Privacy Policy

1. Collection of personal health information

We collect only the information necessary to provide effective, ethical, and professional psychotherapy services. This may include:

• Name, date of birth, and contact information
• Health history, session notes, and referral information
• Payment and insurance details where applicable

All personal health information is collected with your informed consent and is used solely for purposes directly related to your care and treatment.

2. Consent and disclosure

Before beginning services, you will be asked to provide written informed consent to begin therapy, to collect and use your personal health information, and to share information with third parties only as required by law or with your explicit authorization.

You may withdraw or modify your consent at any time, subject to legal or clinical limitations. Common consent options include attendance confirmation, billing or insurance communication, clinical summaries, collaboration with other healthcare providers, appointment reminders, and legal or return-to-work documentation.

With your consent, and only as needed, Our Space Clinic may disclose limited personal information to the following categories of partners and service providers, each bound by contract or professional obligation to protect it:

• Service providers who help us operate, such as our scheduling, billing, and payment platforms, and our email, analytics, and hosting providers.
• Professional advisors engaged by the clinic, such as accountants, financial advisors, social workers, and contractors, who are subject to confidentiality.
• Training and Academy partners, where you take part in our clinician-development programs.
• Marketing and communications partners who help us send the resources, updates, and relevant offers you have agreed to receive. You can unsubscribe at any time.

We do not sell your personal information. We share only what is necessary for the purpose, and we never disclose your clinical records except as described elsewhere in this policy or as required by law.

3. Email and digital communication

Our Space Clinic may use email for administrative purposes such as scheduling, billing, and form distribution. Because email is not fully secure, it will not be used for clinical discussions or emergencies. By consenting to email communication, you acknowledge that email may not be encrypted or fully secure, that it should only be used for non-clinical matters, and that you may withdraw consent at any time.

Our primary administrative email is [email protected], hosted by Proton Mail. Submissions are used solely for service-related purposes and are never shared or used for marketing.

4. Practice management platform

Our Space Clinic uses JaneApp, a Canadian, PHIPA-compliant electronic health record and scheduling platform. JaneApp uses 256-bit SSL encryption and secure Canadian servers to store client information.

5. Website analytics and cookies

Our website uses Google Analytics 4 to understand how visitors use the site so we can improve it. Because it is configured to protect your privacy — your IP address is anonymized, advertising and cross-site signals are off, and no information that identifies you is ever sent (see below) — we treat this measurement as part of operating the site, and it stays on. Advertising cookies (for example Google Ads) are different: they load only if you choose to allow them in our cookie banner, and are off unless you do. You can clear or block cookies in your browser settings at any time.

We have configured analytics to protect your privacy. Your IP address is anonymized, advertising and cross-site personalization signals are turned off, and we never send your name, email, phone number, or anything you share in the matching quiz or contact forms to Google. Analytics measures general, de-identified usage only. Google processes this information on our behalf as a service provider. We do not sell your information.

6. Embedded content and third-party links

Our website may include embedded content or links to external sites. Interacting with third-party content may allow those parties to collect data under their own privacy policies. Our Space Clinic is not responsible for the privacy practices of external websites and recommends reviewing their policies before sharing personal information.

7. Security measures

We employ strict security measures to protect your information, including SSL encryption across our website, password-protected devices and accounts, and access restricted to authorized personnel only.

In the event of a data breach, affected individuals will be notified promptly, in accordance with PHIPA and other applicable laws.

8. Record retention and disposal

Client records are retained for at least 10 years from the date of last contact, or 10 years after a minor turns 18, in compliance with CRPO standards. Records are destroyed securely after this period using PHIPA-compliant methods.

9. Legal disclosure

Your information may be disclosed only when legally required, such as under a court order or subpoena, in cases of risk of serious harm to self or others, or to fulfill mandatory reporting obligations related to child protection, abuse, or neglect. Any disclosure will be made in accordance with PHIPA and professional ethics.

10. Your rights

You have the right to:

• Access and review your personal health record
• Request corrections to inaccurate information
• Withdraw or modify consent at any time
• File a privacy-related complaint

11. Contact us

For any privacy inquiries, please contact:

If you are not satisfied with our response, you may contact the Information and Privacy Commissioner of Ontario at ipc.on.ca or 1-800-387-0073.

12. Updates to this policy

This Privacy Policy may be updated periodically. Revisions will be posted on our website, and clients will be notified where appropriate. Continued use of our services constitutes acceptance of any updated terms.