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Healing Tree Psychology and Wellness Centre, LLP<\/b>\u00a0<\/span><\/p>\n 3608 boul. St-Charles, Suite 2B Kirkland, Quebec, H9H 3C3\u00a0<\/p>\n 514-558-9858 | info@healingtreemontreal.com<\/span><\/p>\n Privacy Officer:<\/b> Elena Grinevitch, M.A., Psychologist\u00a0<\/span><\/p>\n <\/span><\/p>\n <\/b><\/p>\n Healing Tree Psychology and Wellness Centre, LLP (\u00ab\u00a0Healing Tree,\u00a0\u00bb \u00ab\u00a0we,\u00a0\u00bb \u00ab\u00a0us\u00a0\u00bb) is committed to protecting the personal information of our clients, prospective clients, and website visitors in accordance with Quebec’s Act Respecting the Protection of Personal Information in the Private Sector (Law 25 \/ Loi 25) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).<\/span><\/p>\n This policy explains what personal information we collect, how we use and protect it, how long we keep it, and what your rights are.<\/span><\/p>\n <\/b><\/p>\n Prospective client information<\/b> \u2014 when you contact us to inquire about services, we collect only the information necessary to respond to your request and facilitate scheduling. This information is used for administrative purposes and is transferred to our secure clinical record system if you proceed with services. If you do not become a client, your information is retained only for a limited period and then securely deleted.<\/span><\/p>\n Personal and Clinical information<\/b> \u2014 collected from clients in the course of providing psychological and psychotherapeutic services:<\/span><\/p>\n Administrative information<\/b> \u2014 collected for billing and accounting purposes:<\/span><\/p>\n Website information<\/b> \u2014 collected through contact forms on our website:<\/span><\/p>\n Website analytics<\/b> \u2014 our website uses Google Analytics to collect anonymized information about how visitors use the site, including pages visited, time spent, and general geographic location. This data does not identify individual visitors. Use of Google Analytics is subject to your consent, which is requested when you visit our website.<\/span><\/p>\n We adhere to the principle of data minimization and collect only the information that is necessary for the purposes identified.<\/span><\/p>\n <\/span><\/p>\n <\/b><\/p>\n We use personal information to:<\/span><\/p>\n We do not sell, rent, or trade personal information to third parties.<\/span><\/p>\n <\/span><\/p>\n <\/b><\/p>\n Personal information is kept strictly confidential. There are limited circumstances in which information may be disclosed without your consent:<\/span><\/p>\n Any other disclosure \u2014 for example, to a referring physician or another health professional \u2014 requires your written consent.<\/span><\/p>\n When our therapists seek supervision or consultation to support their clinical work, any identifying information is minimized to protect your confidentiality.<\/span><\/p>\n Access to personal information within the clinic is limited according to role. Administrative staff have access only to the information necessary for scheduling and billing. Clinical information is accessible only to your therapist and, where applicable, their clinical supervisor. Interns providing services are supervised by licensed professionals, and access to records is managed accordingly.<\/span><\/p>\n Continuity of care and therapist transitions<\/b> \u2014 in the event that your therapist leaves the clinic, you will be informed of your options for continuing care. With your consent, your personal information may be transferred to your therapist\u2019s new practice to support continuity of care. Alternatively, you may choose to continue services within the clinic or have your file retained by Healing Tree in accordance with applicable legal and professional requirements.<\/span><\/p>\n <\/b><\/p>\n Digital records<\/b> are stored in Jane, our practice management platform. Jane stores data on Canadian servers and is compliant with PIPEDA and Canadian healthcare privacy standards. Jane uses bank-level encryption for data in transit and at rest.\u00a0<\/span><\/p>\n Secure messaging<\/b> \u2014 we use Jane’s secure messaging feature for communication with clients and recommend it over regular email for privacy reasons. Clients who choose to communicate by email do so understanding that regular email is not a fully secure channel.<\/span><\/p>\n Accounting records<\/b> \u2014 client names are stored in Zoho Books, our accounting platform, for billing purposes. No clinical information is stored there.<\/span><\/p>\n Paper documents<\/b> \u2014 we do not maintain paper-based client files. In the rare instance that paper documents are received, they are scanned, uploaded to the client’s file in Jane, and the original is either securely destroyed or stored in a locked cabinet at our office if retention of the original is required.<\/span><\/p>\n Use of digital and AI-assisted tools<\/b> \u2014 we may use digital tools to support administrative tasks and improve service delivery. Any such tools are assessed for privacy risks, and we do not use them to process identifiable clinical information without your knowledge and consent.<\/span><\/p>\n Internal operational tools<\/b> \u2014 we use secure internal tools (such as task management and team communication platforms) to coordinate clinic operations. These tools are used only for administrative purposes and are not used to store clinical records or detailed personal health information.<\/span><\/p>\n Any personal information included in these systems is limited to the minimum necessary (for example, first name or contact details for scheduling purposes), and access is restricted to authorized administrative personnel.<\/span><\/p>\n We implement administrative, technical, and physical safeguards to protect personal information, including access controls, secure authentication measures, staff training, and confidentiality agreements.<\/span><\/p>\n We have completed Privacy Impact Assessments (PIAs) for all digital platforms we use, and have addressed any identified security concerns.<\/span><\/p>\n Cross-border data transfers<\/b> \u2014 some of the digital tools we use may process or store information outside of Qu\u00e9bec or Canada. In such cases, we conduct privacy impact assessments and ensure that appropriate safeguards are in place to protect your personal information in accordance with applicable laws.<\/span><\/p>\n <\/span><\/p>\n <\/b><\/p>\n Client records are retained <\/span>in accordance with applicable professional and legal requirements. In general, records are kept <\/span>for a minimum of five (5) years following the date of the last service provided. For clients who were minors at the time of service, records are retained for a minimum of ten (10) years from the date they reach the age of majority.<\/span><\/p>\n After the applicable retention period, records may be securely deleted or destroyed.<\/span><\/p>\n <\/span><\/p>\n <\/b><\/p>\n Under Law 25, you have the following rights with respect to your personal information:<\/span><\/p>\n Right of access<\/b> \u2014 you may request access to your personal information held by Healing Tree. Requests should be directed to your therapist, who will discuss the request with you, including the intended purpose and any clinical considerations associated with releasing the file. In some cases, a summary of the file may be recommended in place of the complete record.<\/span><\/p>\n Right of correction<\/b> \u2014 if you believe that information in your file is inaccurate or incomplete, you may request a correction. Valid corrections will be made to the relevant record.<\/span><\/p>\n Right to withdraw consent<\/b> \u2014 where your personal information is collected on the basis of consent (for example, Google Analytics), you may withdraw that consent at any time.<\/span><\/p>\n Right to file a complaint<\/b> \u2014 if you have concerns about how your personal information has been handled, you may contact our Privacy Officer directly (see contact information above). You also have the right to file a complaint with the Commission d’acc\u00e8s \u00e0 l’information du Qu\u00e9bec (CAI):<\/span><\/p>\n1. Purpose and Scope<\/h3>\n
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2. Personal Information We Collect<\/b><\/h3>\n
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3. How We Use Personal Information<\/h3>\n
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4. Disclosure of Personal Information<\/h3>\n
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5. How We Store Personal Information<\/h3>\n
6. Retention of Personal Information<\/h3>\n
7. Your Rights<\/h3>\n