Privacy Policy

At Collaborative Approach Therapy Services (“CATS,” “we,” “our,” or “us”), we are committed to protecting the privacy and personal health information of our clients. This Privacy Policy outlines how we collect, use, store, and disclose personal and health information in accordance with Ontario’s Personal Health Information Protection Act (PHIPA) and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Information We Collect

We collect both personal and health-related information from clients, parents, legal guardians, and referring professionals. This may include:

  • Full name, date of birth, and contact information
  • Health history and therapy assessments
  • Clinical notes, progress reports, and treatment plans
  • Referrals, reports, and communications from healthcare providers or schools
  • Appointment history and therapy session records
  • Insurance, billing, or payment details
  • Email or phone communication records
  • IP address and website interaction data (via Google Analytics)

2. How Information Is Collected

We collect information through the following:

  • Intake and consent forms
  • Virtual therapy sessions and ongoing service delivery
  • Referrals from healthcare professionals, educators, or parents
  • Online contact forms or client inquiries
  • Website interactions tracked through web analytics tools

3. Purpose of Collection

We collect information to deliver occupational therapy services, coordinate care, improve services, and meet legal and regulatory requirements.

  • Providing occupational therapy services
  • Developing personalized treatment plans
  • Communicating with parents, guardians, or referring professionals
  • Coordinating care with other service providers (with consent)
  • Processing billing or payments
  • Quality assurance, training, and clinical supervision (anonymized where possible)
  • Meeting legal and professional obligations
  • Improving our website and digital services

4. How Information Is Stored and Protected

We use administrative, physical, and technical safeguards to protect client information, including:

  • Secure, encrypted video platforms for virtual therapy
  • Password-protected devices and secure email for communication
  • Locked storage for any physical records
  • Restricted access to information among authorized team members only
  • Compliance with PHIPA and professional regulatory standards

Consent is obtained before collecting, using, or disclosing any personal health information. For minors, consent is provided by a parent or legal guardian. Consent can be withdrawn at any time, except in cases where disclosure is required by law or necessary to deliver ongoing services.

6. Disclosure of Information

We may share personal health information:

  • With your express consent (e.g., to a school or other health provider)
  • With authorized third parties (e.g., insurance companies or legal representatives)
  • With service providers that support our business (e.g., IT support, web analytics), who must meet privacy compliance standards
  • Without consent, only if required by law (e.g., child protection, legal subpoena, imminent risk of harm)

7. Your Rights

As a client or legal guardian, you have the right to:

  • Access your or your child’s personal health records
  • Request corrections to inaccurate information
  • Withdraw or modify your consent
  • Ask how your information has been used or shared
  • File a complaint with our Privacy Officer or the Information and Privacy Commissioner of Ontario

8. Cookies and Website Tracking

We use web analytics tools to collect non-identifiable data such as browser type, pages visited, and time spent on our website. This information helps us improve functionality, user experience, and performance. You can manage or disable tracking through your browser settings or by using available opt-out tools.

9. Retention and Disposal of Records

Client records are retained for the period required by Ontario’s regulatory bodies and securely disposed of once no longer needed, in compliance with applicable laws and standards.

10. Contacting Us

If you have questions or concerns about this Privacy Policy or how your information is handled, please contact our designated Privacy Officer:

Collaborative Approach Therapy Services
Privacy Officer
inquiry@catherapyservices.ca
(226) 784-2025

11. Policy Updates

We may update this Privacy Policy. The latest version will always be available on our website.