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Privacy Policy

Privacy Policy

Last Updated: Nov 25, 2025

Your privacy and the protection of your Personal Health Information (PHI) are a legal and ethical priority. This Privacy Policy explains how we collect, use, disclose, and protect your information in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and the professional standards of the College of Registered Psychotherapists of Ontario (CRPO).

By using our website or receiving services, you agree to the practices described below.

 

1. Who We Are

Mind Connect provides psychotherapy services to individuals and couples in Ontario.
Under PHIPA, the practice acts as a Health Information Custodian (HIC) for all PHI collected in the course of providing care.

 

2. What is Personal Health Information (PHI)?

Under PHIPA, Personal Health Information includes any identifying information relating to:

  • Your physical or mental health

  • Provision of health care services

  • Your health history

  • Billing information

  • Contact information combined with health details

  • Any information shared in therapy sessions

 

3. Information We Collect

A. Information You Provide Through the Website

When you submit a contact form or request an appointment, we may collect:

  • Name

  • Email address

  • Phone number

  • Any details you choose to share in your message

This information is used solely to communicate with you and arrange services.

B. Information Collected During Psychotherapy

During therapy, we collect PHI including:

  • Health history

  • Clinical notes

  • Session content

  • Treatment plans

  • Relevant personal information needed to provide quality care

C. Website Data

Our website may automatically collect:

  • IP address

  • Browser type

  • Pages visited

  • Date/time of visits

This information helps improve website performance and is not used to identify you as a client.

 

4. How Your Information is Used

PHI is used for:

  • Providing psychotherapy services

  • Creating and maintaining clinical records

  • Communicating with you regarding care

  • Ensuring safe, effective treatment

PHI is not used for marketing, nor is it shared without your consent unless required by law.

 

5. Consent Under PHIPA

Consent may be:

  • Implied (e.g., when you request services)

  • Expressed (written or verbal) for specific disclosures or treatment decisions

You may withdraw consent at any time, except where record keeping is required by law.

 

6. Disclosure of Personal Health Information

We will only disclose PHI with your consent or where permitted/required by PHIPA, such as:

  • Risk of serious bodily harm to yourself or others

  • Suspected child abuse or neglect

  • Court orders or legal requirements

  • Regulatory college investigations (e.g., CRPO)

When disclosure is required, only the minimum necessary information will be shared.

 

7. Safeguards and Security Measures

We use administrative, physical, and technological safeguards to protect your PHI, including:

  • Encrypted digital records

  • Secure password-protected systems

  • Locked storage for physical files

  • Limited and monitored access

If a privacy breach occurs, PHIPA requires us to:

  1. Take immediate steps to secure information

  2. Notify you as soon as reasonably possible

  3. Report the breach to the Information and Privacy Commissioner of Ontario when required

 

8. Record Retention

As required by the CRPO Standards of Practice, clinical records are retained for:

  • 10 years after the date of the last client interaction, or

  • 10 years after a minor client turns 18

After that period, records are securely destroyed.

 

9. Your Rights Under PHIPA

You have the right to:

  • Access your health records

  • Request corrections to inaccurate or incomplete information

  • Withdraw or limit consent to collection, use, or disclosure

  • Receive information about how your PHI is handled

  • Be informed of any privacy breaches involving your PHI

Requests can be made using the contact information below.

If you believe your privacy rights have been violated, you may file a complaint with the Information and Privacy Commissioner of Ontario (IPC).

 

10. Third-Party Service Providers

We may use PHIPA-compliant third-party providers for:

  • Appointment scheduling

  • Email communication

  • Secure online therapy platforms

  • Website analytics

These providers may store or process PHI on our behalf and are required to meet privacy and security standards consistent with PHIPA.

 

11. Email and Electronic Communication

Email is not fully secure. To protect your privacy:

  • Avoid sending sensitive details via email

  • We will use secure communication methods for clinical matters whenever possible

  • Electronic session platforms (if used) are chosen for PHIPA compliance

 

12. External Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those sites.

 

13. Updates to This Privacy Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated date.

 

14. Contact Information

If you have questions, concerns, or privacy requests, please contact:

Josh Cadieux

info@mindconnectpsychotherapy.com

You may also contact the Information and Privacy Commissioner of Ontario if you are not satisfied with the resolution of a privacy concern.

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