Privacy Policy

1. Who We Are

Wholetherapy is a trauma-focused psychotherapy practice based at 45 Alderney Drive, Suite 815, Dartmouth, NS B2Y 2N6. Our clinical team is regulated by the Nova Scotia College of Counselling Therapists (NSCCT) and the Nova Scotia College of Social Workers (NSCSW).

For questions about this policy or your personal information, you can reach our Privacy Officer at info@wholetherapy.ca or by phone at 902-461-1721.

2. Information We Collect

To provide you with care, we collect the personal health information necessary for assessment, treatment, and clinic operations. This may include:

• Identifying information: name, date of birth, contact details, emergency contact
• Health information: presenting concerns, mental health history, treatment notes, assessments, and progress records
• Billing and insurance information: payment details and insurance benefits coordination
• Communications: emails, secure messages, and consultation notes
• Website data: if you submit forms or take our therapist matching quiz, the responses you provide

3. How We Use Your Information

We use your personal health information only for purposes you have consented to or that are permitted by law. Primary uses include:

• Providing assessment, therapy, and clinical care
• Matching you with an appropriate clinician on our team
• Coordinating care with other healthcare providers, with your consent
• Processing payments and submitting insurance claims at your request
• Maintaining clinical records as required by regulatory bodies
• Quality improvement and clinical supervision (de-identified where possible)

4. How We Protect Your Information

We take reasonable safeguards to protect your information from loss, theft, and unauthorized access or disclosure. These include:

• Encrypted electronic health records through Jane App, a Canadian-hosted, PHIPA/PIPEDA-compliant EMR
• Secure video conferencing for virtual sessions
• Physical security at our clinic location
• Staff training on confidentiality, with all clinicians and administrative staff bound by professional and contractual confidentiality obligations

5. When We Share Your Information

We do not sell or share your personal health information for marketing. We may share information in the following limited circumstances:

• With your consent: to family members, family physicians, or other care providers when you authorize it in writing
• For clinical supervision: de-identified case material may be discussed with clinical supervisors as part of standard practice
• When required by law: to comply with court orders, child protection reporting obligations, or imminent risk-of-harm circumstances as required by our regulatory bodies and the laws of Nova Scotia

6. Your Rights

You have the right to:

• Access your personal health information
• Request a copy of your clinical records
• Request corrections to inaccurate information
• Withdraw consent for non-essential uses of your information
• File a complaint about how your information has been handled

To exercise any of these rights, contact our Privacy Officer at info@wholetherapy.ca. We aim to respond to requests within 30 days.

7. Record Retention

Clinical records are retained for the period required by the regulatory body governing the clinician who provided your care. For Registered Counselling Therapists and Social Workers in Nova Scotia, this is typically a minimum of 10 years following your last appointment, or 10 years after a minor client reaches the age of majority. After this period, records are securely destroyed.

8. Website & Cookies

Our website may use cookies and analytics tools to understand how visitors use the site. This data is aggregated and does not personally identify you. You can disable cookies in your browser settings.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Significant changes will be communicated through our website.

10. How to Contact Us or File a Complaint

If you have questions or concerns about your privacy or this policy, please reach out:

Privacy Officer, Wholetherapy
45 Alderney Drive, Suite 815
Dartmouth, NS B2Y 2N6
info@wholetherapy.ca
902-461-1721

If you are not satisfied with our response, you can contact the Office of the Information and Privacy Commissioner for Nova Scotia at oipc.novascotia.ca, or the Office of the Privacy Commissioner of Canada at priv.gc.ca.