Privacy Policy

Privacy of personal information is of utmost importance. Personal information includes any “identifying” information collected about an individual.  This relates to an individual’s personal characteristics (e.g. gender, age, address, ethnic background, family status, etc.), health (e.g. developmental, physical and mental health history/current functioning etc.), personal activities and views (e.g. extracurricular activities, opinions expressed by an individual, etc.). On our website we only collect, with the exception of cookies, the personal information you provide and only use that information for the purpose you gave it to us (e.g., to respond to your email message, to register for a workshop, to be notified of future events).

Our Privacy Policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), as well as the Personal Health Information Protection Act, 2004 (PHIPA). The Information and Privacy Commissioner of Canada oversees the administration of the privacy legislation and also acts as an ombudsman for privacy disputes. The Information and Privacy Commissioner can be reached at: 2 Bloor Street East, Suite 1400, Toronto, ON, M4W 1A8. Phone (416) 326-3333. www.ipc.on.ca

The primary purpose of collecting, using, and disclosing personal information is to provide psychological services. For example, collecting information about a client's medical, academic, social, and emotional history is required to assess a client’s current and historical functioning across environments, and to advise clients and their families of related recommendations and resources. There are also two secondary purposes for collecting personal information. Firstly, as registered Psychologists, we are regulated by the College of Psychologists of Ontario, who may elect to inspect my records as part of their regulatory activities in the public interest. Secondly, if a client submits a claim for reimbursement by an insurance company (or other third party) for the services provided, then the third party will require the client’s consent to contact the clinician as needed, in order to confirm the client’s attendance and entitlement to funding.

If your family is accessing services from more than one clinician at Wonderwise Psychology, a single client file is created for each person in your family and can be accessed by any of the clinicians that are working directly with that person. If clinicians need to discuss content from their session notes or clinical impressions, a separate consent to exchange information will be requested. 

 The following steps are taken to protect personal health information:

  • Our clinic uses a secure, web-based practice management system to store and manage client personal information and clinical records. This includes information such as client contact information, appointments, billing documents, session notes, and any other client-related information/documents. This system is encrypted and has servers exclusively located in Canada. All practice data in the system is routinely backed up to ensure the privacy and protection of sensitive client information and to assist with PHIPA compliance. The system is Owl Practice - please visit their website for more information: https://owlpractice.ca

  • Hard copy files and any electronic hardware are secured in a locked filing cabinet that only the clinician can access. Paper information is transmitted with written informed consent (as needed) in sealed envelopes/boxes via reputable companies with tracking numbers.

  • Electronic information is stored on computers and electronic devices with encryption and password protection. Electronic information is transmitted with written informed consent, or where necessary by law, and an encrypted link with a mutually agreed upon password is used.

In compliance with PHIPA legislation, personal information is retained for 10 years after the client’s 18th birthday to ensure that the information is available to the client as needed, and for accountability to external regulatory bodies. Once that time period has elapsed, any paper documents containing personal information are destroyed via shredding, and cloud-based or electronic information is deleted. Discarded computer hardware is physically destroyed. Clients have the right to view their personal information with only a few exceptions (e.g. copyright restrictions, and test materials), and are required to make any requests in writing, either to their individual clinician, or to the clinic by emailing info@wonderwise.ca. 

No information will be communicated, directly or indirectly, to a third party without your written informed consent. There are several limits to confidentiality:

  • Inform potential victim of violence of a client’s intention to inflict serious harm;

  • Inform appropriate health care professional (and parents) of a client’s intention to end his/her life;

  • Inform Children’s Aid Society (CAS) if it is suspected that a child under 18 years of age is experiencing (or has experienced) any form of abuse (i.e. sexual, emotional, physical, or neglect);

  • Inform CAS if it is suspected that a client is placing a child at risk for any form of abuse or neglect;

  • Report a health professional who has sexually abused a client to their registering body;

  • Inform appropriate authority of elder abuse;

  • Release a client’s file if it is court ordered.

In addition, please be advised that your information may be accessed by the Wonderwise Psychology administrative team (e.g. clinic administrator, intake coordinator) for the purposes of supporting your family’s scheduling, billing, and other administrative needs. The clinic directors (i.e. Dr. Catherine Cappadocia and Dr. Jessica Schnoll) may also review client files for the purpose of supporting administrative tasks, and ensuring high quality services and file keeping.

Treatment services that are being offered via video sessions are conducted on a secure web-based platform. To access the video sessions, you will need a smartphone, tablet, or computer. To maintain confidentiality, therapy sessions are conducted in a private room utilizing software that is encrypted and maintains high standards of privacy and security. It is the client’s responsibility to maintain confidentiality in their own space when engaging in treatment via video or telephone in their home or any other environment (e.g., setting up the technology in a room with the door closed, headphones, etc.). No personal health information is recorded, and all data is destroyed at the end of the call.