Privacy Policy

Effective Date: August, 2022.

Well Mind Therapy
21 A Queen Street
Cookstown, ON L0L 1L0
Phone: (705) 458-8288
Email: info@wellmindtherapy.ca
Website: wellmindtherapy.ca

1. Introduction

At Well Mind Therapy, your privacy and the confidentiality of your personal information are of utmost importance. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in compliance with Ontario's Personal Health Information Protection Act (PHIPA) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

By accessing our website or engaging in our services, you consent to the practices described in this policy.

2. Information We Collect

We collect personal information necessary to provide psychotherapy services, including:

  • Personal Identifiers: Name, email address, phone number, mailing address.

  • Health Information: Medical and mental health history, treatment notes, appointment records.

  • Payment Information: Credit card details and billing information.

  • Technical Data: IP address, browser type, operating system, and website usage data through cookies and analytics tools.

This information is collected when you:

  • Book appointments through our website or the Jane App platform.

  • Contact us via email or phone.

  • Visit our website, where cookies and analytics tools may collect usage data.

3. How We Use Your Information

Your personal information is used to:

  • Provide psychotherapy and counselling services.

  • Schedule and manage appointments.

  • Maintain accurate clinical records.

  • Process payments and manage billing.

  • Communicate with you regarding your care.

  • Improve our website and services through analytics.

4. Disclosure of Your Information

We do not sell or rent your personal information. We may share your information with:

  • Jane App: Our practice management software, for scheduling, billing, and record-keeping.

  • Payment Processors: To process payments securely.

  • Google Analytics: To analyze website traffic and improve user experience.

All third-party service providers are required to comply with applicable privacy laws and maintain the confidentiality of your information.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

  • Secure, encrypted electronic health record (EHR) storage.

  • SSL encryption for data transmission.

  • Restricted access to authorized personnel only.

  • Regular security audits and risk assessments.

6. Third-Party Services

In the course of delivering services, we use secure third-party platforms for scheduling, charting, and payment processing. These services have their own privacy policies and data practices, which we encourage you to review:

  • Jane App (used for client scheduling, charting, and billing): https://jane.app/privacy

  • Cookstown Chiropractic & Wellness Centre (booking host site): https://cookstownchiropractic.ca/privacy-policy

  • Payment Processing is handled securely through Jane App’s integrated system, which uses Stripe or Moneris (depending on configuration). Stripe’s policy: https://stripe.com/privacy

7. Retention of Records

We retain your personal health information in accordance with legal and regulatory requirements:

  • Adult client records are retained for at least 10 years after the last contact.

  • For clients under 18, records are retained for 10 years after they reach the age of majority.

After the retention period, records are securely destroyed or anonymized.

8. Your Rights

You have the right to:

  • Access your personal information.

  • Request corrections to your information.

  • Withdraw consent for certain uses of your information.

  • Lodge a complaint with the Information and Privacy Commissioner of Ontario if you believe your rights have been violated.

To exercise these rights, please contact us using the information provided above.

9. Cookies and Analytics

Our website uses cookies and analytics tools, such as Google Analytics, to enhance user experience and analyze website traffic. Cookies are small data files stored on your device. You can control cookie preferences through your browser settings.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Updates will be posted on our website with a revised effective date.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact:

Amanda Bertolo, M.A., RP, CCC
Registered Psychotherapist & Owner
Email: info@wellmindtherapy.ca
Phone: (705) 458-8288