PRIVACY POLICY

Your Privacy Matters

Your privacy is an essential part of the work we do together. This policy explains how your personal and health information is collected, used, stored, and protected at Emberglow Therapy (“us”, “we”, “I’).

This policy aligns with Canadian privacy laws, including Personal Information Protection and Electronic Documents Act (PIPEDA), the Personal Health Information Protection Act (PHIPA), and Personal Information Protection Act (PIPA) as well as professional standards set by the College of Registered Psychotherapists of Ontario (CRPO) and BC Association of Clinical Counsellors (BCACC).


What Information Is Collected

I collect only the information necessary to provide counselling services. This may include:

  • identifying and contact information

  • date of birth

  • emergency contact information

  • relevant personal, relational, and mental health history

  • session notes, clinical impressions, and treatment records

  • billing and payment information

  • audio and/or video recordings of sessions, where you have given explicit consent, used only for supervision or consultation and deleted once no longer needed for that purpose

For couples or relationship therapy, information may be collected from each participating client.


How Your Information Is Used

Personal information is collected, used, and disclosed solely for the purpose of:

  • providing psychotherapy services

  • maintaining clinical records

  • scheduling and administrative communication

  • processing payments and issuing receipts

  • fulfilling legal, regulatory, and ethical obligations

Your information will never be sold or shared for marketing purposes.


How Your Information Is Stored

Client records are stored securely using Owl Practice, a Canadian-based electronic health record system.

  • Reasonable administrative, technical, and physical safeguards are in place, including encryption, password protection, and restricted access controls.

  • Access is limited to the treating therapist and, where applicable, a clinical supervisor, with identifying information minimized whenever possible.

While every effort is made to protect your privacy, no electronic system can guarantee complete security.


Email and Electronic Communication

Email and online communication are used for scheduling and administrative purposes only.

Please be aware:

  • email is not fully secure

  • sensitive or personal information should be shared within sessions rather than over email

  • We do not provide therapy via email or messaging

By communicating electronically, you acknowledge & accept these risks.


Virtual Counselling Platforms

Sessions are conducted using secure video platforms.

While these platforms take steps to protect your privacy, there are inherent risks to any online communication. You are responsible for:

  • attending sessions in a private space

  • using a secure internet connection (no public wifi)


Session Recording for Supervision

From time to time, sessions may be audio- or video-recorded for the sole purpose of clinical supervision and professional development, in line with requirements of the BC Association of Clinical Counsellors (BCACC) and other relevant regulatory bodies.

  • Recordings are used only by your therapist and their clinical supervisor.

  • Recordings are stored securely with restricted access and are kept only as long as necessary to meet supervision requirements, after which they are permanently deleted.

  • Identifying information is minimized wherever possible during supervision discussions.

  • Recordings are never shared for marketing, training unrelated to your care, or any non-clinical purpose.

You will always be informed in advance and your explicit consent will be requested before any session is recorded. You may refuse or withdraw consent to recording at any time, and this will not affect your access to services.


AI-Assisted Documentation and Supervision

AI-assisted tools (such as AI note-taking or “scribe” tools offered by platforms like Jane, Heidi, or Klarify) may be used to support clinical documentation and supervision. These tools are used solely for administrative efficiency, documentation support, and quality of care and do not replace clinical judgment.

When AI-assisted tools are used:

  • Only information reasonably necessary for documentation or supervision is processed.

  • Where possible, identifying details are minimized or removed.

  • Any notes or summaries generated by AI are reviewed, edited, and finalized by the therapist before being added to your clinical record.

  • Service providers are selected with consideration of privacy, security, and compliance with applicable Canadian privacy laws and professional standards.

You may choose not to have AI-assisted tools used in your sessions. If you have questions or wish to opt out, please discuss this with your therapist.


Limits to Confidentiality

Your information will remain confidential except in the following situations:

  • risk of harm to yourself or others

  • suspected abuse or neglect of a child or vulnerable person

  • legal requirements (e.g., court order or subpoena)

  • consultation with a clinical supervisor (with identifying details minimized where possible)

Where possible, I will make reasonable efforts to discuss any necessary disclosure with you.


Access to Your Information

You have the right to:

  • request access to your personal information

  • request corrections if information is inaccurate

Requests can be made in writing; please note that it may take up to 30 days to complete this request and there may be an associated fee. In some cases, access may be limited due to legal or ethical considerations.


Retention of Records

Records are retained in accordance with legal and professional requirements.

After the required retention period, records are securely destroyed.


Third-Party Services

This practice uses third-party platforms to support service delivery, including but not limited to:

  • Jane App (electronic health records, scheduling, billing)

  • Google (e.g., Google Business, email communication)

  • AI-assisted documentation tools that may be integrated with these platforms (e.g., Jane, Klarify, Heidi, etc.), where enabled

These providers may store or process data outside of your province and, in some cases, outside of Canada. Reasonable efforts are made to use privacy-conscious services and to configure them to protect your information, but absolute confidentiality cannot be guaranteed.


Your Consent

By engaging in counselling services with Emberglow Therapy, you consent to the collection, use, and storage of your information as outlined in this policy.

You may withdraw consent at any time, subject to legal or contractual limitations, and the withdrawal of your consent will not affect the quality of your current or future therapeutic care.


Questions or Concerns

If you have questions about your privacy or how your information is handled, you are encouraged to ask.

If concerns cannot be resolved, you may contact:

  • College of Registered Psychotherapists of Ontario

  • BC Association of Clinical Counsellors

  • Office of the Privacy Commissioner of Canada