Privacy Policy

Last updated: June 2026

Aware & Aligned Therapy is committed to protecting your privacy and maintaining the confidentiality of your personal health information. This policy outlines how personal health information is collected, used, stored, and protected when receiving virtual psychotherapy services.

Virtual therapy allows clients to access psychotherapy services through secure video conferencing and other approved electronic communication methods. While virtual care offers flexibility and convenience, it also involves unique privacy considerations. This policy explains the safeguards in place to protect your information and outlines your rights as a client.

Collection and Use of Personal Health Information

Personal health information may include:

  • Contact information

  • Personal and family history

  • Information shared during therapy sessions

  • Clinical notes and treatment records

  • Billing and payment information

  • Appointment history

This information is collected only as necessary to provide psychotherapy services, maintain clinical records, communicate regarding appointments, and comply with professional and legal obligations.

Electronic Records

Aware & Aligned Therapy uses Jane Practice Management Software to securely store client information and clinical records.

Electronic records are protected through:

  • Encrypted data storage and transmission

  • Password-protected systems

  • Multi-factor authentication where available

  • Secure servers and regular software updates

  • Restricted access to authorized users only

Jane's security and privacy practices can be reviewed through their website.

Confidentiality

Confidentiality is a cornerstone of psychotherapy.

Information shared during therapy sessions will remain confidential except where disclosure is required or permitted by law, including situations involving:

  • Risk of serious harm to yourself or another person

  • Suspected abuse or neglect of a child

  • Court orders or other legal requirements

  • Regulatory requirements of professional colleges

Whenever possible, confidentiality limits will be discussed with you before disclosure occurs.

Virtual Session Privacy

To support privacy during virtual sessions, clients are encouraged to:

  • Attend sessions from a private location

  • Use a secure internet connection

  • Wear headphones when possible

  • Ensure others cannot overhear the session

  • Notify their therapist if another person is present

While reasonable efforts are made to ensure secure communication, no electronic system can guarantee absolute security.

Email and Electronic Communication

Email and electronic messaging may be used for administrative purposes such as:

  • Scheduling appointments

  • Sending receipts

  • Providing forms or resources

Email is not considered a fully secure method of communication. Sensitive or urgent clinical matters should not be discussed via email.

Clients acknowledge that electronic communication carries some inherent privacy risks.

Privacy Safeguards

Aware & Aligned Therapy takes reasonable steps to protect personal health information through:

Technical Safeguards

  • Encryption of electronic records

  • Password-protected devices and accounts

  • Secure Wi-Fi networks

  • Antivirus and security software

  • Regular software updates

Administrative Safeguards

  • Compliance with PHIPA and professional standards

  • Secure record-keeping procedures

  • Ongoing review of privacy practices

Physical Safeguards

  • Secure storage of devices containing client information

  • Private workspaces during sessions

  • Protection of any paper records through locked storage

Access to Your Information

Clients may request access to their personal health information in accordance with applicable legislation and professional standards.

Requests for access or correction of records may be submitted in writing.

Withdrawal of Consent

Clients may withdraw consent for virtual services at any time.

If consent is withdrawn, alternative options may be discussed where appropriate. In some circumstances, withdrawal of consent may limit the ability to continue providing services.

Privacy Breaches

In the unlikely event of a privacy breach involving personal health information, reasonable steps will be taken to:

  1. Contain the breach.

  2. Assess the scope and impact.

  3. Notify affected individuals where required.

  4. Meet any reporting obligations under applicable legislation.

  5. Implement measures to prevent future occurrences.

Record Retention

Client records are retained in accordance with the standards of the College of Registered Psychotherapists of Ontario (CRPO) and applicable legislation.

Records are securely destroyed once retention requirements have been met.

Questions or Concerns

If you have questions about this policy or concerns regarding your privacy, please contact:

Julia Telford, Owner; RP

julia@awareandalignedpsychotherapy.com

519-802-6760