Privacy Policy

Effective Date: September 10, 2025

Information collection and use

Cherry Tree Counselling and Psychotherapy Services (“we”, “our”, or “us”) is committed to protecting the privacy and confidentiality of the people we serve. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with Ontario’s Personal Health Information Protection Act (PHIPA), 2004 and other applicable laws.

By using our website, services, or communication tools (including SMS/text messaging), you are agreeing to the practices described in this Privacy Policy.

Collection and Use of Personal Health Information

We collect only the personal health information necessary to provide you with safe, effective, and professional counselling services. This may include:

Contact information (name, phone number, email, mailing address)
Health history and presenting concerns
Records of sessions and progress notes
Payment and insurance details
Communication preferences (including SMS/text messaging consent)

We collect this information directly from you, unless you have consented for us to collect it from others (e.g., a physician, insurer) or if permitted/required by law.

How We Use Your Information

Your personal health information may be used for the following purposes:

To provide you with counselling and psychotherapy services
To maintain accurate clinical records as required by law
To communicate with you about appointments, resources, or updates to our services
To manage payments and billing
To support program evaluation, quality improvement, and clinic operations
To comply with legal or regulatory requirements

We will not use or disclose your information for purposes other than those for which it was collected, except with your consent or as required/permitted by law.

Disclosure of Information

We may disclose your personal health information:

To comply with a legal obligation (e.g., court order, mandatory reporting laws)
To protect you or others if there is a serious risk of harm
To health professionals involved in your care, with your consent
To regulatory bodies for professional accountability, as required

We will not sell or share your personal information with third parties for marketing purposes.

Safeguards and Security

We take all reasonable steps to protect your information from loss, theft, unauthorized access, copying, use, or disclosure. This includes secure electronic record systems, password protection, encryption, and physical safeguards.

Despite our efforts, no method of transmission or storage is completely secure. We encourage you to contact us if you have questions about the protections in place.

Retention and Access

We keep your clinical records as required by professional and legal standards. You have the right to access your personal health information, request corrections, and be informed of any disclosures. To make a request, please contact us directly.

SMS/Text Messaging Consent

If you choose to receive SMS/text messages from Cherry Tree Counselling, please note the following:

By providing your mobile number, you consent to receive SMS/text messages from our clinic regarding appointment reminders, service updates, and related information.
We will never share your personal information with third parties for marketing purposes.
Message frequency may vary depending on your care.
You can opt out at any time by replying STOP. You may also reply HELP for more information.
Standard message and data rates may apply based on your mobile carrier.

Cookies and Website Data

Our website uses cookies and similar technologies to improve user experience, analyze website traffic, and enhance service quality. You can adjust your browser settings to refuse cookies, but some website features may not function as intended.

We may also collect non-identifying usage data (such as IP address, device type, and browsing behaviour) to support site security and performance.

Links to Other Sites

Our website may contain links to third-party sites. We are not responsible for the privacy practices of those sites and encourage you to review their policies.

Children’s Privacy

Our services are intended for individuals aged 6 and older. We do not knowingly collect information from minors without parental or guardian consent.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated effective date. We encourage you to review this policy periodically.