Privacy Policy

Last updated: January 17, 2026

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1. Introduction

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This Privacy Policy describes how personal information is collected, used, stored, disclosed, and protected by Embrace Hope (“the Practice,” “I,” “me,” or “my”) in accordance with applicable Canadian privacy legislation, including:

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• The Personal Information Protection and Electronic Documents Act (PIPEDA), and

• The Personal Information Protection Act of British Columbia (PIPA).

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I am committed to safeguarding the privacy, confidentiality, and security of personal information entrusted to me in the course of providing clinical counselling services.

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2. Scope of This Policy

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This Privacy Policy applies to personal information collected through:

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• This website

• Contact forms, intake forms, and appointment booking systems

• Email, phone, and electronic communications

• Clinical services provided in person or virtually

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This policy does not apply to third-party websites or platforms that may be linked from this website.

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3. What Is Personal Information

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“Personal information” means information about an identifiable individual, including but not limited to:

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• Name, email address, phone number, and mailing address

• Date of birth and demographic information

• Health and mental health information

• Intake forms, assessments, and clinical notes

• Billing and payment information

• Any other information provided in the course of counselling services

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4. Collection of Personal Information

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Personal information is collected only for purposes that a reasonable person would consider appropriate in the circumstances, including:

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• Responding to inquiries

• Determining suitability for services

• Providing counselling and therapeutic services

• Scheduling appointments

• Maintaining clinical records

• Meeting legal, ethical, and regulatory obligations

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Information is collected directly from you unless otherwise authorized or required by law.

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5. Consent

 

Consent is obtained for the collection, use, and disclosure of personal information, except where permitted or required by law.

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Consent may be:

• Express, such as written or verbal consent; or

• Implied, where the purpose is obvious and information is voluntarily provided.

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You may withdraw consent at any time, subject to legal, contractual, and professional obligations.

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6. Use of Personal Information

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Personal information is used only for purposes such as:

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• Providing counselling services

• Maintaining continuity of care

• Administrative and billing purposes

• Legal, ethical, and regulatory compliance

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Personal information is not sold, rented, or traded under any circumstances.

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7. Disclosure of Personal Information

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Personal information may be disclosed only:

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• With your knowledge and consent

• As required or permitted by law (e.g., risk of serious harm, child protection, court order)

• To regulatory bodies as required for professional oversight

• To third-party service providers (e.g., secure booking or record-keeping platforms) who are contractually obligated to maintain confidentiality and privacy standards

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8. Storage and Safeguards

 

Reasonable administrative, technical, and physical safeguards are used to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

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Safeguards may include:

• Secure electronic record systems

• Password protection and encryption

• Locked filing systems for physical records

• Limiting access to information on a need-to-know basis

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9. Retention of Records

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In compliance with applicable legislation, professional standards, and regulatory requirements, personal information and clinical records are retained for a total of seven years and are then securely destroyed. For clients who are minors, their records will be kept for a minimum of 7 years and until the client turns 19. 

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10. Access and Correction

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You have the right to request access to your personal information and to request corrections if you believe the information is inaccurate or incomplete, subject to legal and clinical limitations. An administrative fee of $50 will be charged for the time to collect, copy, and print these documents. 

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Requests must be made in writing and may require identity verification.

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11. Website and Electronic Communications

 

While reasonable efforts are made to protect electronic communications, no method of transmission over the internet is completely secure. You are encouraged to consider the limits of confidentiality when communicating via email or online forms.

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This website may use basic analytics or cookies for functionality and performance; these do not collect identifying clinical information.

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12. Compliance with PIPEDA and PIPA

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This Practice complies with:

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• PIPEDA, governing the collection, use, and disclosure of personal information in commercial activities across Canada; and

• PIPA (British Columbia), governing the handling of personal information by private organizations within British Columbia.

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Where there is a conflict, the applicable provincial legislation will take precedence.

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13. Questions or Concerns

 

If you have questions, concerns, or complaints regarding this Privacy Policy or the handling of your personal information, please contact:

 

Gregory Vaal, MACP, B.Sc, ACP, EMD
Embrace Hope
Email: gregory.vaal@embracehope.ca
Phone: 250-320-0514

 

You may also contact the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia if concerns are not resolved.

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14. Policy Updates

This Privacy Policy may be updated from time to time. The most current version will always be posted on this website.