Kaitlyn Sandher Counselling Corp. Privacy Policy

Part 1: Privacy and Personal Information Protection Policy

This policy outlines how Kaitlyn Sandher Counselling Corp. collects, uses, protects, and discloses personal information in strict compliance with the British Columbia Personal Information Protection Act (PIPA) and the BCACC Standards of Clinical Practice.

1. Why Do We Collect Personal Information?

We collect personal information to safely and effectively manage our practice operations. This includes:

• Contacting you regarding inquiries, advertisements, scheduling, and updates.
• Assessing your clinical needs and developing a personalized treatment plan.
• Providing professional clinical counselling services.
• Processing billing, invoicing, and receipts.
• Evaluating the quality of our services and responding swiftly in the case of a clinical emergency.
• Providing your records or consulting with third parties (strictly with your prior written consent).

2. What Information Do We Keep?

We are required by regulatory standards to maintain a secure, comprehensive record for all clients. Your file will include:

• Contact information and emergency contact details.
• Signed consent forms and privacy disclosures.
• Clinical assessments, treatment plans, progress notes, and session summaries.
• Billing history, administrative records, and financial transactions.
• All correspondence (emails, texts, letters) sent or received related to your care or inquiries.

3. Where Do We Keep Your Information and How Is It Secured?

We operate a paperless practice and do not maintain physical files.

• Storage & Encryption: All files are electronic and stored on a secure, web-based practice management system that uses enterprise-grade encryption and strictly complies with Protected Health Information (PHI) and Canadian privacy guidelines.
• Access Control: Data is hosted on a secure server protected by firewalls and password protocols, restricted strictly to authorized clinic personnel.
• Transmission Notice: While we employ rigorous organizational safeguards to protect data once received, electronic transmission over public ad networks, forms, or the internet cannot be guaranteed as 100% secure. Information transmitted prior to encryption is sent at the user’s own risk.

4. How Long Do We Keep Your Information?

In alignment with BCACC and provincial records retention standards, client files are securely retained for a minimum of 10 years beyond the date of our last clinical contact. For clients who were children or adolescents at the termination of treatment, records are kept for 10 years past their 18th birthday.

5. How Do We Securely Destroy Files?

When the mandatory retention period expires, personal information is permanently destroyed:

• Any temporary paper documents are destroyed via cross-cut shredding.
• Electronic data is permanently purged from active servers, backups, and practice management software. When hardware is decommissioned, drives are physically destroyed or completely overwritten to ensure data is unrecoverable.

6. Your Access to Your File and Correction Rights

You have a legal right to request access to your clinical file.

• Review Process: If you are an active or recent client, we will schedule a clinical session to review the file components together.
• Factual Corrections: If you identify an error in factual information (e.g., misspelled name, wrong date of birth), you may request a correction. We may require supporting documentation to update these facts.
• Professional Opinions: Professional clinical opinions and assessment conclusions written by the therapist cannot be altered. If you disagree with a professional opinion in the file, you have the right to submit a written statement explaining your perspective, which will be permanently appended to your file.

7. Confidentiality and Limits to Privacy

All personnel operating under Kaitlyn Sandher Counselling Corp. must adhere to mandatory privacy legislation. We will never share your personal health information outside the clinic without your explicit knowledge and written consent, except in the following circumstances where disclosure is required or permitted by law:

• When there is a clear and imminent risk of serious bodily harm or death to yourself or someone else.
• When we have reason to suspect that a child under the age of 18 years is at risk of, or experiencing, abuse or neglect.
• When a client reports that they have been sexually abused by a regulated health professional.
• When we suspect that a vulnerable adult in a long-term care facility is facing abuse or neglect.
• When a court of law issues a formal subpoena or court order compelling the release of records.
• When our licensing or governing body (BCACC) inspects files as part of regulatory audit activities in the public interest.

Third-Party Payer Notice: If a third party (e.g., insurance company, employer, family member) is paying for your treatment, they may have access to administrative metrics regarding your attendance, dates of sessions, and billing amounts, but they do not have access to clinical session content without your explicit consent.

8. Use of Electronic Communication

We communicate with clients, families, and authorized collateral contacts through various digital channels, including telephone, fax, email, and text messaging.

• Privacy Limitations: Out-of-session electronic communication carries inherent privacy risks. While Kaitlyn Sandher Counselling Corp. utilizes secure devices and secure email practices, we cannot guarantee total privacy over standard public telecom/email networks.
• Client Preferences: Please notify your clinician immediately if you prefer to restrict communication to specific channels due to privacy preferences.

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Part 2: Practice Policies and Financial Agreements

1. Cancellation and Missed Session Policy

• Notice Period: We require a minimum of 24 hours’ notice for the cancellation or rescheduling of any appointment.
• Late Fees: If notice is not provided at least 24 hours in advance, or if you fail to attend a scheduled appointment (no-show), you will be charged the full session fee.
• Policy Rationale: This policy ensures fairness to your therapist and to other clients on our waitlist who require timely care. When you book a session, that clinical hour is reserved exclusively for you.

2. Payment Policy

• By engaging with our services, you acknowledge that your therapist has reviewed the schedule of fees, service rates, late cancellation fees, no-show fees, and any applicable phone consultation rates.
• You agree to pay all charges promptly at the time of service or invoicing.
• You maintain ultimate financial responsibility for any outstanding balances on your account, including amounts that are rejected or not fully reimbursed by your extended health insurance provider.