Privacy Policy

SoulScape Services is committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in accordance with applicable laws in Ontario, including the Personal Health Information Protection Act (PHIPA).

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

2. Information We Collect

We may collect the following types of information:

Personal Information

  • Name, email address, phone number

  • Contact details submitted through forms or inquiries

Personal Health Information (PHI)

If you become a client, we may collect:

  • Health history and background information

  • Session notes and clinical records

  • Treatment plans and related documentation

Website Usage Information

  • IP address

  • Browser type and device information

  • Pages visited and time spent on the site (via cookies or analytics tools)

3. How We Use Your Information

We use your information to:

  • Respond to inquiries and provide customer support

  • Schedule and manage appointments

  • Deliver psychotherapy services

  • Maintain clinical records as required by law

  • Improve our website and services

  • Comply with legal and regulatory obligations

4. Consent

We obtain your consent before collecting, using, or disclosing your personal information, except where permitted or required by law.

You may withdraw your consent at any time, subject to legal or contractual restrictions.

5. Confidentiality and Use of Personal Health Information

All personal health information is kept strictly confidential and is only accessed by authorized professionals involved in your care.

We may disclose your information only under the following circumstances:

  • With your explicit consent

  • When required by law (e.g., risk of harm to self or others, child protection concerns, court orders)

  • For professional supervision or consultation (with identifying information minimized where possible)

6. Storage and Security

We take reasonable steps to protect your information from loss, misuse, unauthorized access, or disclosure, including:

  • Secure electronic record systems

  • Encrypted communication platforms (where applicable)

  • Restricted access to client records

  • Secure storage of physical files (if applicable)

7. Retention of Information

We retain personal and health information only as long as necessary to fulfill the purposes outlined in this policy and to comply with legal and regulatory requirements in Ontario.

8. Your Rights

You have the right to:

  • Access your personal information

  • Request corrections to inaccurate or incomplete information

  • Withdraw consent (where applicable)

  • Request information about how your data is used or disclosed

Requests can be made in writing using the contact information below.

9. Website Cookies and Analytics

Our website may use cookies or third-party analytics tools to improve user experience and understand website traffic.

You can adjust your browser settings to refuse cookies if you prefer.

10. Third-Party Services

We may use third-party platforms for services such as:

  • Online booking

  • Secure video sessions

  • Email communication

While we choose reputable providers, we are not responsible for the privacy practices of third-party services. We encourage you to review their privacy policies.

11. Limits of Confidentiality (Important)

While confidentiality is a core part of psychotherapy, there are legal limits. Information may be disclosed without consent if:

  • There is risk of serious harm to yourself or others

  • There is suspected abuse or neglect of a child or vulnerable person

  • Records are subpoenaed by a court of law

These limits will also be discussed during the informed consent process.

12. Contact Information

If you have questions about this Privacy Policy or your personal information, please contact:

[Clinic Name]
Email: [Insert Email]
Phone: [Insert Phone Number]

13. Updates to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

By using this website or engaging in our services, you acknowledge that you have read and understood this Privacy Policy.