I collect only information that is reasonably necessary to provide counselling services, maintain appropriate records, communicate with you, administer the practice, and meet my legal and professional obligations.

Depending on your relationship with the practice, this may include:

• your name, preferred name, pronouns, date of birth, address, phone number, and email address
• information provided through intake forms, consent forms, inquiries, or communications
• information relevant to counselling, including personal history, relationships, health information, medications, mental health history, and safety information
• clinical notes and other documentation related to your care
• appointment, scheduling, attendance, and communication records
• emergency contact information
• billing, payment, receipt, and insurance-related information where applicable
• information received from another person or professional when you have authorized the exchange of information, or when collection is otherwise permitted by law
• limited technical information generated when you use the website, such as IP address, browser or device information, and website usage information

I aim not to collect information simply because it may be interesting or potentially useful. Information is collected in relation to the services being provided and the requirements of maintaining an appropriate client record.

Most personal information is collected directly from you.

This may happen when you use the website, contact me, book an appointment, complete forms through Jane, participate in a discovery call or counselling session, use Jane Secure Messaging, make a payment, or otherwise communicate with the practice.

Personal information may be used to:

• provide and document counselling services
• understand your needs and support clinical decision-making
• communicate with you
• schedule and manage appointments
• respond to safety concerns
• process payments and issue receipts
• coordinate care when you have provided appropriate authorization
• maintain clinical, administrative, and financial records
• respond to requests for records or information
• meet legal, ethical, insurance, and professional obligations
• securely operate and administer The Work of Being Counselling

I will not use your personal information for a new purpose that is unrelated to the reason it was collected unless I obtain appropriate consent or the use is otherwise permitted by law.

Consent: Where required, I obtain consent before collecting, using, or disclosing personal information. You may withdraw consent to certain uses or disclosures by providing reasonable notice. Some information may still need to be retained or used to meet legal, professional, financial, or record-keeping obligations.

Your personal information and counselling record are confidential and will not ordinarily be disclosed to another person or organization without your consent.

Information may be shared when you have authorized me to communicate with another person or professional, where limited information is required by a service provider assisting with practice operations, or where disclosure is permitted or required by law.

Limits to confidentiality may include:

• a substantial risk of serious imminent harm to you
• a substantial risk of serious imminent harm to another person
• a need to protect an identifiable minor or vulnerable adult in accordance with applicable law
• any lawful requirement to disclose information, such as a subpoena or court order

When disclosure without your consent is necessary, I will aim to disclose only the information reasonably necessary for the purpose and, whenever safe, appropriate, and legally possible, discuss the disclosure with you.

I may also seek professional consultation or clinical supervision when doing so supports the quality of care. I will protect your privacy and avoid identifying you whenever reasonably possible.

I use third-party technology providers to operate The Work of Being Counselling.

I take reasonable steps to select and use service providers in a manner consistent with my privacy and professional obligations.

Some technology providers may process or store information in jurisdictions outside British Columbia or Canada as part of providing their services. Where this occurs, information may be subject to the laws of the jurisdiction in which it is processed or stored.

I do not sell or rent client personal information, and I do not disclose clinical information for advertising or marketing purposes without separate, appropriate consent.

The Work of Being Counselling website is hosted using Thinkific. Thinkific may use cookies and similar technologies that are necessary for website functionality, security, session management, and other platform purposes.

I do not currently use additional advertising pixels or third-party analytics tools on the website.

If analytics, advertising, or other tracking technologies are added in the future, this Privacy Policy will be updated as appropriate.

You can manage or restrict cookies through your browser settings, although doing so may affect some website functions.

If you become a counselling client, I maintain a clinical record of our work together. This may include contact and intake information, consent forms, appointment information, clinical notes, correspondence relevant to your care, and billing records.

Clinical records are maintained electronically through Jane.

I use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information I hold. These may include password protection, multi-factor authentication where available, access controls, secure devices and networks, software updates, and private work environments.

No electronic system can be guaranteed to be completely secure. I nevertheless take reasonable steps to reduce privacy and security risks.

Jane Secure Messaging is preferred when sensitive information needs to be communicated electronically outside of a counselling session.

Regular email may not provide the same degree of privacy or security. I therefore encourage clients to avoid including highly sensitive clinical information in ordinary email wherever possible.

Information relevant to your care that is communicated electronically may become part of your clinical record.

Clinical records are retained in accordance with applicable law and BCACC professional requirements.

For adult clients, clinical records are generally retained for at least seven years from the date of the last recorded entry, and may be retained longer where necessary to meet legal, professional, insurance, or legitimate business requirements.

Financial and administrative records may also be retained for periods required by tax, accounting, insurance, or other business obligations.

When personal information is no longer required and there is no legal or business reason to retain it, records will be securely destroyed, deleted, or de-identified as appropriate.

I also maintain arrangements intended to protect the confidentiality, security, and availability of client records if I become unable to practise because of illness, incapacity, death, retirement, or closure of the practice.

You may make a written request to access personal information about you that is under the control of The Work of Being Counselling, subject to exceptions permitted by law.

Requests can be sent to [email protected].

I will make reasonable efforts to assist you and respond accurately and completely. Under PIPA, requests are generally responded to within 30 days, subject to circumstances where the response period may lawfully be extended.

There may be limited circumstances where some information must be withheld or removed before access is provided, such as where disclosure would reveal another person’s personal information or where another legal exception applies.

You may also ask me to correct personal information you believe contains an error or omission. Corrections to clinical records are made in a way that preserves the integrity of the original record and reflects appropriate professional documentation practices.

A privacy breach may involve unauthorized access to, collection, use, disclosure, copying, loss, modification, or disposal of personal information.

If I become aware of a privacy breach, I will take reasonable steps to contain and investigate the incident, protect information from further exposure, assess and reduce potential harm, and take steps intended to prevent recurrence.

Affected individuals will be informed where appropriate, and privacy incidents will be reported to the Office of the Information and Privacy Commissioner for British Columbia (OIPC) where required or appropriate under applicable legal and professional obligations.

I, Jas Chauhan, RCC #26889, CCC #11265845, am the Privacy Officer for The Work of Being Counselling and am responsible for the practice’s compliance with applicable privacy requirements.

If you have a question, concern, access request, correction request, or complaint about how your personal information has been handled, please contact me in writing. I will take privacy concerns seriously and make reasonable efforts to investigate and respond appropriately.

You may also make a complaint or request a review through the Office of the Information and Privacy Commissioner for British Columbia (OIPC).

This Privacy Policy may be updated from time to time to reflect changes in the practice, technology, service providers, professional standards, or applicable law.

The most current version will be available through The Work of Being Counselling. If a change materially affects how existing client information is collected, used, or disclosed, I will provide notice and obtain additional consent where required.