Privacy Policy

1. Introduction

Anchor Child Therapy (“we,” “our,” or “us”) is committed to protecting the privacy and confidentiality of personal and personal health information in accordance with the Personal Health Information Protection Act (PHIPA, 2004) and all applicable privacy laws in Ontario.

This Privacy Policy explains how we collect, use, disclose, and protect your personal and health information when you visit our website or receive services from our clinic.

2. Information We Collect

We collect information necessary to provide effective child therapy and related services.

Personal Information

This may include your:

• Name
  
  

• Address
  
  

• Phone number
  
  

• Email address
  
  

• Parent or guardian contact details (for minors)
  
  

• Payment information (if applicable)
  
  

Personal Health Information (PHI)

This may include:

• Health history and presenting concerns
  
  

• Treatment plans, progress notes, and assessments
  
  

• Information from referring professionals or other healthcare providers
  
  

• Session notes and communication related to your care
  
  

We collect this information directly from you (or your parent/guardian, if applicable), and sometimes from referring professionals, always with appropriate consent.

3. How We Collect Information

We collect personal and health information in several ways:

• Through intake and consent forms completed before or during therapy
  
  

• During in-person or virtual therapy sessions
  
  

• Via email, phone, or secure messaging
  
  

• Through our website contact form (for inquiries only)
  
  

Our virtual sessions and record management are conducted using Owl Practice, a secure, PHIPA-compliant platform.

4. Purpose for Collecting and Using Information

We collect, use, and retain personal and health information only for legitimate purposes, including:

• Providing assessment and therapy services
  
  

• Maintaining accurate clinical records
  
  

• Coordinating care with other healthcare providers (with your consent)
  
  

• Managing appointments, billing, and administrative tasks
  
  

• Communicating with you regarding services
  
  

• Meeting legal and professional requirements under PHIPA and the College of Registered Psychotherapists of Ontario (CRPO)
  
  

Your information will not be used for marketing or advertising purposes without your explicit consent.

5. Consent

We obtain your consent for the collection, use, and disclosure of your information, except where otherwise permitted or required by law.

You may withdraw or limit your consent at any time by contacting us in writing. However, withdrawal of consent may affect our ability to provide services or comply with professional requirements.

For minors, consent is obtained from a parent or legal guardian unless otherwise permitted by law.

6. Disclosure of Information

We will not sell or trade your information. We may disclose information only:

• With your express consent
  
  

• To other healthcare providers involved in your or your child’s care
  
  

• To comply with legal or regulatory obligations
  
  

• When required by law (e.g., risk of harm, court order, reporting child abuse)
  
  

• To trusted service providers who assist us with secure data storage or administrative functions (e.g., Owl Practice), all of whom are PHIPA-compliant and bound by confidentiality agreements
  
  

7. How We Protect Your Information

We maintain administrative, technical, and physical safeguards to protect your information, including:

• Encrypted cloud storage of all records via Owl Practice
  
  

• Password-protected devices and accounts
  
  

• Secure communication channels
  
  

• Restricted access to client files for authorized personnel only
  
  

• Confidentiality agreements for all staff and contractors
  
  

Despite these measures, no system can be entirely risk-free. In the unlikely event of a privacy breach, we will promptly notify affected individuals and the Information and Privacy Commissioner of Ontario (IPC) in accordance with PHIPA.

8. Electronic Communication Disclaimer

You may contact Anchor Child Therapy by email, phone, or secure messaging through Owl Practice.

Please note that standard email is not a fully secure form of communication. While we take precautions to safeguard messages, we recommend using our secure client portal for sharing sensitive or clinical information. By initiating communication via email, you acknowledge and accept this risk.

9. Data Retention

Health records are retained for a minimum of 10 years from the date of last contact, or, in the case of minors, 10 years after they reach 18 years of age, in accordance with PHIPA and professional regulations.

Website contact form submissions are stored only as long as needed to respond to your inquiry and are then securely deleted.

10. Website and Cookies

Our website collects limited, non-identifiable information (such as IP address, browser type, and session duration) to improve site functionality.

We do not use analytics tools (such as Google Analytics) or marketing trackers.
You may adjust your browser settings to refuse cookies; however, some site functions may not operate properly as a result.

11. Third-Party Links

Our website may contain links to external websites (e.g., professional directories or resources). We are not responsible for the privacy practices or content of those third-party sites and encourage users to review their privacy policies.

12. Access and Correction of Records

You have the right to:

• Access your or your child’s health record
  
  

• Request corrections to your record if you believe information is inaccurate or incomplete
  
  

• Withdraw consent for the use or disclosure of your information (subject to legal limits)
  
  

• Request a record of disclosures
  
  

All such requests should be made in writing to our Privacy Officer.

13. Questions, Complaints, or Concerns

If you have questions about this Privacy Policy or wish to make a complaint regarding the handling of your personal or health information, please contact:

Privacy Officer
Anchor Child Therapy
911 Golf Links Road
Ancaster, Ontario
Email: info@anchorchildtherapy.com
Phone: 289-339-3123

If you are not satisfied with our response, you may contact:

Information and Privacy Commissioner of Ontario (IPC)
Website: https://www.ipc.on.ca
Phone: 1-800-387-0073

14. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. The latest version will always be available on our website, with the updated effective date noted above.

15. Acceptance of Terms

By using our website or engaging our therapy services, you acknowledge that you have read and agree to this Privacy Policy. If you do not agree, please do not submit personal information through our website.

Effective Date: October 2025
Anchor Child Therapy
Website: anchorchildtherapy.com
Email: info@anchorchildtherapy.com
Phone: 289-339-3123
Address: 911 Golf Links Road, Ancaster, Ontario