Privacy Policy

Practice Name: Rachel Wakaluk Therapy
Effective Date: April 28, 2025
Last Updated: December 29, 2025

1. Commitment to Privacy and Confidentiality

Rachel Wakaluk Therapy (“I,” “me,” “my,” or “the Practice”) is committed to protecting the privacy, confidentiality, and security of your personal information and personal health information.

This Privacy Policy has been developed in accordance with the Personal Health Information Protection Act, 2004 (PHIPA), the Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable, and the professional standards of the Ontario College of Social Workers and Social Service Workers (OCSWSSW).

2. Health Information Custodian

Under PHIPA, Rachel Wakaluk Therapy operates as a Health Information Custodian (HIC). I am responsible for the collection, use, disclosure, storage, and protection of personal health information in my care.

3. Scope of This Policy

This Privacy Policy applies to personal information collected through:

  • The Rachel Wakaluk Therapy website (www.rachelwakaluktherapy.com)

  • Online contact and intake forms

  • Email and electronic communications

  • Online appointment booking through Jane App

  • Virtual therapy platforms

  • Any other interaction related to psychotherapy or social work services

4. Definitions

Personal Information: Information about an identifiable individual, such as name, email address, or phone number.

Personal Health Information (PHI): Information related to an individual’s mental or physical health, health history, care provided, or payment for health services, as defined under PHIPA.

5. Information Collected

a) Personal Identifying Information

  • Name

  • Email address

  • Phone number

  • Date of birth (when required)

b) Personal Health Information

If you choose to engage in services, I may collect:

  • Presenting concerns and treatment goals

  • Mental health history and relevant background information

  • Intake forms and assessments

  • Clinical notes and records

  • Correspondence related to your care

c) Booking & Administrative Information (Jane App)

Rachel Wakaluk Therapy uses Jane App, a Canadian-based, PHIPA-compliant practice management and booking platform, to:

  • Schedule appointments

  • Send appointment reminders

  • Store intake forms and clinical records

  • Manage billing and receipts

Jane App stores information on secure servers and follows strong privacy and security practices. You can review Jane App’s privacy policy on their website.

d) Website & Technical Information

  • IP address

  • Browser type

  • Pages visited

  • Cookies and analytics data

e) Payment Information

Payments are processed securely through third-party payment processors integrated with Jane App. Full credit card details are not stored by Rachel Wakaluk Therapy.

6. Purpose of Collection

Personal and personal health information is collected for the purposes of:

  • Providing psychotherapy and social work services

  • Assessing suitability for services

  • Scheduling and managing appointments

  • Maintaining clinical records in accordance with OCSWSSW standards

  • Communicating regarding services, appointments, and administrative matters

  • Processing payments and issuing receipts

  • Complying with legal, ethical, and regulatory obligations

Only information necessary for these purposes is collected.

7. Consent

Consent is obtained in accordance with PHIPA and professional standards.

  • Express consent is obtained through intake and informed consent forms

  • Implied consent may apply for uses directly related to providing care (the “circle of care”)

You may withdraw or limit consent at any time, subject to legal and professional requirements.

8. Use and Disclosure of Personal Health Information

Personal health information is kept confidential and is not disclosed except:

  • With your knowledge and consent

  • When required to provide care

  • To service providers (such as Jane App) who support the operation of the practice and are bound by confidentiality and PHIPA-compliant agreements

  • When required by law (court orders, subpoenas, mandatory reporting)

  • Where there is a serious and imminent risk of harm to you or others

  • For regulatory oversight by the Ontario College of Social Workers and Social Service Workers

Personal information is never sold or used for marketing purposes.

9. Record Keeping and Retention

Clinical records are maintained in accordance with:

  • PHIPA

  • OCSWSSW Standards of Practice

  • Applicable legal requirements

Records are retained for at least 10 years from the date of last contact, or 10 years after a client reaches the age of 18, whichever is later. Records are securely destroyed after the retention period.

10. Safeguards and Security Measures

Reasonable safeguards are used to protect information, including:

  • Secure, encrypted electronic record systems

  • Password-protected devices and accounts

  • Limited access to information on a need-to-know basis

  • PHIPA-compliant third-party service providers (including Jane App)

  • Secure storage and disposal procedures

In the event of a privacy breach, I will follow PHIPA’s breach notification requirements.

11. Cookies and Website Analytics

This website may use cookies or analytics tools to improve functionality and understand website usage. These tools collect non-identifying information such as browser type and pages visited.

You may disable cookies through your browser settings.

12. Your Rights Under PHIPA

You have the right to:

  • Access your personal health information

  • Request corrections to your records

  • Withdraw or limit consent (with some exceptions)

  • Be informed of privacy breaches involving your information

  • File a complaint with the Information and Privacy Commissioner of Ontario (IPC)

Requests must be made in writing and will be responded to within the timeframes required by law.

13. Third-Party Platforms

Rachel Wakaluk Therapy uses third-party platforms (including Jane App) to provide services. These platforms have their own privacy policies and security practices. You are encouraged to review them.

14. Privacy Contact

For questions, concerns, or requests regarding privacy or your personal health information, please contact:

Privacy Officer:
Rachel Wakaluk
Rachel Wakaluk Therapy
182 Wellington Street, Bowmanville, ON, L1C 1W3
(905) 518-3344
contact@rachelwakaluktherapy.com

If concerns cannot be resolved, you may contact:

Information and Privacy Commissioner of Ontario (IPC)
Toronto, Ontario

15. Changes to This Policy

This Privacy Policy may be updated periodically to reflect changes in law, professional standards, or practice operations. Updates will be posted on the website with a revised effective date.