Privacy Policy

Who is responsible

Kyle Poon, M.Ed., R.Psych, is our privacy officer. If you have a question or concern about your privacy, email Kyle.Poon@kppsychological.com or call 1-825-333-EMDR (3637).

What we collect

• Your name and contact details, so we can book appointments and reach you.
• Health information, such as what brings you to therapy, your history and the notes we keep of your sessions.
• Billing and coverage details, such as your insurance or funding program details and payment records. Most clients pay by Interac e-Transfer. Card payments are processed by Stripe.
• Basic website data, such as your device's IP address and the pages you visit, collected by our website platform and some embedded services. See "Our website" below.

Why we collect it

We collect only what we need to:

• provide and plan your therapy
• book appointments and stay in touch with you
• bill you, or your insurer or funding program when you ask us to
• meet our legal and professional duties, including keeping records

We don't sell your information, and we don't use it for marketing.

Your consent

We collect, use and share your information with your consent, or as the law allows or requires. You can withdraw your consent at any time, within legal and professional limits. For example, we still have to keep certain records. We'll explain what withdrawing consent would mean for your care.

When we share information

We share your information only with your consent, or when the law requires or allows it. For example:

• Insurers and funding programs. If you ask us to bill WCB-Alberta, Veterans Affairs Canada, the RCMP, NIHB, an insurance company or another program, they may need some information to approve or pay for your sessions. We'll go over what's shared before you start.
• Legal limits to confidentiality. These include a serious risk of harm to you or someone else, a child who may need protection, or a court order. We explain these limits at the start of therapy.

Services we use

We use outside services to run our practice. We choose services with strong privacy and security practices, and they have access only to what they need to provide their service.

Information stored outside Canada may be subject to the laws of that country, and authorities there may be able to access it. If you have questions about how these services handle your information, contact our privacy officer.

How we protect your information

• We use secure, password-protected platforms, with encryption where it's available.
• Only the people who need your information to provide or support your care can see it.
• If a privacy breach creates a risk of harm to you, we'll tell you and report it to the Office of the Information and Privacy Commissioner of Alberta, as the law requires.

Recording and transcription

With your written consent, we use Klarify, a clinical documentation service, to record the audio of a session and turn it into a transcript and draft notes. Your psychologist reviews and edits the notes before they go into your record. Once your notes are complete, we delete the transcript from Klarify.

• Klarify stores information in Canada. To create the transcript, the audio may be processed briefly in the United States.
• Klarify deletes session audio automatically after 14 days and doesn't use session information to train AI.
• You can say no, or withdraw your consent at any time, and it won't affect your care.

Other recordings, such as video, happen only occasionally, and only with your written consent on a form before the session.

How long we keep records

We keep your records for as long as the College of Alberta Psychologists' standards and the law require. After that, we destroy them securely.

Your rights

• See your information. You can ask for a copy of the information we hold about you. Please send your request in writing. We'll respond within the time Alberta's privacy laws set, which is 30 or 45 days depending on the law that applies. In some cases the law allows more time. If we need it, we'll tell you.
• Correct your information. If something is wrong, ask us to correct it. If we don't agree with a change, we'll note your request in your file.
• Ask questions or make a complaint. Please contact our privacy officer first. You can also contact the Office of the Information and Privacy Commissioner of Alberta at 1-888-878-4044.

In rare cases, the law allows us to hold back some information, for example to protect someone's safety. If that happens, we'll tell you why.

Our website

• Hosting and cookies. Our site runs on Squarespace. Essential cookies support site functions and remember your cookie choices. Optional performance and analytics cookies help us understand visits and traffic sources. These optional cookies are restricted until you accept them. You can choose Accept all, Decline all or Manage cookies in the banner, and change your choices using Cookie Preferences in the website footer. Declining optional cookies does not prevent you from browsing the site.
• Advertising. Our client pages do not use advertising trackers. On clinician training pages, the Google Ads tag loads only after you accept advertising cookies. It measures training-ad performance. Advertising personalization is disabled in our tag configuration. You can withdraw advertising consent using Cookie Preferences.
• Embedded content. Some pages include content from other services: YouTube videos (in YouTube's privacy-enhanced mode), our booking calendar (Calendly), photos (Unsplash) and the Psychology Today verification seal. These services can see your device's IP address and may set their own cookies, under their own privacy policies.
• Links. Our site links to other websites. We aren't responsible for their privacy practices.

Email, texts and online sessions

Regular email and text messages aren't fully private. We use Hushmail, a secure email service. If you write to us from a regular email account, please save sensitive details for your sessions.

For online sessions, join from a private space, and avoid public Wi-Fi if you can. Headphones help too.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.