Privacy Policy

At Forward Mind Counselling, we respect your privacy and are committed to protecting the information you shared in compliance with British Columbia’s Personal Information Protection Act (PIPA). This Privacy Policy outlines how we collect, use, disclose and safeguard your information when you use our services.

What Is Personal Information?

PIPA defines personal information as information about an identifiable individual
and includes employee personal information but does not include contact information. 

Information We Collect.

We collect personal information from you when you engage our counselling services. This may include: your name, contact information, emergency contact information, health history, billing information,
and information you provide during counselling sessions. The information will be collected via the consent form. We also collect data on how you interact with our website, such as IP addresses
and browser types.

How We Use Your Information

We may use the personal information we collect for the following purposes:
– To provide counselling services and support
– To communicate with you about appointments updates, or changes to our services
– To process payments for services rendered
– To improve our website and services
– To comply with legal and regulatory requirements.

Disclosure of Information

We do not disclose your personal information with third parties without your
consent, except:
(1) If we reasonably suspect child or elder abuse. This includes physical
harm, sexual abuse, neglect, sexual exploitation and emotional harm.
(2) If we reasonably suspect that you will harm yourself or another person.
(3) If we receive a court order to disclose your personal information, such as a
subpoena
(4) If a counsellor works with a supervisor or colleague, who are also bound
by our confidentiality policy.
(5) If we receive a complaint from a regulatory body.

Disclosures to Service Providers & CrossBorder

We use trusted service providers (e.g., secure practice management, payment
processing, email/scheduling). We require them, by contract, to protect personal
information to standards consistent with PIPA.

Your Right to Withdraw Consent

You have the right to withdraw your consent to our collection, use, or disclosure
of your personal information at any time, subject to legal or contractual
restrictions and reasonable notice.

If you choose to withdraw your consent, we will inform you of any potential
consequences, which may include our inability to provide certain services that
rely on that information. Your withdrawal will not affect the lawfulness of any
processing we conducted prior to receiving your request.

To withdraw your consent, please contact our Clinical Director, Raheel Rahman
using the contact details provided in this Privacy Policy. We will process your
request promptly and ensure that your personal information is no longer used or
disclosed, except as required or permitted by law.

Retention of Personal Information
Personal information will be stored retained for a minimum of 7 years from the
date of the last recorded entry of 7 years from the date a minor turns 19 years of
age.

Following the minimum retention period, your personal information will be
securely destroyed.

Security of Information

We protect your personal information with secure storage measures to prevent
unauthorized access, collection, use, disclosure, copying, modification or
disposal or similar risk.

Retention of your Personal Information

Referral information will be stored for a minimum of one year, in accordance with
PIPA section 35(1). Per the College of Health and Care Professionals of BC, our
clinicians’ specific record must be maintained for a minimum of seven years
following the last date of service.

Access To Your Information

You have the right to access or correct of your personal information held by us,
subject to legal and contractual restrictions. The request must be made in writing.
To exercise these rights, please send an email to our Clinical Director, Raheel
Rahman at [email protected] and we will respond to your
request within 30 days of receiving the request.

Minors & Representatives

Where a client is a minor or incapable of acting, an authorized guardian or legal
representative may consent, request access, or exercise rights on the client’s
behalf, as set out in the PIPA Regulations.

Website & Cookies

Our website may collect limited technical data (e.g., IP address, browser type,
device). We use this to maintain site security and performance and to improve
content. If we use cookies/analytics, we will disclose the provider(s), purposes,
and how you can opt out or adjust browser settings.
Accuracy

We make reasonable arrangements to ensure that the personal information we
collect, use, or disclose is accurate and complete. You have the right to request
that we correct any errors or omissions in your personal information that is under
our control.

Accountability and Privacy Officer

Forward Mind Counselling designates a Privacy Officer responsible for
compliance with PIPA. You may contact the Privacy Officer to ask questions,
request access/correction, withdraw consent, or make a privacy complaint:
[Raheel Rahman, Clinical Director, 778 761 1965,
[email protected]]. We make our privacy policies and practices
available on request

Contact Information

If you have any questions or concerns about this Privacy Policy or our data
practices, please contact our Privacy Officer. You also have the right to contact
the Office of the Information and Privacy Commissioner for BC (OIPC) for
guidance and to request a review.