Privacy Policy

1. Introduction

MindWell Canada ("we," "our," or "us") is committed to protecting the privacy and confidentiality of our clients' personal information and personal health information (collectively "Personal Information"). This Privacy Policy explains how we collect, use, disclose, and protect your Personal Information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), provincial health information privacy acts, and professional regulatory requirements.

2. Information We Collect

2.1 Personal Health Information

We collect and maintain personal health information necessary for providing mental health services, including:

• Contact information (name, address, phone number, email)
• Health card number and insurance information
• Emergency contact information
• Medical history and current health status
• Mental health assessment information
• Treatment plans and progress notes
• Therapy session notes and recordings (when applicable)
• Medication information
• Referral information from and to other healthcare providers

2.2 Website Information

When you visit our website, we may collect:

• Browser type and version
• IP address and device information
• Pages visited and time spent on site
• Referral source
• Cookie data (with your consent)

2.3 Communication Information

We collect information from your communications with us, including:

• Email correspondence
• Phone call records
• Online form submissions
• Newsletter subscriptions

3. How We Use Your Information

3.1 Primary Purposes

We use your Personal Information for the following primary purposes:

• Providing mental health assessment, treatment, and care
• Developing and implementing treatment plans
• Communicating with you about your care
• Coordinating care with other healthcare providers (with your consent)
• Processing insurance claims and billing
• Meeting professional and legal obligations
• Quality assurance and improvement activities

3.2 Secondary Purposes

With your consent, we may use your information for:

• Sending appointment reminders and health information
• Newsletter communications about mental health resources
• Research and statistical analysis (in de-identified form)
• Program evaluation and improvement

4. Information Sharing and Disclosure

4.1 Consent-Based Disclosure

We may share your Personal Information with your explicit consent to:

• Other healthcare providers involved in your care
• Family members or caregivers you have designated
• Insurance providers for claims processing
• Legal representatives you have authorized

4.2 Required Disclosure

We may disclose Personal Information without consent when required by law, including:

• Duty to report child abuse or neglect
• Duty to warn of imminent harm to self or others
• Court orders or subpoenas
• Public health reporting requirements
• Professional regulatory body investigations
• Coroner investigations

4.3 Service Providers

We may share limited information with trusted service providers who assist us in operating our practice, including:

• Electronic health record systems
• Billing and payment processing services
• IT support and security services
• Appointment scheduling systems

All service providers are bound by confidentiality agreements and must comply with applicable privacy laws.

5. Data Security and Protection

5.1 Security Measures

We implement comprehensive security measures to protect your Personal Information:

• Encrypted electronic systems for storing and transmitting data
• Secure, locked filing systems for physical records
• Regular security assessments and updates
• Staff training on privacy and security protocols
• Access controls limiting who can view your information
• Secure backup and disaster recovery procedures

5.2 Data Breach Response

In the event of a privacy breach, we will:

• Immediately contain and assess the breach
• Notify affected individuals if there is a real risk of significant harm
• Report to relevant authorities as required by law
• Take steps to prevent future breaches
• Provide support and resources to affected individuals

6. Retention and Disposal

6.1 Retention Periods

We retain your Personal Information for the following periods:

• Adult client records: 10 years from last contact or as required by professional regulations
• Minor client records: 10 years from reaching age of majority or as required by law
• Billing records: 7 years from last transaction
• Website data: As outlined in our Cookie Policy

6.2 Secure Disposal

When retention periods expire, we securely dispose of Personal Information through:

• Secure shredding of physical documents
• Certified data destruction for electronic records
• Documentation of disposal activities

7. Your Rights and Choices

7.1 Access Rights

You have the right to:

• Request access to your Personal Information
• Receive copies of your health records
• Request corrections to inaccurate information
• Request a list of disclosures made without your consent

7.2 Control Rights

You can:

• Withdraw consent for certain uses of your information
• Request restrictions on sharing your information
• Opt out of newsletter communications
• Request transfer of your records to another provider

7.3 Making Requests

To exercise your rights, please contact our Privacy Officer:

• Email: [email protected]
• Phone: +1 (416) 555-0123
• Mail: 350 Bay Street, Suite 1200, Toronto, ON M5H 2S6

8. Cookies and Website Privacy

8.1 Cookie Use

Our website uses cookies to:

• Ensure proper website functionality
• Remember your preferences
• Analyze website usage (with your consent)
• Provide personalized content

8.2 Cookie Management

You can manage cookie preferences through:

• Our cookie consent banner
• Browser settings
• Third-party opt-out tools

For detailed information, see our Cookie Policy.

9. International Data Transfers

Your Personal Information is stored and processed in Canada. If we use service providers located outside Canada, we ensure they provide adequate protection for your information through:

• Contractual safeguards
• Adequacy decisions by Canadian authorities
• Your explicit consent when required

10. Children's Privacy

We provide mental health services to minors with appropriate parental or guardian consent. We collect only information necessary for treatment and follow special protections for children's information, including:

• Obtaining appropriate consent for treatment
• Balancing confidentiality with parental rights
• Following provincial laws regarding mature minors
• Extended retention periods for children's records

11. Third-Party Services

Our website may contain links to third-party services. This Privacy Policy does not apply to information collected by third parties. We encourage you to review the privacy policies of any third-party services you use.

12. Privacy Officer

Our Privacy Officer is responsible for:

• Overseeing privacy compliance
• Handling privacy inquiries and complaints
• Conducting privacy impact assessments
• Staff privacy training

Contact our Privacy Officer at [email protected] or +1 (416) 555-0123.

13. Complaints

If you have concerns about our privacy practices, you can:

1. Contact our Privacy Officer directly
2. File a complaint with the Privacy Commissioner of Canada
3. Contact your provincial privacy commissioner
4. File a complaint with your professional regulatory body

14. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in:

• Legal requirements
• Our services or practices
• Technology
• Industry standards

We will post updated policies on our website and notify you of significant changes through appropriate means.

15. Contact Information

For questions about this Privacy Policy or our privacy practices, contact us: