Choosing Health Counselling Privacy Policy

Your Privacy Matters

At Choosing Health Counselling, protecting your personal health information is a fundamental part of the care we provide. We are committed to handling your information with respect, confidentiality, and in compliance with Ontario’s Personal Health Information Protection Act (PHIPA).

This page explains what information we collect, how we use it, how we protect it, and your rights as a client.

What Is Personal Health Information (PHI)?

Personal Health Information (PHI) is any information that can identify you and relates to your health, care, or payment for care.

This may include:

  • Personal Identifiers: Name, date of birth, address, email, phone number, emergency contacts

  • Clinical Information: Health history, concerns, diagnoses, treatment plans, session notes, test results, and correspondence with other providers

  • Administrative & Financial Information: Billing records, insurance claims, invoices, and payment history

  • Other Identifying Details: Appointment attendance (including group sessions) or any details that could indirectly identify you

We treat all client information as confidential—whether it is written, electronic, or spoken.

How We Collect, Use, and Share Information

We only collect, use, and share your personal health information when it is necessary for your care or required by law.

We use your information to:

1. Provide Care and Treatment
To understand your needs, deliver services, and monitor progress
Example: Recording session notes and treatment goals

2. Coordinate Care (with your consent)
To collaborate with other healthcare providers when needed
Example: Sharing reports with your physician

3. Manage Administrative and Financial Services
To schedule appointments, process payments, and submit insurance claims
Example: Creating invoices using session details

4. Meet Legal and Regulatory Requirements
To comply with professional and legal obligations
Example: Providing records if required by law or regulatory bodies

We will always obtain your consent before sharing your information, unless legally permitted or required otherwise.

How We Protect Your Information

We use a combination of administrative, physical, and technical safeguards to protect your personal health information.

Administrative Safeguards

  • Access to information is limited based on role

  • Staff receive privacy training and regular updates

  • Privacy policies are reviewed regularly

  • Clear procedures exist for managing incidents or breaches

Physical Safeguards

  • Paper records are stored securely

  • Sessions take place in private settings

  • No records are left unattended in shared spaces

Technical Safeguards

  • Electronic records are password-protected and encrypted

  • Approved, secure platforms are used for record-keeping

  • Devices automatically lock when not in use

  • Secure remote access is used when required

Retention and Secure Disposal of Records

We retain client records in accordance with legal requirements:

  • At least 10 years after your last appointment, or

  • 10 years after you turn 18, whichever is later

When records are no longer required, they are securely destroyed:

  • Paper records are shredded

  • Digital records are permanently deleted from all systems

Your Rights

Under PHIPA, you have the right to:

  • Access your information – Request a copy of your records

  • Request corrections – Ask us to correct inaccurate or incomplete information

  • Make a complaint – Raise concerns about how your information is handled

We are committed to responding to all requests respectfully and promptly.

Privacy Contact Person

We have a designated Privacy Contact Person responsible for ensuring compliance with privacy laws and addressing any concerns.

Contact Person: Melissa Scheichl
Title: Clinic Founder & Director
Email: melissa@choosinghealth.ca
Phone: 289-326-9989

You may contact this person if you:

  • Have questions about this privacy policy

  • Want to access or correct your records

  • Have concerns or wish to make a complaint

Privacy Breaches

A privacy breach occurs when personal health information is lost, accessed, or shared without authorization.

If a breach occurs, we will:

  • Take immediate steps to contain the situation

  • Notify affected individuals when required

  • Investigate and take corrective action

  • Report to regulatory authorities when necessary

We take all privacy incidents seriously and act quickly to protect your information.

Transparency and Consent

We believe in being open about how your information is handled.

  • This privacy policy is available on our website and in our clinic

  • We review our privacy practices regularly

  • We obtain your consent for the collection, use, and sharing of your information

If you have questions about who can access your information, we are happy to help.

Ongoing Privacy Commitment

We maintain a strong privacy program that includes:

  • Staff training during onboarding and at regular intervals

  • Regular review and updates of privacy policies

  • Monitoring and improving our safeguards

  • Maintaining records of training, audits, and incidents

Protecting your privacy is a shared responsibility across our team.

Contact Us

If you have any questions, concerns, or requests regarding your personal health information, please contact our Privacy Contact Person listed above.

Last updated: March 19, 2026