1. Information We May Collect

 

Depending on how you interact with us, we may collect information including:

• Name

• Phone number

• Email address

• Mailing address

• Appointment and booking information

• Billing and payment-related information

• Insurance information, where applicable

• Information submitted through website contact forms

• Communications with our administrative or clinical team

• Personal health information provided in connection with psychotherapy or other clinical services

• Technical information relating to use of our website, such as browser information, device information, cookies, and website usage data

We aim to collect only the information reasonably necessary to provide our services, communicate with you, meet professional and legal obligations, and operate our practice.

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2. How We Use Information

 

We may use personal information for purposes including:

• Responding to enquiries

• Scheduling and managing appointments

• Providing psychotherapy and related services

• Communicating with clients and prospective clients

• Sending appointment reminders and administrative notifications

• Processing payments, billing, receipts, and insurance-related requests

• Maintaining appropriate clinical and administrative records

• Improving our website and services

• Meeting professional, regulatory, legal, and record-keeping requirements

• Protecting the security and integrity of our systems and services

Personal health information is collected, used, and disclosed only as permitted or required by applicable law and professional obligations.

 

3. Consent

 

Where consent is required, we seek consent for the collection, use, or disclosure of personal information.

Consent may be express or implied depending on the nature of the information, the purpose for which it is being collected, and applicable legal requirements.

You may withdraw consent where permitted by law, subject to legal, professional, contractual, and record-retention requirements. Withdrawal of consent may affect our ability to provide certain services.

 

4. Sharing and Disclosure of Information

 

We do not sell personal information.

Information may be disclosed when reasonably necessary to provide or administer our services, including to service providers that assist us with functions such as appointment scheduling, secure communications, technology, payment processing, or website operation.

Personal health information will only be disclosed with appropriate consent or where disclosure is otherwise permitted or required by law.

We may also disclose information where required to comply with legal obligations, court orders, regulatory requirements, or circumstances in which disclosure is permitted or required for health or safety reasons.

 

5. Personal Health Information

 

Mind Voice Psychotherapy may collect and maintain personal health information relating to the services provided to clients.

We take reasonable steps to protect this information from loss, theft, unauthorized access, use, disclosure, copying, modification, or disposal.

Access to personal health information is limited to individuals who require access for legitimate clinical, administrative, legal, or professional purposes.

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

 

6. Security and Retention

 

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold.

Information is retained only for as long as reasonably necessary to provide services and meet applicable legal, professional, regulatory, insurance, and record-keeping requirements.

Information that is no longer required will be securely destroyed, deleted, or anonymized where appropriate.

No electronic communication or storage system can be guaranteed to be completely secure. We therefore encourage users not to send highly sensitive or urgent clinical information through general website contact forms, regular email, or SMS unless specifically instructed to do so.

 

7. Website, Cookies and Third-Party Services

 

Our website may use cookies and similar technologies to support website functionality, understand website usage, and improve the user experience.

Our website may also contain links to third-party websites or services. Mind Voice Psychotherapy is not responsible for the privacy practices or content of websites or services that we do not operate.

Third-party platforms may have their own privacy policies and terms of use, which we encourage you to review.

 

8. Mobile SMS Messaging Privacy Policy

 

Information collected:
We may collect information, such as name, phone number, and email address.

Use of information collected:
We may use the information we collect to perform the services requested including billing, customer service, appointment reminders and other administrative requests.

Sharing of information collected:
Mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. This includes text messaging opt-in data and consent.

As a current or prospective customer, you understand that you can text us STOP at any time to opt out of receiving SMS text messages from us. You can text us HELP at any time to receive help.

You understand that the messaging frequency may vary. Messaging & data rates may apply.

All policies are followed as per CTIA guidelines 5.2.1. At any time if you want your information to be removed, you can contact us via our email address or regular mail.

 

9. Accessing or Correcting Your Information

 

You may contact us to request access to or correction of personal information or personal health information that we maintain about you.

Certain information may be subject to legal or professional restrictions on access, correction, deletion, or retention.

To make a privacy-related request, please contact us using the information below.

 

10. Privacy Questions or Complaints

 

If you have questions, concerns, requests, or complaints regarding our privacy practices or the handling of your information, please contact:

Mind Voice Psychotherapy
Unit 504, 245 Fairview Mall Drive
North York, ON M2J 4T1
Canada

Email: info@mindvoice.ca
Phone: +1-855-855-9520

 

11. Changes to This Privacy Policy

 

We may update this Privacy Policy periodically to reflect changes to our services, practices, technology, or legal requirements.

The most recent version will be posted on this website with the applicable “Last Updated” date.