Privacy Policy
At True to You Therapy, your privacy is important to us. We are committed to collecting, using, and sharing your personal information responsibly and only when it is necessary to provide you with effective therapeutic services. This notice explains our privacy practices, your rights to access and correct your information, and how we keep your data secure.
What is Personal Information?
Personal information refers to any data that can identify you. This includes your name, age, contact details, health history, medical conditions, and any other information unique to you.
When this information relates to your physical or mental health and the care you receive, it is considered personal health information. In Ontario, personal health information is protected under the Personal Health Information Protection Act (PHIPA), which outlines how it must be managed and safeguarded.
Who We Are
True to You Therapy is operated by R. Stewart Social Work Professional Corporation and is a group of registered social workers and supervised social work students offering psychotherapy services.
True to You Therapist is registered with the Ontario College of Social Workers and Social Service Workers (OCSWSSW). As a provider of health services in Ontario, True to You Therapy acts as a Health Information Custodian under PHIPA.
We may work with third-party service providers (e.g., software providers, billing, or legal support) to help manage our operations. These third parties are bound by confidentiality and privacy standards and only have access to the minimum information necessary to perform their roles.
How We Collect Your Information
We collect your personal health information primarily to offer you effective therapeutic services, communicate with you about your care, and ensure your safety (e.g., in case we need to reach an emergency contact).
We collect information directly from you unless:
- you provide consent for us to collect it from someone else (such as a doctor, family member, or previous therapist)
- collection or disclosure is permitted or required under PHIPA
- it is required by law (e.g., in the case of an emergency)
For example, your circle of care (including other healthcare professionals involved in your treatment) may share relevant information with us where permitted by law to support your care or alert us to immediate risks.
In accordance with professional standards, we maintain a written record of the services we provide to you. This may include consent forms, session notes, assessments, billing records, and relevant communications (including email exchanges). These records are the property of True to You Therapy as the Health Information Custodian. You have the right to access them or request corrections, as outlined below.
For General Public Inquiries
For individuals who are not yet clients, we may collect contact details (such as phone numbers and email addresses) to provide information about our services or to arrange a free discovery call. You may request that we delete your contact information at any time.
How We Use Your Information
We use your personal information to:
- provide and evaluate therapeutic services
- support continuity of care
- communicate with you about your treatment or respond to your inquiries
- process payments and send invoices
- inform you of relevant updates, services, or team members, if requested
- comply with professional, legal, and regulatory obligations, including oversight by the OCSWSSW
If you prefer not to receive certain communications (e.g., appointment reminders or emails about new services), you can opt out. However, certain disclosures or communications may be required by law.
Sharing Your Personal Health Information
Your information is kept confidential and is only shared with your consent, except in the following circumstances:
- when permitted or required by law (e.g., risk of serious harm to you or someone else, child protection concerns, sexual abuse of a client by a regulated health professional, or court orders)
- for professional consultation, regulatory oversight, or legal advice
- when third-party service providers require access to your information to operate our practice (e.g., secure practice management software, legal advisors, or billing support) but only under strict confidentiality and to access information necessary for their role
If your therapist is a supervised social work student, your sessions will be overseen by a registered social worker, and your information may be reviewed confidentially as part of the supervision process.
Regulatory bodies and certain government agencies (e.g., the OCSWSSW, the Information and Privacy Commissioner of Ontario, or the Canada Revenue Agency) may review records as part of their oversight responsibilities, subject to strict confidentiality protocols.
If we need to share your information, we will make reasonable efforts to discuss this with you first, unless prohibited by law or in an emergency.
Your Rights
Under PHIPA, you have the right to:
- access your personal health information\
- request corrections to inaccurate or incomplete factual information
- withdraw or limit your consent to the collection, use, or sharing of your information (subject to legal limits)
- ask questions or raise concerns about how your information is handled
How We Protect Your Personal Health Information
Your privacy is a top priority. We take appropriate administrative, technical, and physical measures to safeguard your information from loss, theft, unauthorized access, or accidental disclosure. This includes:
- storing paper records securely in locked and/or restricted areas
- using secure, password-protected, and encrypted systems for electronic records
- ensuring secure transmission of information through encrypted communication or PHIPA-compliant third-party services (e.g., providing limited-time access to records through Jane)
How Long We Keep Your Personal Health Information
In compliance with legal and professional requirements, we retain client records for at least 10 years after the last client interaction.
For clients who were under 18 at the time of service, records are retained for at least 10 years after they reach the age of 18, or longer if required by law.
Although clinical records cannot be deleted, clients may request that certain contact details (such as an address, phone number, or email) be removed from our active contact list.
Requesting Access to Your Personal Health Information
To request access, please contact your therapist or reach out to True to You Therapy at hello@truetoyoutherapy.ca.
We may require your request in writing and will verify your identity before releasing records. A reasonable administrative fee to prepare the records for viewing may apply.
Access may be limited in specific circumstances under PHIPA, including:
- raw data from psychological assessments
- information provided in confidence by a third party
- information that could result in serious harm to treatment, recovery, or physical safety
If the record contains personal health information about another individual, that person’s information must be removed before you access the record.
If you are the custodial parent or guardian of an adolescent under the age of 18 years who has received or is receiving service, you may not access the personal health information of that adolescent unless:
- they have provided written consent for you to do so
- they have been deemed incompetent to consent to the service on their own
If access is denied, we will provide written reasons within 30 days where possible.
Requesting Corrections
If you believe there is a factual error in your record, you may request a correction. Professional opinions or clinical observations are not subject to correction; however, you may provide a written statement of disagreement to be included in your file.
Have Questions or Concerns?
Our privacy policy has been developed to satisfy the professional standards set by PHIPA and the OCSWSSW. In some cases, the federal Personal Information Protection and Electronic Documents Act (PIPEDA) may also apply.
If you have any concerns about your privacy or how your personal health information is managed, please contact:
Privacy Officer
True to You Therapy
Email: hello@truetoyoutherapy.ca
If your concern cannot be resolved directly, you may contact:
Ontario College of Social Workers and Social Service Workers (OCSWSSW)
250 Bloor Street East, Suite 1000
Toronto, Ontario M4W 1B7
Tel: (416) 972-9882 | 1-800-453-1287
Information and Privacy Commissioner of Ontario (IPC)
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8
Tel: 416-326-3333 | 1-800-387-0073
Your privacy matters deeply to us. If you ever have questions or concerns, we encourage you to reach out — your trust is essential, and we are here to help.