​

Privacy Policy

Oak & Ember Counselling

Effective Date: [Insert Date]

Oak & Ember Counselling (“the Practice,” “we,” “us,” or “our”) is committed to protecting the privacy, confidentiality, and security of personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA), applicable British Columbia privacy legislation, and professional ethical standards governing counselling practice.

This Privacy Policy describes how personal information is collected, used, disclosed, stored, and safeguarded through our website (hosted by Wix), clinical practice systems, and third-party service providers including Jane App.

1. Scope and Consent

This Policy applies to all personal information collected through:

• Our website hosted on Wix

• Online booking and client portal systems (Jane App)

• Intake forms and clinical documentation

• Email, telephone, and electronic communication

• In-person counselling services

By accessing our website, submitting personal information, or engaging in counselling services, individuals consent to the collection, use, and disclosure of personal information in accordance with this Policy.

Consent may be withdrawn at any time, subject to legal, ethical, or contractual limitations.

2. Definition of Personal Information

“Personal information” includes any information that identifies or could reasonably identify an individual, including but not limited to:

• Name, address, email, and telephone number

• Date of birth and emergency contact information

• Health and counselling-related information disclosed during services

• Intake forms, treatment notes, and clinical records

• Billing and payment information

• Technical information such as IP address, browser data, and cookies

3. Collection of Personal Information

Personal information is collected only as necessary to provide counselling services and operate the Practice. Collection occurs through:

• Intake and consent forms (via Jane App)

• Booking and scheduling systems (Jane App)

• Clinical sessions and professional communication

• Website contact forms and inquiries (Wix)

• Administrative and billing processes

• Automated website analytics and cookies (Wix platform tools)

4. Purpose of Collection, Use, and Disclosure

Personal information is collected, used, and disclosed for the following purposes:

• Provision of counselling and psychotherapy services

• Clinical assessment, treatment planning, and progress tracking

• Appointment scheduling, reminders, and administrative coordination

• Communication with clients regarding services and updates

• Processing of payments and financial administration

• Compliance with legal, regulatory, and professional obligations

• Website functionality, security, and analytics

Personal information will not be used for purposes unrelated to service delivery unless consent is obtained or required by law.

5. Clinical Records and Jane App

Clinical records, including intake forms, session notes, and related documentation, are securely stored within Jane App.

Jane App is used for:

• Secure client intake forms

• Appointment scheduling

• Clinical documentation storage

• Secure client communication (where applicable)

• Billing and invoicing

Jane App stores data on secure servers and implements encryption and privacy safeguards consistent with Canadian health information standards. Clients may review Jane App’s privacy practices directly through their published policies.

6. Website Hosting and Cookies (Wix)

Our website is hosted by Wix, which may collect technical data including:

• IP address

• Device and browser information

• Website usage analytics

• Cookies and similar tracking technologies

This data is used for website functionality, security, and performance improvement. Users may disable cookies through browser settings; however, this may limit website functionality.

7. Disclosure of Personal Information

Personal information is not sold or rented. Disclosure occurs only in the following circumstances:

• With express consent of the client

• To third-party service providers necessary for service delivery (e.g., Jane App, payment processors, Wix)

• When required by law (e.g., subpoena, court order)

• Where there is a legal obligation to report risk of serious harm to self or others

• In cases of suspected abuse or neglect of a child or vulnerable person, as required by law

8. Safeguards and Security

The Practice employs reasonable administrative, technical, and physical safeguards to protect personal information, including:

• Encrypted or secure third-party platforms (Jane App, Wix, payment processors)

• Password-protected systems and devices

• Restricted access to clinical records on a need-to-know basis

• Secure storage of electronic records

• Professional confidentiality obligations

Despite these safeguards, no electronic system can guarantee absolute security.

9. Cross-Border Storage

Some service providers (including Jane App and Wix infrastructure) may store or process personal information outside of Canada. In such cases, information may be subject to the laws of those jurisdictions.

10. Retention of Records

Personal and clinical records are retained only for as long as necessary to meet:

• Clinical needs

• Professional standards

• Legal and regulatory requirements in British Columbia

Records are securely destroyed or anonymized when no longer required.

11. Access, Correction, and Requests

Clients may request access to or correction of their personal information, subject to legal and professional limitations.

Requests must be submitted in writing and may require identity verification. Where access is restricted, reasons will be provided where legally permissible.

12. Limits of Confidentiality

Confidentiality is maintained in accordance with professional ethical standards; however, confidentiality may be limited in circumstances including:

• Imminent risk of serious harm to self or others

• Legal requirements such as court orders or subpoenas

• Mandatory reporting obligations (e.g., child protection concerns)

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

13. Policy Updates

This Privacy Policy may be revised periodically to reflect changes in legal, regulatory, or operational requirements. The most current version will always be available on our website, with the effective date clearly indicated.

14. Contact Information

All questions, concerns, or requests regarding this Privacy Policy may be directed to:

Oak & Ember Counselling
Attn: Colin Pate
oakembercounselling@gmail.com