Effective Date: January 1, 2024
Last Updated: January 1, 2024

Introduction

UPsilon Clinic Inc. is committed to protecting your privacy and ensuring the confidentiality of your personal health information. We collect, use, and disclose personal information responsibly and only to provide you with the psychological services you have consented to receive.

We operate in accordance with provincial privacy legislation:

• Ontario: Personal Health Information Protection Act (PHIPA) and Regulated Health Professions Act (RHPA)
• Alberta: Health Information Act (HIA) and Health Professions Act
• British Columbia: Personal Information Protection Act (PIPA) and Health Professions Act

We also comply with federal legislation including PIPEDA where applicable.

**Important: Simply accessing our website or submitting a contact form does NOT establish a therapeutic relationship. You become a client only after meeting with one of our psychologists/therapists, completing consent forms, and agreeing to services.**

What is Personal Health Information?

Personal Health Information includes any information about you collected while providing health care, including:

• Contact information and personal details
• Health history, presenting concerns, and treatment information
• Assessment results, progress notes, and recommendations
• Billing and payment information
• Referral information and correspondence

As registered psychologists, all identifiable information we collect is considered personal health information under provincial legislation.

How We Collect and Use Your Information

We collect and use personal health information to:

• Provide psychological services and maintain your health record
• Communicate with you and process appointments
• Handle billing and payments
• Ensure quality care through clinical supervision and consultation
• Comply with legal and regulatory requirements

We limit access to your information on a need-to-know basis to:

• Your treating psychologist and supervising psychologist (if applicable) – for clinical oversight, training, and quality assurance
• Administrative staff (for scheduling and billing only)
• Clinical supervision and consultation – your psychologist may consult with other qualified professionals about your case for clinical guidance
• Professional training – if your psychologist is in supervised practice, relevant clinical information may be shared for educational purposes
• Authorized consultants under strict confidentiality agreements (IT support, bookkeeping, legal counsel)

Protection of Your Information

We protect your personal health information through multiple safeguards:

Electronic Security

• Strong passwords and encryption on all devices
• SSL-encrypted website with secure hosting
• PHIPA-compliant electronic health records (Owl Practice)
• Secure video platforms for virtual sessions (Doxy.me and Owl Practice)
• Secure messaging through the online portal (Owl Practice) for sensitive communications

Staff Training

• All staff trained in privacy policies and procedures
• Limited access based on job requirements
• Immediate notification required for any potential breaches
• All external consultants must have privacy and security agreements with us

When We May Disclose Information

We respect your privacy and rarely disclose information without your consent. However, disclosure may be required in these situations:

Universal Requirements

• Risk of serious harm to yourself or others
• Court orders
• In accordance with applicable laws
• Professional or legal consultation

Provincial Mandatory Reporting

Ontario:

• Suspected child abuse (Child and Family Services Act)
• Professional misconduct by health professionals
• Abuse in long-term care or retirement homes

Alberta:

• Child abuse or neglect (under 18)
• Abuse of vulnerable adults
• Professional misconduct

British Columbia:

• Child abuse (under 19)
• Abuse of vulnerable adults
• Professional misconduct

Provincial regulatory bodies may also inspect records during audits to ensure standards of practice.

Emergency Resources

UPsilon Clinic does not provide emergency support via website, email, or voicemail. Our website, email communications, and phone messages are not monitored 24/7 and should never be used for crisis situations.

For mental health emergencies, use these resources:

National

• Crisis Services Canada: 1-833-456-4566 (24/7)
• Emergency Services: 911
• Kids Help Phone: 1-800-668-6868

Provincial Crisis Lines

• Ontario: ConnexOntario (1-866-531-2600)
• Alberta: Mental Health Helpline (1-877-303-2642)
• British Columbia: Mental Health Support (310-6789)

Please contact us during regular business hours to schedule an appointment if you would like psychological services.

Retention and Your Rights

Record Retention

We retain health records according to provincial requirements:

• Ontario: Minimum 10 years after last contact
• Alberta: Minimum 10 years (adults), until age 25 (minors)
• British Columbia: Minimum 7 years (adults), until age 26 (minors)

Records are securely destroyed after the retention period through cross-cut shredding (paper) or secure deletion (electronic).

Your Access Rights

You have the right to:

• Access your personal health record (within 30 days of written request)
• Request corrections to factual errors
• Receive clarification of technical language or abbreviations

Fees for Record Access:

• Administrative time and costs: Reasonable fees may apply
• Mailing costs: Actual postage fees

Contact our Office to request access or corrections.

Values and Accessibility

UPsilon Clinic is committed to providing culturally competent, inclusive psychological services. We recognize diversity in identity and experience, maintain an atmosphere of safety and respect, and acknowledge power inequities in therapeutic relationships.

Mental health services face numerous accessibility challenges, including financial barriers, accessibility and other systemic issues. We acknowledge these challenges and are committed to addressing these barriers.

We offer remote therapy via secure video platforms (Doxy.me and Owl Practice) and phone sessions to improve accessibility. We can provide referrals to professionals from diverse backgrounds and those providing services in other languages when available.

We are committed to ongoing examination of our own cultural identities, privileges, values, and biases to ensure these do not interfere in therapeutic relationships. The psychologists at UPsilon Clinic are dedicated to helping individuals who have historically not had access to evidence-based psychotherapy through pro bono work aimed at giving back to underserved populations.

Website and Privacy

Cookies and Website Usage We use cookies to improve your website experience and analyze site usage. You can disable cookies in your browser, though this may affect website functionality.

Security and International Transfers While we maintain strong security measures, no online communication can be guaranteed completely secure. Your information may be stored in Canada, the United States, or other countries with different privacy laws.

Children’s Privacy Our website is not intended for children under 18 (19 in BC). We do not knowingly collect information from minors.

Contact and Complaints

Information Officer: Dr. Jaleh Shahin, Clinic Director

For privacy complaints, contact our Information Officer or your provincial Privacy Commissioner:

Provincial Privacy Commissioners:

• Ontario: Information and Privacy Commissioner (416) 326-3333
• Alberta: Information and Privacy Commissioner (403) 297-2728
• British Columbia: Information and Privacy Commissioner (250) 387-5629

For professional concerns, contact your provincial College of Psychologists:

• Ontario: College of Psychologists of Ontario (416) 961-8817
• Alberta: College of Alberta Psychologists (780) 424-5070
• British Columbia: College of Health and Care Professionals of British Columbia (604) 736-4621

Terms of Use

Website Usage This website is for personal, non-commercial use only. You may not use the website for illegal or unauthorized purposes or attempt to gain unauthorized access to our systems.

Disclaimer All content is for information and educational purposes and does not substitute for professional medical, psychological, or mental health advice. Please consult a qualified healthcare professional for guidance.

Governing Law Use is subject to Canadian and provincial laws. This Policy is governed by the laws of the province where services are primarily provided.

Policy Updates

We may update this Policy periodically. We will notify you of significant changes by posting updates on our website and sending notification emails to current clients. Continued use of our services after policy changes indicates acceptance of the updated terms.

Questions?

Contact us through our contact form on the website.

© 2024 UPsilon Clinic Inc.