Privacy Policy

PHIPA

Privacy & Confidentiality Policy

Governed by the Personal Health Information Protection Act (PHIPA, 2004)

Your privacy is the foundation of our work at Peace of Mind Psychotherapy. While federal law (PIPEDA) covers general commercial activity, your health records are specifically protected under Ontario’s Personal Health Information Protection Act (PHIPA). Danielle Mackenzie, RP, is the designated Health Information Custodian (HIC) for the practice.

1. Clinical Data & Health Records (PHIPA)

We utilize high-standard security measures to ensure your clinical data remains safe:

  • Electronic Records (Jane App): Your digital record is stored using Jane App, a platform fully compliant with PHIPA. Data is stored on secure, encrypted servers located within Canada.
  • Encryption & Access: Jane uses bank-level encryption. Access is password-protected, and all activity is monitored via internal audit logs.
  • Staff Access: Under PHIPA, our team acts as “Agents” of the HIC. Administrative staff access only what is necessary for billing/scheduling. Only your direct therapist and the HIC have access to private clinical session notes.

2. Website Data & Digital Privacy

In addition to your clinical record, we collect certain information through your interaction with our website to improve your user experience:

  • Cookies: We use temporary cookies to determine if your browser accepts them and to remember your preferences (such as login details) for your convenience. Login cookies typically last for two days, while display choice cookies last for one year.
  • Comments & Media: If you leave a comment on our site, we collect the data shown in the form, along with your IP address and browser string to assist in spam detection. We recommend that visitors avoid uploading images with embedded location data (EXIF GPS), as this information may be extractable by other users.
  • Embedded Content: Articles on this site may include embedded content (e.g., videos or maps). This content behaves as if you visited the third-party website directly and may collect data or use tracking cookies according to their own privacy policies.

3. Data Retention & Your Rights

  • Retention: If you are a client, your clinical records are maintained for at least 10 years following your last appointment (or 10 years after a minor client reaches the age of 18), in accordance with the regulations of the College of Registered Psychotherapists of Ontario (CRPO).”
  • Your Rights: You have the right to request an exported file of the personal data we hold about you or request the correction of any information you believe is inaccurate. You may also request the erasure of non-clinical data; however, we are legally obliged to retain clinical records for administrative, legal, and security purposes as mandated by provincial law.

4. Confidentiality & Informed Consent

Peace of Mind Psychotherapy will not share any information about you, your partner, or your family with any person without your informed and written consent, with the following exceptions:

  • Clinical Consultation: To ensure quality of care, your therapist may discuss your case anonymously with a clinical consultant who is bound by the same strict confidentiality rules.
  • Legal & Ethical Exceptions: We are legally or ethically required to release information without consent in the following scenarios:
    • Harm to Self or Others: If there is a clear risk of serious physical harm to yourself or others.
    • Child Protection: Suspected cases of child abuse or neglect must be reported to a Children’s Aid Society (CAS).
    • Vulnerable Adults: Reporting to authorities if an adult with a developmental disability is in need of protection.
    • Legal Proceedings: As required by a search warrant, subpoena, or court order.
    • Professional Misconduct: To report sexual abuse or significant misconduct of a regulated health professional to their governing body.

5. Contact Information

For questions regarding your privacy, or to request access to your records, please contact:

Danielle Mackenzie, RP Health Information Custodian Peace of Mind Psychotherapy