Privacy Policy
Introduction
At Collective Thoughts Psychotherapy, your privacy and confidentiality are central to everything we do. We understand that sharing personal experiences and sensitive information takes courage, and we are committed to protecting that trust. Our practice follows the standards set by the College of Registered Psychotherapists of Ontario (CRPO) and complies with Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario’s Personal Health Information Protection Act (PHIPA). These laws guide how we collect, use, and protect your information, ensuring your records remain safe and confidential.
We also use Jane App, a secure Canadian-based practice management platform, to manage booking, billing, clinical records, and online sessions. Jane complies with Canadian privacy legislation and uses industry-standard safeguards to protect client information.
Information We Collect
To provide you with the best possible care, we collect only the information that is necessary for therapy and practice management. This may include:
Basic details such as your name, phone number, address, and email for communication and scheduling.
Health and clinical information, including intake forms, presenting concerns, treatment records, and therapy notes.
Administrative and billing data related to your appointments, insurance, or payments.
Technical data such as website usage or device information, which helps us keep our website secure and functional.
How We Use Your Information
Your information is used strictly to support your care and manage our practice. This includes:
Providing counselling and psychotherapy services tailored to your needs.
Managing appointment scheduling, reminders, and cancellations through the Jane App.
Processing payments securely and handling insurance receipts when applicable.
Meeting professional, ethical, and legal obligations for record-keeping.
Communicating with you about your care in a respectful and confidential way.
We will never sell, rent, or use your information for marketing purposes without your explicit consent.
Booking with Jane App
We use the Jane App to handle all bookings, health records, billing, and online video sessions.
All data is encrypted and stored securely in Canada.
Online sessions through Jane are private, secure, and never recorded.
Payment details are processed securely using third-party providers; no raw credit card numbers are stored.
Appointment reminders and email confirmations are managed through Jane under strict privacy controls.
For more details, please review Jane App’s official Privacy Notice here:
👉 Jane App Privacy Policy
Our Commitment to Security
We take multiple steps to protect your personal and health information, including:
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Secure encryption of all digital records.
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Password-protected access for authorized therapists only.
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Confidentiality agreements with all staff and service providers.
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Regular updates, audits, and safeguards for both digital and physical records.
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Secure destruction of records when no longer legally required.
Your Rights as a Client
As a client, you have the right to:
Access your records and request copies of your personal information.
Request corrections if information is inaccurate or incomplete.
Withdraw consent for certain uses of your information, within the limits of legal and professional requirements.
Request information about how your data has been used or shared.
File a complaint with us directly, or with regulatory bodies such as:
The College of Registered Psychotherapists of Ontario (CRPO)
The Office of the Information and Privacy Commissioner of Ontario (for PHIPA)
The Office of the Privacy Commissioner of Canada (for PIPEDA)
Our Commitment to Security
We take multiple steps to protect your personal and health information, including:
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Secure encryption of all digital records.
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Password-protected access for authorized therapists only.
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Confidentiality agreements with all staff and service providers.
-
Regular updates, audits, and safeguards for both digital and physical records.
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Secure destruction of records when no longer legally required.
Retention of Records
In accordance with CRPO Standards of Practice, your clinical records are securely stored for at least 10 years after your last session, or for 10 years past the age of majority for minors. After this period, records are securely destroyed to protect your confidentiality.
