Privacy & Information Practices
Privacy and confidentiality are an important part of psychotherapy. This page explains how personal information and personal health information are collected, used, protected, and disclosed in my private practice, as well as how you can request access to or correction of your records or raise a privacy concern.
I am a Registered Psychotherapist (Qualifying) practising independently in Ontario. In my solo practice, I am responsible for the personal health information in my custody or control and serve as the privacy contact for the practice.
Depending on where you are in the process of contacting or working with me, I may collect information such as your name and contact information, appointment and billing information, relevant health and personal history, presenting concerns, emergency contact information, clinical notes, and communications related to your care.
I collect only information that is reasonably necessary to provide psychotherapy, communicate with you, maintain appropriate clinical and financial records, operate my practice, and meet my legal and professional responsibilities.
What information I collect
Your information may be used to respond to inquiries, determine whether my services are appropriate for your needs, schedule and provide psychotherapy, maintain your clinical record, process payments and receipts, communicate about your care, and meet legal, regulatory, and professional obligations.
Personal health information is not disclosed to other people or organizations without your consent unless disclosure is permitted or required by law.
I use third-party services to support aspects of my practice, including practice management and booking, virtual care, email, and website operation. I limit the information shared through these services to what is reasonably necessary for their purpose and take reasonable steps to use technology in a manner that protects privacy and confidentiality.
How information is used & disclosed
Confidentiality & electronic communication
Information shared in psychotherapy is confidential, subject to the limits established by law and professional obligations. These limits are discussed more fully as part of the informed-consent process before therapy begins.
My practice is virtual, and I take reasonable steps to use electronic systems and communication methods that are appropriate for confidential health information. No electronic communication method can be guaranteed to be completely secure.
Email is generally best used for scheduling and administrative communication rather than detailed or sensitive clinical information. Please avoid including confidential health information in email unless it is necessary.
Records & retention
I maintain clinical, appointment, and financial records as required by my professional obligations. Records are stored using administrative and technological safeguards intended to protect them from unauthorized access, loss, use, disclosure, modification, or disposal.
Clinical records for adult clients are retained for at least 10 years following the last interaction with the client. When records are no longer required to be retained, they are disposed of securely.
Accessing or correcting your record
Under Ontario’s health privacy legislation, you have the right, with limited exceptions, to request access to your personal health information and to request correction of information that you believe is inaccurate or incomplete.
Requests can be made to me in writing at emily@emilyengland.ca. I may ask for additional information needed to identify the record or understand the requested correction.
A reasonable fee may apply to some requests for copies of records. If a fee applies, you will be informed before it is charged.
Privacy questions or concerns
If you have a question about how your information is handled, would like to request access to or correction of your record, or have a privacy concern, please contact:
Emily England, Registered Psychotherapist (Qualifying)
Privacy Contact
emily@emilyengland.ca
I welcome the opportunity to respond directly to privacy questions or concerns.
You also have the right to make a complaint about the handling of your personal health information to the Information and Privacy Commissioner of Ontario (IPC).