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Privacy Policy

Last updated: June 1, 2025

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Shivani Wells Therapy Group is committed to protecting your privacy and handling your personal and health information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the BC Association of Clinical Counsellors’ (BCACC) Code of Ethical Conduct. This policy outlines how we collect, use, store, and disclose your personal information and how we uphold our ethical responsibilities around confidentiality.

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1. Our Commitment to Confidentiality

As Registered Clinical Counsellors (RCCs) and associates under supervision, we are bound by the ethical and professional guidelines of the BCACC. We are committed to ensuring that all personal and health information is kept confidential, stored securely, and only accessed or shared with informed consent—except where disclosure is required by law or where there is an immediate risk of harm.

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2. Information We Collect

We may collect:

  • Personal contact details (name, phone number, email, etc.)

  • Health information relevant to your care, only through secure clinical platforms (e.g., Jane App)

  • Payment or billing details, securely processed through Jane App

  • Website usage data via Google Analytics

  • Newsletter signup data via Mailchimp (only if you opt in)

  • Session data through an AI scribe, only with explicit, documented consent

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3. Why We Collect Your Information

We collect information to:

  • Provide safe, ethical, and effective clinical care

  • Manage bookings and send appointment confirmations

  • Communicate with you about your therapy or clinic updates

  • Improve our website and service experience

  • Fulfill legal, regulatory, or ethical requirements

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4. Informed Consent

We will always seek informed, voluntary, and documented consent for:

  • Collecting and storing your personal and health information

  • Using an AI scribe during sessions

  • Sending newsletters or marketing content (opt-in only)

You may withdraw your consent at any time, subject to legal and ethical obligations.

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5. Limits to Confidentiality

While we take every step to protect your information, there are situations where we are legally or ethically required to disclose it:

  • If there is risk of serious harm to you or others

  • If there is suspected child abuse or neglect

  • If your records are subpoenaed by a court of law

  • If required by law under the Health Professions Act or similar regulations​

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6. Data Storage and Retention

Clinical records are stored within Jane App, which uses secure, encrypted, PIPEDA-compliant servers in Canada.
Records are retained for a minimum of 7 years after the last date of service, as required by BCACC guidelines, after which they are securely destroyed.

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7. Security Measures

We take all reasonable steps to safeguard your information:

  • Secure storage of electronic files on Canadian servers 

  • Encrypted communications via Jane App 

  • Controlled access to client data

  • Regular review of privacy practices

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8. Third-Party Tools

We use the following third-party tools, each with their own compliant privacy practices:

  • Jane App – clinical bookings, encrypted communication, and charting

  • Mailchimp – email newsletter management (opt-in only)

  • Google Analytics – anonymized website data

  • AI Scribe – used only with client consent for clinical note-taking

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9. Cookies and Website Tracking

Our website may use cookies to improve your browsing experience and to collect non-identifying analytics data. You may adjust your browser settings to disable cookies at any time.

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10. Your Rights

You have the right to:

  • Access the personal information we hold about you

  • Request correction of inaccurate or outdated information

  • Withdraw consent for non-essential uses (e.g., newsletter, AI Scribe)

To exercise these rights, please contact us at info@shivaniwells.com

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11. Updates to This Policy

We may update this Privacy Policy from time to time. The most current version will always be posted here and will include a “last updated” date.

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12. Contact Us

If you have any questions about our privacy practices or your personal information, please contact:

Shivani Wells Therapy Group 
info@shivaniwells.com
778-316-9542

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