Privacy Policy

In order to provide you with the best possible care, it is essential for us to collect and access your personal and health-related information.

At Calming Tree Counselling, we are committed to safeguarding the privacy and safety of all individuals using our services. This Privacy Policy outlines our dedication to protecting your personal information. Our therapists and staff follow all applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Personal Health Information Protection Act (PHIPA), ensuring that your personal data is handled with the highest level of confidentiality and care.

Please note that our website may contain links to third-party websites. This Privacy Policy applies only to our website, and we are not responsible for the privacy practices of any external sites. If you visit other websites, we encourage you to review their privacy policies.

While registration is not required to browse our site, some sections may request personal information. By continuing to use our website, you consent to this Privacy Policy. If you do not agree with our policy, please refrain from using the site. Ongoing use signifies acceptance of this policy and any future updates that may be made.

**Collection and Use of Information**

We collect personal information that you voluntarily provide through forms, surveys, feedback, and other communication methods. This may include details such as your phone number, email address, or information required for pre-enrollment or to address any concerns. All data is stored securely within Canada, in full compliance with privacy and healthcare regulations.

At Calming Tree Counselling we collect, use, and disclose personal information primarily to provide counselling services. For example, we may collect information about your health history, family background, physical condition, and social situation to assess your therapy needs. This helps us provide personalized care, advise you of your available therapy options, and deliver the services you have chosen to receive.

**For General Inquiries from the Public**

If you contact us for information about our services, we may collect basic personal information (e.g., contact details) to inform you about the counselling services we offer and direct you to the appropriate therapist.

**Additional Reasons for Collecting Personal Information**

In addition to our primary purposes for collecting personal information, we also collect, use, and disclose data for secondary purposes that support the services we provide. Some common examples include:

1. Billing and Payments: We may collect information to invoice clients for services not paid for at the time of service, process credit card payments, or pursue collection of unpaid accounts.

2. Regulatory Oversight: As a regulated entity, psychotherapists and social workers are subject to oversight by their respective regulatory bodies. The College of Registered Psychotherapists of Ontario and the Ontario College of Social Workers and Social Service Workers may inspect our records or interview our staff as part of their mandate to protect the public interest. These regulatory bodies are also bound by strict privacy standards.

3. Third-Party Funding and Payment: Some services we provide are covered by employer benefits through insurance companies or funded by third parties such as: First Nations and Inuit Health Branch, or EAP programs. In these cases, we may be required to collect and disclose certain personal information to demonstrate client eligibility for funding. Third-party payers may have legal authority or consent to receive this information.

**Cookies**

Our website may use cookies, which are small files stored on your device. Cookies help enhance your browsing experience. You have the option to disable cookies in your browser settings; however, some areas of the website may not function properly without them.

**How We Use Your Information**

The personal information we collect is used solely for the following purposes:

• To communicate with you as necessary

• To provide the services you have requested

• To better understand and meet your needs

• To improve and refine our services

• To fulfill legal and regulatory obligations

**Sharing of Information**

We will not disclose your personal information to any third parties without your explicit consent, except where required by law, or in circumstances where there is a risk of harm to you or others, or if there are concerns about abuse involving vulnerable individuals.

**Information Security**

We take the protection of your personal data seriously. We have implemented a range of physical, electronic, and administrative safeguards to prevent unauthorized access, ensure the accuracy of data, and maintain confidentiality. Your information is stored securely and only accessible to authorized personnel who need it to perform their duties.

**Data Storage and Retention**

All personal information is stored within Canada or with third-party service providers who adhere to our privacy standards and agreements.

**Changes to This Privacy Policy**

This Privacy Policy may be updated from time to time. Any changes will be posted on this page, ensuring you are always informed about what information we collect, how we use it, and the circumstances under which it may be disclosed.

**Privacy Concerns**

If you have any concerns about how your personal information is handled, you have the right to file a complaint with the appropriate privacy authorities:

For concerns regarding Personal Health Information contact:

Information and Privacy Commissioner of Ontario

2 Bloor Street East, Suite 1400

Toronto, ON M4W 1A8

Phone: 416-326-3333

Toll-Free (within Ontario): 1-800-387-0073

Website: [www.ipc.on.ca](https://www.ipc.on.ca)

For concerns regarding Personal Information contact:

Office of the Privacy Commissioner of Canada

30 Victoria Street, Gatineau, Quebec K1A 1H3

Toll-Free: 1-800-282-1376

Phone: (819) 994-5444