Privacy Policy

Heart of Mind Psychology Inc. is committed to protecting the privacy and confidentiality of our clients' personal and health information.

As a psychological practice operating in Alberta, we are required to adhere to strict privacy legislation, including the Personal Information Protection Act (PIPA) and the Health Information Act (HIA). This Privacy Policy outlines how we collect, use, disclose, and protect your information when you engage with our clinic and website.

1. Collection of Personal Information

We collect personal and health information only to the extent that it is reasonably required to provide you with safe, effective psychological services and to fulfill our administrative obligations.

Information we may collect includes:

  • Contact Information: Name, email address, phone number, and emergency contact details.

  • Health & Background Information: Medical history, mental health background, and presenting concerns collected through your secure online intake forms prior to your first session.

  • Financial Information: Credit card details (stored securely via our encrypted payment processor) and extended health benefits information for the purposes of direct billing.

  • Website Analytics: If you visit our website, we may collect basic, non-identifying statistical data (such as IP addresses and pages viewed) to help us improve our digital presence.

2. Use of Personal Information

The information we collect is used strictly for the purpose of your care and the administration of our clinic. We use your information to:

  • Assess your clinical needs and formulate an appropriate psychological treatment plan.

  • Provide secure, virtual psychological therapy.

  • Manage appointment bookings, reminders, and cancellations.

  • Process session fees and submit direct billing claims to your insurance provider (e.g., Alberta Blue Cross, Canada Life, Sun Life, etc.).

  • Respond to your inquiries submitted via our website contact form.

3. Disclosure of Personal Information

We will not disclose your personal or health information to any third party without your explicit, written consent, except where required or authorized by law.

Exceptions to confidentiality where we may be legally or ethically obligated to disclose information without your consent include:

  • Risk of Harm: If there is a clear and imminent risk that you may cause serious harm to yourself or another person.

  • Child Protection: If there is suspicion or disclosure that a child is currently experiencing abuse or neglect.

  • Legal Subpoena: If your clinical records are subpoenaed by a court of law.

  • Regulatory Audits: If requested by the College of Alberta Psychologists (CAP) for regulatory and compliance purposes.

Note: For the administration of direct billing, necessary demographic and session information will be shared securely with your specified extended health benefits provider.

4. Protection of Personal Information

We ensure the security of your personal information by utilizing industry-leading technological safeguards.

  • Secure Telehealth & EMR: All clinical records, intake forms, and virtual video sessions are hosted through Jane App, a highly secure clinic management platform that is fully compliant with Alberta’s HIA and federal PIPEDA laws.

  • Access Control: Access to your clinical file is strictly restricted to your treating psychologist and authorized administrative personnel.

  • Communication: Email and website contact forms are processed through a secure workspace environment. However, we ask that clients refrain from sharing highly sensitive clinical details via general email.

5. Retention of Records

In accordance with the guidelines set by the College of Alberta Psychologists and provincial legislation, we do not retain personal information longer than is reasonably required.

  • Clinical records for adult clients must be retained for a minimum of 10 years following the date of the last therapeutic contact.

  • After this mandated retention period, all physical and electronic records are securely destroyed or rendered permanently non-identifying.

6. Access and Correction

Under PIPA and HIA, you have the right to request access to the personal health information held in your clinical file. Upon written request, we will provide you with access to your records, subject to certain lawful restrictions. If you believe there is an error or omission in your personal information, you may request a correction.

7. Challenging Compliance

If you have questions or concerns regarding how Heart of Mind Psychology Inc. collects, uses, or protects your personal information, please direct them to our clinic:

Privacy Officer: Jennifer Heart of Mind Psychology Inc. Email: hello@heartofmindpsychology.ca

If your concerns are not resolved to your satisfaction, you have the right to contact the Office of the Information and Privacy Commissioner of Alberta (OIPC):

OIPC Edmonton Office 410 – 9925 109 Street Edmonton, AB T5K 2J8 Phone: 780-422-6860 Toll-Free: 1-888-878-4044 Email: generalinfo@oipc.ab.ca

8. Changes to this Policy

Heart of Mind Psychology Inc. reserves the right to modify this Privacy Policy at any time to ensure ongoing compliance with provincial legislation. Any updates will be posted directly to this page.

Last Updated: April 2026