Privacy & Confidentiality Policy

1. Privacy Officers

Leila Howard and Devana Weiss are responsible for compliance with this policy and PIPA. Contact us at leilahoward@steadycorecounselling.ca or devanaweiss@steadycorecounselling.ca, BC, Canada.

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2. Personal Information We Collect

We collect only the personal information necessary directly from you to provide counselling services. This may include:

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• Contact details: Name, email address, phone number, mailing address collected by email, phone communication or secure booking system. ​

• Health and mental health information: Information collected on our intake form and consent form via our secure booking system or email or phone exchange (sensitive personal information under the Personal Information Protection Act).​

• Booking and scheduling information:  Through our secure booking system, we collect name, email, preferred appointment times,​

• Payment information: we generally collect payment by etransfer. Cash or cheque is also accepted for in-person appointments.​

• Technical data: our Wix website may store IP address on an international server, browser type, device information, and site usage (via cookies/analytics, if enabled).​

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3. How we Collect Personal Information​: During email, phone consults or follow up communication or our secure booking system.

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4. Purposes for Collection, Use and Disclosure

We collect, use and disclose your personal information ONLY for:
Scheduling and managing appointments via our booking system, providing counselling and coaching services, billing, payment processing and administrative tasks, communication with you (reminders, follow up) as well as for complying with legal obligations (e.g. mandatory reporting)

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We limit information to what is necessary and do not use your information for unrelated marketing without express consent.

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5. Consent

By booking an appointment, contacting us, or engaging in services, you provide implied consent to collect, use and disclose your information for the purposes above. For sensitive health information, we seek express consent where appropriate e.g. intake/consent forms. You may withdraw consent any any time. (subject to legal or contractual limits, which we will explain).

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6. Limits to Confidentiality and Mandatory Disclosures

Counselling is confidential, but exceptions apply under law and ethics:

• Reasonable belief of imminent harm to self or others

• Suspected abuse/neglect of children, vulnerable adults, or elders (mandatory reporting).

• Court orders or subpoenas.

• Professional consultation/supervision (anonymized where possible).

We will inform you of any required disclosure unless prohibited by law.

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7. Sharing and Disclosure

We share information only as necessary:

• With our booking management system 

• With payment processors if desired (PayPal)

• Other professionals (for referrals ONLY with your consent).

• As required by law.

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8. Storage, Security and Retention

Information is stored securely using reasonable safeguards provided by our booking system. Session notes and sensitive records are kept in secure, PIPA compliant systems.

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We retain information only as long as necessary, typically 7 years after last contact (per professional standards), then securely destroyed.

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9. Your Rights

Under PIPA, you have the right to:

• Access your personal information (with limited exceptions i.e. if it could harm health/safety)

• Request corrections.

• Withdraw consent (with explanation of impacts)

• File a complaint with our Privacy Officers or the Office of the Information and Privacy Commissioners  for BC (OIPC).

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10. Cookies and Tracking Technologies

We do not use forms on our website but you may choose to subscribe to our blog. You have the option to reach out to us by email or phone. Our website uses cookies for functionality, analytics, and performance. Wix provides a cookie banner for consent management. You can manage preferences via your browser or our banner. For details, see Wix's Cookie Policy.

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11. Changes to This Policy

We may update this policy. Changes will be posted here with the updated date. 

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12. Contact US

For questions, access requests or concerns contact the Privacy Officers listed above.

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Thank you for trusting us with your personal information.

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