Privacy Policy

Scope

This policy applies to all information I obtain about clients, prospective clients, and website visitors, whether collected electronically, on paper, or verbally.

Types of Information Collected

Identifying Information such as name, date of birth, address, phone number, email. These are collected on Intake forms, appointment scheduling and consent forms. 

Health & Clinical Information such as diagnosis, treatment notes, assessment results, medication details. This information is collected in session notes, psychological assessments, electronic health records

​Payment & Billing Information such as Insurance details, invoicing data, payment method. This information is collected in billing forms, secure online payment portal.

Website Interaction Data such as IP address, browser type, pages visited, cookies. This information is collected by Wix.com for automated logs and analytics tools (only for site‑performance purposes).

Legal Basis for Collection

Consent: I obtain explicit, informed consent from each client before collecting or using their PHI for treatment, billing, or record‑keeping. Consent forms are signed at the start of the therapeutic relationship and renewed yearly with clients. 

Statutory Requirement: Certain information (e.g., health records) is required by law to be retained for a minimum of 10 years after the last client contact.

Legitimate Business Need: Non‑clinical data (e.g., website analytics) is collected solely to improve the website’s functionality and is anonymized where possible.

How I Use Your Information

Provision of Services – To assess, treat, and follow up with clients.

Administrative Purposes – Scheduling, billing, insurance claims, and record maintenance.

Communication – Sending appointment reminders, treatment summaries, or important practice updates (only via the contact method you selected).

Legal & Regulatory Compliance – Responding to lawful requests (e.g., court orders) or mandatory reporting obligations.

Quality Improvement – Aggregated, de‑identified data may be used for internal audits, supervision, or research, never identifying individual clients.

Disclosure of Information

I will not share your personal information with third parties unless one of the following applies:

Client Consent – You have provided written permission.

Professional Referral – To another health‑care provider for coordinated care, with your consent.

Legal Obligations – Required by law (e.g., mandatory reporting of child abuse, court orders).

Risk Management – To protect the safety of the client or others when there is a serious risk of harm.

All disclosures are made in the minimum amount necessary to achieve the purpose.

Data Retention

Clinical Records – Retained for ten years after the last client contact, or longer if required by law or professional guidelines.

Financial Records – Kept for six (6) years per CRA requirements.

Electronic Backups – Stored securely for the same retention periods; older backups are purged automatically.

Security Measures

Physical Safeguards – Locked filing cabinets, restricted office access, and secure disposal (shredding) of paper records.

Technical Safeguards – Encrypted databases, password‑protected computers, two‑factor authentication for staff, regular software updates, and firewalls.

Organizational Safeguards – Staff training on confidentiality, signed confidentiality agreements, and strict role‑based access controls.

Your Rights

Under the HIA and FOIP, you have the right to:

• Access your records (subject to a fee based on amount of time used to produce and review records).

• Request correction of inaccurate information.

• Withdraw consent for specific uses (except where required for ongoing treatment or legal compliance).

• Complain if you believe your privacy has been breached. Complaints can be directed to the College of Alberta Psychologists

Cookies & Online Tracking

My website uses essential cookies to enable basic functions. Optional analytics cookies may be used to improve site performance; you can disable them through your browser settings. No personal health information is stored in cookies.

Changes to This Policy

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Contact Information

If you have questions, concerns, or wish to exercise any of your rights, please contact me:

Chantal Rose, Registered Psychologist #7204

Mailing address: #116 1500 14 street SW, Calgary Alberta, T3C1C9
Phone: 825-993-7673
Email: chantal_psych@proton.me