PRIVACY POLICY

Effective Date: May 2025

At YAD Counselling Services, your privacy and trust matter. As a practice grounded in care, professionalism, and respect, we are committed to protecting your personal information. This policy outlines how we collect, use, and safeguard your data in compliance with Ontario’s Personal Health Information Protection Act (PHIPA) and the College of Registered Psychotherapists of Ontario (CRPO) standards.

What We Collect: We collect information necessary to provide safe, effective psychotherapy. This may include:

• Your name and your contact details
• Information you share about your health, personal information relevant to your care, your background or reasons for seeking therapy
• Payment or insurance details, if applicable
• Notes and records from our sessions
• Basic website data (e.g., browser type, IP address) if you interact with our site  

How Your Information Is Used

Your personal information is used to:

• Provide and tailor therapeutic support
• Book and manage appointments
• Maintain secure clinical records
• Process payments
• Communicate with you as needed
• Meet legal and regulatory requirements

Your information is never used for marketing or shared without your informed consent, unless required by law. 

Our Use of Jane App

YAD Counseling Services uses Jane App, a secure and PHIPA-compliant practice management platform, for booking, records, and billing. Jane safeguards your information through encryption and secure access protocols. To learn more about Jane’s privacy and security measures, 

please visit their Privacy Policy.

How We Protect Your Information
We take your privacy seriously and use multiple safeguards to keep your data secure:

• Encrypted record keeping: All client files and session notes are stored in encrypted systems, including our PHIPA-compliant Jane platform. 
• Secure payments: Any online payments are processed through trusted, encrypted payment gateways. 
• Ongoing review: We conduct regular audits and follow PHIPA and CRPO requirements to ensure our practices stay current.
• Restricted access:  Access to your information is strictly limited to authorized personnel who need it to provide services.  

Your Privacy Rights

As a client, you have the right to:

• Access your personal health information
• Request for corrections to your information
• Withdraw or limit your consent for non- essential uses of your data
• Ask questions about how your information is stored and used

Record Retention

Client records are kept securely for 10 years following the last session (or 10 years  after a client turns 18 for minors).  After this period, all records are permanently and securely destroyed. 

Website and Technology Use

If you visit our website, we may collect general information to improve your experience (e.g., how many visitors, what pages are viewed). This data is not used to identify you and is not shared externally.  

Changes to This Policy

We review and update this Privacy Policy as needed. The most current version will always be available on our website. By continuing to use our services, you agree to the updated policy.  

Contact

If you have questions about this policy or your privacy, please contact:
info@yadcounsellingservices.ca

647 909 4209