Privacy Policy

Last Updated: May 2026

Our Commitment to Your Privacy

Calm Mind Psychology is committed to protecting the privacy and confidentiality of all individuals who use our services. This Privacy Policy describes how we collect, use, and protect your personal information in accordance with applicable provincial and federal laws, including PHIPA (Personal Health Information Protection Act, 2004) and the regulations of the College of Psychologists and Behaviour Analysts of Ontario.

Information We Collect

In the course of providing psychological services, we collect and maintain the following types of information:

• ✓Identifying information (name, date of birth, contact information)
• ✓Health and medical information relevant to treatment
• ✓Insurance and billing information
• ✓Clinical notes and treatment records
• ✓Assessment results and reports
• ✓Correspondence related to your care

How We Use Your Information

We use your personal health information only for purposes related to your treatment, payment, and healthcare operations:

• ✓Treatment: Providing, coordinating, and managing your psychological care
• ✓Payment: Billing and collecting payment for services, including insurance claims
• ✓Healthcare Operations: Quality improvement, professional development, and administrative functions

Confidentiality and Disclosure

Your communications with us are confidential and protected by law. We will not disclose your protected health information without your written authorization except in the following legally mandated circumstances:

• ✓When there is reasonable concern about imminent risk of harm to yourself or others
• ✓Suspected abuse or neglect of children, elderly individuals, or dependent adults
• ✓When required by court order or valid subpoena
• ✓As required for billing and insurance purposes

Your Rights

You have important rights regarding your protected health information:

• ✓Right to Access: You may request to review and receive copies of your records
• ✓Right to Amend: You may request corrections to your records if you believe they are inaccurate
• ✓Right to Accounting: You may request a list of certain disclosures we have made
• ✓Right to Restrict: You may request restrictions on certain uses or disclosures of your information
• ✓Right to Confidential Communications: You may request we contact you at a specific phone number or address

Website and Electronic Communication

Our website may collect basic information about your visit (such as pages viewed and time spent) through standard web analytics tools. This information is used solely to improve website functionality and user experience. We do not sell or share this information with third parties for marketing purposes.

Email and electronic communication are not completely secure. If you choose to communicate with us via email, please be aware that email may not be encrypted and could be intercepted. We recommend not including detailed clinical information in email communications.

Record Retention

We maintain clinical records in accordance with Ontario provincial regulations and the College of Psychologists and Behaviour Analysts of Ontario standards. Records are retained for the legally required period (typically 7 years for adults, longer for minors) and then destroyed in a secure manner that protects confidentiality.

Security Measures

We maintain physical, electronic, and procedural safeguards to protect your information, including secure file storage, encrypted electronic records, password-protected systems, and staff training on confidentiality requirements.

Website Cookies and Analytics

This website may use cookies and similar technologies to improve your browsing experience and help us understand how visitors use our site. We respect your privacy and only use analytics cookies with your explicit consent.

What are cookies? Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and provide insights into how the site is used.

• ✓Essential Cookies: Required for basic website functionality (e.g., remembering your cookie preferences). These do not require consent.
• ✓Analytics Cookies: Help us understand how visitors interact with our site to improve the user experience. We only use these with your consent.

You can manage your cookie preferences through the banner that appears on your first visit or by adjusting your browser settings. Note that disabling cookies may affect your browsing experience. Cookies used on this website do not collect personal health information or clinical data.

Changes to This Policy

We reserve the right to update this Privacy Policy as necessary to comply with legal requirements or changes in our practice. We will notify clients of any material changes and make updated policies available on our website and in our office.

Questions or Concerns

If you have questions about this Privacy Policy or concerns about how your information has been handled, please contact us. You also have the right to file a complaint with the Information and Privacy Commissioner of Ontario or the College of Psychologists and Behaviour Analysts of Ontario if you believe your privacy rights have been violated.