Privacy Policy

In Ontario, psychotherapists are classified as Health Information Custodians (HICs) under the Personal Health Information Protection Act (PHIPA).

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Privacy Policy for Online Psychotherapy

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At Zarin Hakim-Griffith, Counselling & Psychotherapy Services, we are committed to protecting the privacy and confidentiality of your Personal Health Information (PHI). This policy outlines how we collect, use, disclose, and protect your information when providing online psychotherapy in accordance with PHIPA.

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1. What Information We Collect

To provide safe and effective psychotherapy services, we collect PHI, which may include:

• Identifying Information: Name, date of birth, address, email, and phone number.
• Health Information: Presenting issues, mental health history, family background, and treatment goals.
• Administrative Details: Appointment records, billing, and insurance information.
• Clinical Notes: Assessment findings and session progress notes.

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2. Why We Collect Your Information

We collect, use, and disclose your PHI for the following purposes:

• To assess, provide, and evaluate psychotherapy and counseling services.
• To establish and maintain your client file.
• To communicate with you regarding appointments and scheduling.
• To process payments and submit claims to third-party insurers.
• To comply with legal, ethical, and regulatory requirements (e.g., College of Registered Psychotherapists of Ontario (CRPO)).

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3. Virtual Therapy & Electronic Safeguards

To ensure your privacy during online (telehealth) sessions, we implement the following:

• Secure Platforms: We use encrypted, PHIPA-compliant video conferencing platforms (e.g., Owl Practice, Jane, or secure Zoom for Healthcare).
• Session Recording: We do not record video or audio sessions. You are also prohibited from recording sessions without explicit prior consent.
• Virtual Environment: We conduct sessions in a private, locked room to maintain confidentiality. We require you to do the same on your end.

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4. Consent

By receiving services from us, you consent to the collection, use, and disclosure of your PHI as outlined in this policy. You have the right to withhold or withdraw your consent at any time, subject to legal and contractual restrictions.

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5. Disclosure Without Consent

Under PHIPA, there are specific circumstances where we are legally required or permitted to disclose your PHI without your consent. These include:

• Risk of Harm: To prevent or reduce a significant risk of serious bodily harm to yourself or someone else.
• Child Protection: Suspected child abuse or neglect must be reported immediately to the Children’s Aid Society.
• Legal Proceedings: Compliance with a court order, subpoena, or search warrant.
• Regulatory Oversight: Disclosures requested by your regulatory body (e.g., CRPO) during an audit or complaint investigation.

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6. Retention and Disposal of Records

We retain your clinical records for a minimum of 10 years, (or 10 years after reaching the age of 18) after your last session, as required by our regulatory college standards. After this period, electronic records are securely and permanently deleted, and paper records are safely shredded.

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7. Your Rights Regarding Your Information

You have the right to:

• Access your clinical record or request a copy.
• Request a correction to your record if you believe it is incomplete or inaccurate.
• Place a "lockbox" to restrict access to your PHI.

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8. Contact Us

For more information about our privacy practices, to access your records, or to make a privacy-related complaint, please contact:

• Name: Zarin Hakim-Griffith
• Email: zarin@zhgtherapy.ca
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If your inquiry is not resolved to your satisfaction, you may contact the Information and Privacy Commissioner of Ontario (IPC). For concerns regarding regulatory or professional conduct, you may also contact the College of Registered Psychotherapists of Ontario (CRPO).

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