1. Introduction

At Vibrant Roots Psychotherapy, we respect your privacy and are committed to protecting your personal information.
This Privacy Policy outlines how we collect, use, store, and disclose your personal data in accordance with PIPEDA (Personal Information Protection and Electronic Documents Act), HIPAA (Health Insurance Portability and Accountability Act), and GDPR (General Data Protection Regulation).

By using our website or services, you consent to the collection and use of information as described in this policy.

2. Information We Collect

We collect only the information necessary to provide quality care and manage our practice responsibly.
This may include:

• Personal Information: Name, date of birth, address, email, phone number.

• Health Information: Relevant details about your mental health, symptoms, medical history, and treatment goals.

• Administrative Information: Billing details, insurance information, and payment history.

• Digital Information: Website usage data (cookies, IP address, browser type) for analytics and site improvement.

3. How We Use Your Information

Your information is used solely for purposes related to your care and the operation of our practice, including:

• Providing psychotherapy and mental health services

• Scheduling and appointment management

• Billing and insurance processing

• Communicating with you about your care

• Maintaining clinical records as required by law

• Improving website performance and user experience

We will never sell, rent, or trade your personal information to third parties.

4. Confidentiality and Disclosure

Your information is strictly confidential. It will only be shared:

• With your informed consent,

• When required by law (e.g., risk of harm, child protection, court order), or

• With other health professionals involved in your care, only with your written permission.

All therapists at Vibrant Roots Psychotherapy follow professional confidentiality standards set by the College of Registered Psychotherapists of Ontario (CRPO) and applicable privacy laws.

5. Data Security

We use secure, encrypted systems for electronic records, communication, and payments.
All electronic files are stored in password-protected, encrypted platforms, and any physical records are kept in locked, restricted areas.

Our security measures include:

• End-to-end encryption for telehealth sessions

• SSL protection on our website

• Secure email communication via encrypted platforms (when applicable)

• Regular updates and staff training on privacy compliance

6. Your Rights

Depending on your location (under PIPEDA, HIPAA, or GDPR), you have the right to:

• Access and request a copy of your personal information

• Request correction of inaccurate information

• Withdraw consent for data collection (where applicable)

• Request deletion of personal data (within legal recordkeeping limits)

• File a complaint with the appropriate privacy authority if you believe your rights have been violated

Requests can be made in writing to:
📧 gethelp@vrpsychotherapy.ca
📍 1553 Hurontario St Unit 5, Mississauga, ON L5G 3H7

7. Data Retention

Clinical records are retained for at least 10 years after the last client interaction (or 10 years after a minor client reaches the age of majority), as required by Ontario regulations. After this period, records are securely destroyed.

8. Cookies & Website Analytics

Our website may use cookies or analytics tools to understand how visitors interact with our content.
These tools collect non-identifiable information only, such as page visits or time spent on site, to help improve the user experience. You can disable cookies in your browser settings at any time.

9. Third-Party Services

We may use third-party services for scheduling, payments, or telehealth (e.g., Jane App, Zoom for Healthcare, Stripe).
Each of these services is compliant with relevant privacy standards (HIPAA, PIPEDA, or GDPR) and follows secure data-handling practices.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect new legal, technical, or operational requirements. Updates will be posted on this page with a new “Last Updated” date.

11. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact:
📧 gethelp@vrpsychotherapy.ca
📍 1553 Hurontario St Unit 5, Mississauga, ON L5G 3H7