected for the purpose of:

• responding to your inquiry;
• providing information about services;
• helping determine whether YTPC may be an appropriate service provider;
• scheduling an initial consultation or appointment, where appropriate;
• maintaining administrative records of inquiries.

Please do not include highly sensitive clinical details, crisis information, or urgent safety concerns in the website contact form. Contact forms and email are useful for administrative communication, but they may not be appropriate for urgent or highly sensitive health information.

If you are in immediate danger or experiencing a crisis, call 911, go to your nearest emergency department, or contact a local crisis service.

5. Consent

By contacting YTPC, submitting a website form, booking an appointment, completing intake documentation, or participating in services, you consent to the collection, use, and disclosure of your personal information and personal health information as described in this Privacy Policy, our consent forms, and applicable law.

Consent may be express or implied, depending on the circumstances and the nature of the information involved. You may withdraw or limit consent at any time, subject to legal, professional, contractual, or clinical limitations. Withdrawal of consent may affect our ability to provide services.

6. Confidentiality and Limits to Confidentiality

YTPC treats client information as confidential. Confidentiality is central to psychotherapy and counselling and is a core professional obligation.

However, confidentiality is not absolute. We may be required or permitted to disclose information without consent in certain circumstances, including but not limited to:

• where there is a serious risk of harm to you or another person;
• where there is a legal duty to report concerns about a child in need of protection;
• where disclosure is required by court order, subpoena, warrant, or other lawful authority;
• where required for regulatory purposes, including a complaint, investigation, or quality assurance process;
• where required to report sexual abuse by a regulated health professional;
• where necessary to collect outstanding fees through lawful means;
• where permitted or required under PHIPA or other applicable legislation.

Whenever possible and appropriate, we will make reasonable efforts to discuss such disclosures with you before they occur.

7. Use of Email, Phone, Text, and Electronic Communication

YTPC may communicate with clients and prospective clients by email, telephone, voicemail, text message, secure platforms, or other electronic means for administrative and, where appropriate, clinical purposes.

Electronic communication may include risks such as misdirected messages, unauthorized access, interception, or delays. While YTPC takes reasonable steps to protect privacy and confidentiality, email and text messaging are not fully secure forms of communication.

Clients are encouraged to use discretion when communicating electronically and to avoid sending highly sensitive information by regular email or text unless they accept the associated risks.

8. Storage and Security of Information

YTPC uses reasonable administrative, technical, and physical safeguards to protect personal information and personal health information against theft, loss, unauthorized access, use, disclosure, copying, modification, or disposal.

These safeguards may include:

• password-protected systems;
• role-based access controls;
• secure electronic records systems;
• encrypted or security-enabled platforms where available;
• secure email and administrative systems;
• locked physical storage where paper records are used;
• staff training and confidentiality obligations;
• policies limiting access to information on a need-to-know basis;
• secure retention and destruction practices.

9. Technology Providers and Third-Party Service Providers

YTPC may use third-party service providers to support clinic operations, including website hosting, website design and maintenance, email, electronic health records or practice management systems, payment processors, secure video platforms, online forms, IT support, and administrative systems.

YTPC’s clinic locations, website design/support providers, and core administrative operations are located in Canada. Only authorized YTPC personnel and, where necessary, authorized Canadian-based technical providers may access information for legitimate clinic, administrative, website, technical, security, or service-related purposes.

Where third-party platforms are used, YTPC takes reasonable steps to ensure that service providers have appropriate privacy and security safeguards and that information is handled in a manner consistent with applicable Canadian and Ontario privacy obligations.

Website forms and electronic communications may involve third-party technology systems. While YTPC takes reasonable steps to use secure systems, no online communication method can be guaranteed to be completely secure.

10. Website Hosting, Website Platform, and Email Communication

YTPC’s website and related website support are managed through Canadian-based providers and personnel.

Our website may be built and maintained using WordPress or similar website technology, with security features and SSL encryption enabled where applicable.

Contact form submissions and website communications may be transmitted and temporarily stored through secure website systems for the purpose of responding to inquiries and maintaining website functionality.

YTPC may use secure business email systems for administrative communication. However, email is not a fully secure medium. Clients and prospective clients should use discretion when deciding what information to share by email or through online forms.

11. Access and Use of Website Form Contents

Only authorized individuals at YTPC may access website contact form submissions for legitimate purposes, including responding to inquiries, scheduling appointments, monitoring form functionality, addressing technical issues, or maintaining website performance.

Where necessary, authorized Canadian-based website, IT, or technical support providers may access form-related information solely for troubleshooting, security, website maintenance, or technical support. Such access is limited to what is reasonably necessary for the purpose.

12. Disclosure of Information

YTPC does not sell client information.

YTPC may disclose personal information or personal health information:

• with your express consent;
• to other health professionals or service providers involved in your care, where authorized;
• to third-party payers, insurers, or funding programs, where necessary and authorized;
• to legal, regulatory, or governmental authorities where required or permitted by law;
• to collection agencies or legal counsel where necessary to address unpaid accounts;
• to technology providers or administrative service providers who support clinic operations;
• where necessary to prevent or reduce serious risk of harm.

Disclosure will be limited to the information reasonably necessary for the purpose.

13. Access to and Correction of Records

Clients have the right to request access to their personal health information, subject to limited exceptions under applicable law.

Clients may also request correction of factual inaccuracies in their record. YTPC may decline to alter professional opinions or clinical observations but may allow a client to provide a statement of disagreement where appropriate.

Requests for access or correction should be made in writing to YTPC’s Privacy Officer.

14. Retention and Secure Destruction of Records

YTPC retains clinical and administrative records in accordance with applicable legal, regulatory, and professional requirements.

Clinical records are retained securely for the required retention period and are then securely destroyed when no longer required. For minors, records may need to be retained for a longer period based on the client’s age and applicable regulatory expectations.

Secure destruction may include shredding paper records or permanently deleting electronic records in a manner designed to prevent reconstruction or unauthorized access.

15. Children, Youth, Parents, and Substitute Decision-Makers

Where services involve children or youth, privacy and consent will be handled in accordance with applicable Ontario law, capacity principles, clinical judgment, and professional standards.

Depending on the age, capacity, family circumstances, custody arrangements, and nature of services, YTPC may clarify what information may be shared with parents, guardians, or substitute decision-makers before services begin.

16. Virtual Care and Electronic Services

YTPC may provide services in person, by telephone, or through secure virtual platforms.

Before engaging in virtual care, clients should understand that electronic services involve privacy and safety considerations, including:

• the need for a private location;
• the risk of interruptions or others overhearing;
• technology failures;
• limitations in crisis response;
• jurisdictional and emergency-contact considerations;
• confidentiality risks associated with internet-based platforms.

YTPC takes reasonable steps to use appropriate technology and safeguard personal health information during virtual care.

17. Website Analytics, Cookies, and Online Tracking

YTPC’s website may use cookies, analytics tools, or similar technologies to understand website traffic, improve website functionality, and support security.

These tools may collect information such as browser type, device information, pages visited, approximate location, and website usage patterns. This information is generally used in aggregate and is not intended to identify clients clinically.

Users may adjust browser settings to refuse or limit cookies. Some website features may not function properly if cookies are disabled.

18. Commercial Electronic Messages

YTPC may send appointment reminders, administrative messages, receipts, forms, service updates, or other communications related to services.

YTPC will not send marketing or promotional electronic messages without consent where such consent is required by Canada’s anti-spam legislation.

19. Privacy Breaches

If YTPC becomes aware of a privacy breach involving personal information or personal health information, we will take reasonable steps to contain the breach, assess the risk, notify affected individuals where required or appropriate, and comply with applicable reporting obligations.

YTPC will also review the circumstances of the breach and take reasonable steps to reduce the risk of recurrence.

20. Questions, Concerns, Complaints, Access, or Deletion Requests

If you have questions about this Privacy Policy, wish to access or correct your information, request deletion of website contact form information where legally permissible, or have concerns about how your information has been handled, please contact:

Privacy Officer
 YourTherapist Psychotherapy and Counselling Group
 Website: www.yourtherapist.ca
 Email: admin@yourtherapist.ca
 Phone: 613-410-9393
 Mailing Address: 1212-130 Albert St. Ottawa, ON K1P5G4

21. Changes to This Privacy Policy

YTPC may update this Privacy Policy from time to time to reflect changes in law, professional standards, technology, clinic operations, or privacy practices.

The most current version will be posted on our website with an updated effective date.

Short Website Contact Form Privacy Notice

By submitting this form, you consent to YourTherapist Psychotherapy and Counselling Group collecting and using the information you provide to respond to your inquiry, provide information about services, and assist with scheduling where appropriate.

Please do not include urgent crisis information or highly sensitive clinical details in this form. Website forms and email are not fully secure communication methods.

YTPC is a Canadian clinic, and our clinic locations, website support providers, and core administrative operations are located in Canada.

Your information will be accessed only by authorized YTPC personnel and, where necessary, authorized Canadian-based technical service providers for website, administrative, security, or technical support purposes. YTPC handles personal information and personal health information in accordance with applicable privacy laws, including PHIPA and PIPEDA where applicable, and CRPO professional standards.

For privacy questions or requests, contact: admin@yourtherapist.ca