Privacy Policy

Privacy Policy

Effective Date: August 6, 2025
Last Updated: August 6, 2025

Lupine Clinical Counselling LLC (“we”, “us”, or “our”) is committed to protecting your privacy and safeguarding your personal information. This Privacy Policy outlines how we collect, use, store, and protect the personal information you provide to us, in accordance with the British Columbia Personal Information Protection Act (PIPA) and applicable ethical standards for counselling professionals.

1. What Information We Collect

We may collect the following types of personal information from you:

  • Contact information (name, phone number, email, address)

  • Demographic details (age, gender, pronouns, etc.)

  • Health and mental health history

  • Billing and payment information

  • Emergency contact information

  • Website usage data (such as IP address and browsing behavior through cookies—see Section 7)

This information is typically collected through intake forms, session notes, secure emails, phone calls, or our website contact form.

2. Why We Collect Your Information

We collect your personal information in order to:

  • Provide professional counselling services

  • Assess your needs and develop appropriate treatment plans

  • Communicate with you regarding appointments, resources, or updates

  • Process payments and provide insurance receipts

  • Maintain accurate clinical records, as required by law and professional guidelines

  • Improve our website and services

3. Consent

By voluntarily providing your information, you consent to its collection, use, and disclosure as outlined in this policy. You may withdraw your consent at any time, subject to legal and contractual restrictions.

4. How Your Information Is Stored and Protected

We take all reasonable steps to protect your information from unauthorized access, loss, or misuse. This includes:

  • Secure, encrypted storage of digital files and clinical notes

  • Password-protected devices and platforms

  • Secure email and video conferencing platforms for virtual services

  • Limited access to client information by authorized personnel only

We retain clinical records for a minimum of 7 years (or longer if required by law or regulatory body), after which they are securely destroyed.

5. Disclosure of Information

We do not sell, trade, or rent your personal information.

We may share your information in the following limited circumstances:

  • With your explicit consent (e.g., for coordination with other healthcare providers)

  • If required by law (e.g., court orders, subpoenas)

  • If there is a risk of serious harm to you or others, or if required to report abuse, neglect, or imminent danger

  • For professional supervision or consultation, where identifying information is removed whenever possible

6. Your Rights

You have the right to:

  • Access and review your personal information and clinical records

  • Request corrections to inaccurate or incomplete information

  • Withdraw consent for the collection or use of your information (subject to limitations)

  • Make a complaint about the handling of your personal information

To make such a request, please contact us using the details at the bottom of this policy.

7. Website Privacy and Cookies

When you visit our website, we may automatically collect limited technical data (such as IP address, browser type, or referring page) using cookies or analytics tools. This helps us improve site performance and user experience.

You can disable cookies through your browser settings. Our website does not collect any personal health information.

8. Third-Party Services

Our website or practice may use third-party tools (e.g., online booking, payment processing, or video platforms). We take care to use secure, reputable platforms, but encourage you to review their privacy policies as well.

9. Updates to This Policy

We may update this policy from time to time to reflect changes in legal requirements or our practices. The most recent version will always be posted here, with the updated date noted.

10. Contact Us

If you have any questions, concerns, or requests about this Privacy Policy or how your information is handled, please contact:

Lupine Clinical Counselling LLC
Suite 207 - 402 Baker Street, Nelson, BC V1L 4H8
Email: information@lupineclinicalcounselling.com