Privacy and Confidentiality Policy

At Inner Garden Psychology, we take your privacy seriously. We are committed to protecting the confidentiality of your personal health information and being transparent about what we collect, why we collect it, and how it is used and disclosed. We collect only the information necessary to provide the services you have consented to receive.

What Counts as Personal Health Information

Personal health information includes any identifiable information collected for the purpose of providing health care. Because psychology is a regulated health profession under the Regulated Health Professions Act, 1991 (RHPA), all information gathered by a registered psychologist or a supervised practitioner during the course of service is considered personal health information under the Personal Health Information Protection Act (PHIPA).

This may include (but is not limited to):
• Name, contact information, and date of birth
• Demographic details you choose to share
• Information about your physical or mental health
• Health history, medical records, and medications
• Contact information for individuals you consent to include in your “circle of care”

Collection, Use, and Disclosure of Personal Health Information

All information you share is voluntary. We collect, use, and disclose personal health information only for purposes such as:
• Providing psychological services
• Maintaining contact with you
• Ensuring safety
• Billing or administrative requirements you have consented to

Our contact and intake form asks for personal information. Any details you choose to provide help us connect you with the most appropriate clinician. Please note that email is not a fully secure method of communication; although we take precautions, confidentiality cannot be guaranteed over email.

Your personal health information is stored in your confidential client record. Only your treating clinician has access unless you provide consent for additional disclosure or unless disclosure is required by law.

When Disclosure May Be Required

With your consent, we may share certain information with third-party payers, such as:

• Extended health insurers (session dates, duration, clinician details)
• Auto insurers, WSIB, long-term disability insurers, or legal representatives (information about functioning, treatment needs, or progress)

Your information may also be disclosed without your consent in the following circumstances:

  1. Concerns about the abuse or neglect of a child

  2. Concerns about abuse in a long-term care or retirement home

  3. Imminent risk of harm to you or to someone else

  4. Disclosure of sexual misconduct by a regulated health professional who you have identified by name

  5. A valid court order requiring records

  6. Requests from police for the purpose of locating a missing person

  7. Quality assurance reviews by the College of Psychologists of Ontario

These exceptions are rare. Whenever possible, we will discuss the situation with you before any information is shared. In cases where safety is an immediate concern, we may need to act without prior discussion.

You may withdraw your consent for disclosure at any time by contacting your clinician or our Privacy Officer.

Storage and Retention of Personal Information

We store personal health information securely for as long as required to:
• Provide care
• Meet regulatory standards
• Respond to questions about your file

In accordance with regulatory guidelines:
• Adult records are kept for 10 years after the last date of service.
• Records for clients seen before age 18 are kept for 10 years past their 18th birthday.

After the retention period, records are destroyed securely. Digital files are permanently deleted, and hardware used to store records is physically destroyed before disposal.

Virtual and Telephone-Based Services

Inner Garden Psychology offers in-person, virtual (video), and telephone sessions. These services follow the same laws, ethical standards, and confidentiality limits as in-person care.

Video sessions are provided through fully PHIPA-compliant platforms (e.g., Zoom for Healthcare, Owl Practice). If another platform is used, your clinician will discuss the benefits and risks with you beforehand.

By engaging in virtual or telephone services, you acknowledge:

• Sessions will not be recorded without mutual consent
• You are responsible for ensuring a private and secure environment
• A secure internet connection is recommended
• Technical disruptions, though rare, may occur
• For children/adolescents, parental/guardian consent is required

Virtual care is voluntary. If at any point you or your clinician determine that another format would be more suitable, alternative arrangements will be discussed.

Accessing or Correcting Your Personal Health Information

You have the right to access your personal health information. We may ask for written requests or proof of identity. A small administrative fee may apply.

If we are unable to provide access, we will explain the reason whenever possible.

You also have the right to request corrections to factual information in your record. If a correction is not possible (e.g., where notes reflect professional judgment), you may request that a statement of disagreement be added to your file. You also have the right to contact the Information and Privacy Commissioner of Ontario if concerns remain unresolved.

Questions or Concerns

Your information is provided voluntarily and used only as described above, in accordance with PHIPA and the Personal Information Protection and Electronic Documents Act (PIPEDA).

If you have any questions about this policy or how your information is handled, you may contact our Privacy Officer:

Kimberley Lynn
Email: contact@innergardenpsychology.ca

If concerns cannot be resolved with us, you may contact our regulatory body:

College of Psychologists and Behaviour Analysts of Ontario
416-961-8817 | www.cpbao.ca