Privacy Statement
Cooper Therapeutic Services is committed to protecting the privacy and confidentiality of our clients' personal information, including personal health information. This statement explains how we collect, use, disclose, and safeguard that information, in accordance with Ontario's Personal Health Information Protection Act (PHIPA) and, where applicable, Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
Who this applies to
This statement applies to information collected through our website, over the phone, by email, and during in-person or virtual therapy sessions with Cooper Therapeutic Services.
What information we collect
Depending on how you interact with us, we may collect:
Contact information — name, address, phone number, email address
Health information — information you share in the course of therapy, including mental health history, diagnoses, treatment notes, and information related to referrals from or communication with other health care providers
Billing information — insurance details, payment information, and billing history
Website usage information — such as pages visited or forms submitted, if you contact us through our website
We collect only the information necessary to provide safe, effective care and to meet our professional, legal, and regulatory obligations.
How we use your information
We use your personal health information to:
Provide assessment, service, and therapeutic support
Communicate with you about appointments, service, and billing
Coordinate care with other health care providers, when you have consented to this or is required to shore up safety
Meet our obligations to regulatory bodies, such as the College of Registered Psychotherapists of Ontario
Maintain clinical records as required by law
Process payments and insurance claims
We do not use your information for marketing purposes, and we do not sell or rent your personal information to third parties.
Consent
We collect, use, and disclose your personal health information only with your consent, except in circumstances permitted or required by law (see below). You may withdraw or place conditions on your consent at any time, subject to legal and professional restrictions, by contacting us directly. Withdrawing consent may affect our ability to continue providing certain services.
When we may disclose information without consent
In limited circumstances, Ontario law permits or requires disclosure of personal health information without consent, including:
Where there is a risk of serious harm to you or another identifiable person
Where required to report suspected abuse or neglect of a child, as mandated by law
Where required by a court order, subpoena, or other legal process
Where required by a regulatory college in the course of a professional conduct matter
Where disclosure is required by law, we disclose only the minimum information necessary.
Storage and security
Your records are stored using secure, password-protected systems, and paper records (if any) are kept in locked storage. We use reputable third-party service providers (such as electronic health record or billing platforms) that are contractually required to protect your information and use it only for the purposes we specify. I use the Jane platform that exclusively stores information on secure, SOC 2 audited servers located in Montreal, Quebec, and Calgary, Alberta as per their web site information.
Retention
We retain clinical records for the period required by our regulatory college and applicable Ontario law, generally a minimum of 10 years from the date of the last entry, or 10 years past the age of majority for clients who were minors, whichever is longer. After this period, records are securely destroyed.
Your rights
You have the right to:
Access your own personal health information, subject to limited exceptions permitted by law
Request corrections to your record if you believe it is inaccurate or incomplete
Ask questions about how your information is collected, used, or disclosed
File a complaint if you believe your privacy rights have been violated
To make a request, please contact our Privacy Officer using the information below.
Children and minors
Where a client is a minor, information about consent, access, and disclosure may involve a parent or guardian, consistent with the young person's capacity to consent to service and applicable Ontario law.
Website and electronic communication
Email and other electronic communication are not fully secure. While we take reasonable steps to protect any information exchanged electronically, we recommend avoiding sensitive health details in unencrypted email and using secure client portals where available.
Changes to this statement
We may update this statement from time to time to reflect changes in our practices or in applicable law. The current version will always be available on our website, with the date of last revision noted below.
Contact us / Privacy Officer
If you have questions, concerns, or requests regarding your personal health information, please contact our Privacy Officer:
Name: Scot Cooper
Email: scooper@rogers.com
Phone: 905-971-4270
If you feel your concern has not been resolved, you may also contact the Information and Privacy Commissioner of Ontario (IPC) at www.ipc.on.ca.
Last updated: July 4, 2026