Privacy and Related Policies at Attuned Therapy
Why do we collect personal information?
We collect personal information to contact you, provide invoices and receipts, assess your needs, develop a treatment plan, provide services, evaluate our services, respond in the case of an emergency, or provide your records/consultation to other parties (with your consent).
We collect, use and disclose personal health information in accordance with The Personal Health Information Act (PHIA) of Manitoba and applicable federal privacy legislation. We collect only the information that is reasonably necessary to provide counselling services and to operate our practice.
Your personal health information will only be used for the purposes described in this policy unless we obtain your consent or are required or permitted by law to do otherwise. You may withdraw or limit your consent to the use or disclosure of your information at any time, subject to legal or contractual obligations. Withdrawing consent may impact our ability to provide services.
Collection of personal information through our website
When you visit our website or submit a contact form, we may collect personal information such as your name, phone number, email address, and any information you choose to include in your message. This information is used only to respond to your inquiry and determine whether our services may be a good fit.
What information do we keep?
We are required to keep a record of all of our clients. Your records may include contact information, emergency information, consent forms, contracts, assessments, previous records, treatment plans, session notes and summaries, billing information, and all correspondence we send or receive from you related to your treatment. We collect only the information necessary to provide counselling services.
Where do we keep your information?
We keep our physical files under supervision when in use, or in locked filing cabinets when not in use. We keep our electronic files in password-protected and firewall-protected systems accessible only to Attuned Therapy. Electronic records may also be stored in a secure, encrypted web-based practice management system that is routinely backed up.
Electronic storage and cloud services
Some electronic records may be stored or processed using secure third-party service providers (for example: practice manage‐ment software, secure email, virtual therapy platforms, or payment processors). These providers are required to maintain appropriate safeguards to protect your personal information.
How do we protect your information?
We take reasonable administrative, technical, and physical safeguards to protect personal health information from loss, theft, unauthorized access, disclosure, copying, use or modification. We are responsible for personal information under our control and ensure that any third-party providers maintain appropriate privacy protections.
How long do we keep your information?
We retain client records for at least 10 years following our last contact with you, or 10 years past your 18th birthday if you were a child or adolescent at the termination of treatment.
How do we destroy documents or files with your personal health information?
We destroy paper files and documents containing personal information by secure shredding. Electronic information is permanently deleted, and when hardware is discarded, we ensure that all data has been securely destroyed.
How do I access my personal information?
You have the right to see your file. If you are our client or have recently been our client, upon request, we will schedule a time to review the file with you. If you believe there is a mistake in factual information, you may request that it be corrected. We will not change information related to our professional opinions. If we do not agree with a requested correction, you may submit a written statement that will be included in your file. You may request access to your personal health information by submitting a written request to the Privacy Officer.
Privacy Officer
Attuned Therapy has designated a Privacy Officer responsible for ensuring compliance with privacy legislation and responding to privacy concerns.
Privacy Officer: Tricia Sullivan
Email: tricia@attunedtherapywpg.ca
Phone: 204-987-9004
What is our privacy policy?
We comply with The Personal Health Information Act (PHIA) of Manitoba and applicable federal privacy legislation. We will not share any personal health information outside of Attuned Therapy without your knowledge and consent, except in the following circumstances as required by law:
- When there is a clear and imminent risk of serious harm to someone
- When we suspect that a child under 18 is at risk of abuse or neglect
- When a client reports sexual abuse by a regulated health professional
- When we suspect abuse of a person in a long-term care facility
- When a court of law subpoenas records
- When a licensing or regulatory body inspects records as part of their duties
If a third party is paying for your treatment, they may receive confirmation of attendance for billing purposes, but not the content of sessions.
Privacy breaches
In the event of a privacy breach involving personal information, we will take steps to reduce the risk of harm and notify affected individuals when appropriate in accordance with privacy legislation.
What is our use of electronic communication?
We communicate with clients and other service providers using phone, email, text, mail, and virtual platforms. While we take steps to protect your privacy, electronic communication carries some risk and confidentiality cannot be guaranteed. We keep a record of all clinical or substantive electronic communication in your health record. You may request limits on how we communicate with you.
Website analytics and cookies
Our website may use basic analytics tools or cookies that collect non-identifying information such as browser type, pages visited, and time spent on the site. This helps us improve our website and services and does not identify you personally.
Use of third-party services
We may use trusted third-party providers to support our practice, including:
- Website hosting providers
- Email and communication platforms
- Secure practice management software
- Payment processors
These providers may access personal information only as necessary to provide services on our behalf and are required to maintain appropriate safeguards.
Marketing and contact preferences
We do not use personal health information for marketing. If you contact us, we will use your information only to respond to your inquiry unless you request otherwise. You may request that we stop contacting you at any time.
Concerns or complaints about privacy
If you have questions or concerns about our privacy practices, please contact the Privacy Officer listed above. If your concerns are not resolved, you may contact the Manitoba Ombudsman:
Phone: 1-800-665-0531
Website: https://www.ombudsman.mb.ca