Privacy Policy
How we collect, use, and protect your personal information.
Last updated: March 2026
KW Therapy ("we," "us," or "our") is committed to protecting the privacy and confidentiality of your personal information. This policy explains how we collect, use, disclose, and safeguard your information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario legislation.
Who We Are
KW Therapy is a psychotherapy practice located at Suite 304, 678 Belmont Avenue West, Kitchener, Ontario, N2M 1N6. Our therapists are registered with the College of Registered Psychotherapists of Ontario (CRPO) and are bound by professional standards of confidentiality.
Information We Collect
We may collect the following types of personal information:
- When you book an appointment: Your name, email address, phone number, and any information you provide through our booking platform (Jane App). Jane App has its own privacy policy governing how your booking data is handled.
- During therapy sessions: Clinical notes, treatment plans, and health-related information necessary to provide psychotherapy services. This information is subject to strict confidentiality requirements under CRPO standards and Ontario health privacy legislation.
- When you visit this website: Our hosting provider (Cloudflare) may automatically collect technical data such as your IP address, browser type, and pages visited. This data is used for security and performance purposes. We do not use tracking cookies or third-party advertising scripts on this website.
- When you contact us by email: Your name, email address, and the content of your message.
How We Use Your Information
We use your personal information only for the following purposes:
- To provide psychotherapy services and manage your care
- To schedule and manage appointments
- To communicate with you about your sessions or inquiries
- To process payments and submit insurance claims (where applicable)
- To meet our legal and regulatory obligations
We do not sell, rent, or share your personal information with third parties for marketing purposes.
Consent
We collect and use your personal information with your knowledge and consent. By booking an appointment, contacting us, or using our services, you consent to the collection and use of your information as described in this policy. You may withdraw your consent at any time by contacting us, subject to legal or contractual restrictions.
Confidentiality of Therapy Records
Your therapy records are confidential and are protected by the standards set by the College of Registered Psychotherapists of Ontario (CRPO), the Personal Health Information Protection Act (PHIPA), and PIPEDA. We will not disclose your therapy records without your written consent, except where required by law (for example, if there is a risk of harm to yourself or others, or if required by a court order).
Third-Party Services
We use the following third-party services in the operation of our practice:
- Jane App (janeapp.com): Online booking, scheduling, billing, and clinical records. Jane App stores data on servers located in Canada.
- Cloudflare (cloudflare.com): Website hosting, security, and content delivery.
- Google Workspace: Email communication (@kwtherapy.ca).
Each of these services has its own privacy policy. We encourage you to review them.
Data Retention
We retain clinical records for a minimum of 10 years following the last date of service, as required by CRPO standards. Non-clinical information (such as email correspondence) is retained only as long as necessary for the purpose for which it was collected.
Data Security
We take reasonable measures to protect your personal information from unauthorized access, disclosure, or loss. These measures include encrypted communications (HTTPS), secure storage of clinical records, and access controls limiting who can view your information.
Your Rights
Under PIPEDA, you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Withdraw your consent to the collection or use of your information (subject to legal limitations)
- File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated
Cookies
This website does not use cookies for tracking or advertising. Our hosting provider (Cloudflare) may set a technical cookie for security purposes (such as distinguishing between humans and bots). No personal data is collected through cookies on this site.
Changes to This Policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "last updated" date.
Contact Us
If you have questions about this privacy policy or wish to exercise your rights regarding your personal information, please contact us:
KW Therapy
Suite 304, 678 Belmont Avenue West
Kitchener, ON N2M 1N6
leanne@kwtherapy.ca