Privacy policy

At Charron Psychotherapy Services, we are committed to protecting your privacy and maintaining the confidentiality of your personal information. As a psychotherapy group practice in Ontario, we recognize the sensitive nature of the information entrusted to us and comply with applicable privacy laws, including the Personal Health Information Protection Act, 2004 (PHIPA), and the professional standards established by the College of Registered Psychotherapists of Ontario (CRPO).

This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information when you visit our website or receive services from our practice.

Information We Collect

Website Visitors

When you visit our website, we may collect:

Your IP address and general location
Browser type and device information
Pages visited and time spent on the website
Cookies and similar technologies that help improve website functionality and user experience

This information is generally collected in aggregate and is not used to identify you personally unless necessary for security or legal purposes.

Personal Information You Provide

If you contact us through our website, email, telephone, or online forms, we may collect:

Name
Email address
Telephone number
General inquiry information
Preferred method of contact

Please avoid submitting sensitive personal health information through website contact forms or unsecured email unless specifically requested.

Personal Health Information

If you become a client, we collect personal health information necessary to provide psychotherapy services. This may include:

Contact and identifying information
Health history
Mental health concerns
Assessment information
Treatment plans and clinical notes
Appointment history
Billing and payment information
Emergency contact information

Collection is limited to what is reasonably necessary to provide safe and effective care.

How We Use Your Information

We use your information to:

Respond to inquiries
Schedule appointments
Provide psychotherapy services
Maintain clinical records
Process payments and insurance documentation
Communicate regarding appointments and services
Improve our website and client experience
Meet our legal, regulatory, and professional obligations

We only collect, use, and disclose personal information for purposes permitted or required by law.

Consent

We are required to obtain your informed consent before collecting, using, or disclosing your personal information.

You may withdraw your consent at any time, subject to legal, professional, or contractual restrictions. Withdrawal of consent may affect our ability to provide services.

Disclosure of Information

We do not sell or rent your personal information.

Your information may be disclosed only:

With your consent
To other healthcare providers involved in your care, when authorized
When required or permitted by law
Where there is a legal duty to report or disclose information
To prevent serious and imminent risk of harm
Under court order or legal process

Where third-party service providers assist us (such as secure electronic health record management and appointment scheduling platforms like Owl Practice, or payment processors like OneStripe), they are expected to maintain appropriate safeguards for your information.

Website Cookies

Our website may use cookies and analytics services to:

Improve website functionality
Understand website usage
Enhance user experience
Monitor website performance

You can modify your browser settings to decline cookies; however, some website features may not function properly.

Security

We take reasonable administrative, technical, and physical safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

These safeguards may include:

Secure electronic record systems
Password-protected devices
Encryption where appropriate
Access controls
Secure storage practices
Staff privacy training

While we strive to protect your information, no method of internet transmission or electronic storage can be guaranteed to be completely secure.

Retention

We retain personal information and clinical records in accordance with applicable legislation, professional standards, and regulatory requirements.

When records are no longer required, they are securely destroyed or permanently de-identified.

Your Rights

Subject to applicable law, you have the right to:

Request access to your personal information
Request correction of inaccurate or incomplete information
Ask questions about our privacy practices
Make a complaint regarding the handling of your personal information

Requests will be handled in accordance with PHIPA and other applicable laws.

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external websites.

Children's Privacy

Our services may be provided to children and adolescents where appropriate. Collection, use, and disclosure of information relating to minors is managed in accordance with applicable laws governing consent and substitute decision-making.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal obligations. The most current version will always be available on our website.

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact:

Charron Psychotherapy Services

Director and Founder: Sofie Charron, RP
Administrative Coordinator: Isabel Wackley

Address: Centrum Boulevard, Suite 206, Orleans ON K1E 3V7

Phone: 613-884-9285

Email: info@charrontherapy.com

If you have concerns that cannot be resolved with us, you may also contact the College of Registered Psychotherapists of Ontario (CRPO) or the Information and Privacy Commissioner of Ontario.

info@charrontherapy.com