At Calm Cool Collective Counselling, your privacy is our highest priority. Our practice is fully compliant with the Personal Health Information Protection Act (PHIPA) of Ontario and the federal Personal Information Protection and Electronic Documents Act (PIPEDA). We are committed to protecting the confidentiality of your Personal Health Information (PHI) through the use of encrypted, healthcare-grade software and secure data storage located within Canada.

Our clinicians, as Registered Psychotherapists in good standing with the College of Registered Psychotherapists of Ontario (CRPO), adhere to the highest ethical and legal standards regarding data collection, usage, and disclosure. Any information collected through our website, therapist match forms, or clinical portal is used solely for the purpose of providing high-quality psychological services and is never shared with third parties without your explicit, informed consent, except where required by law.

Information Collected via Website Forms

When you interact with our website—specifically through our Therapist Match Form, contact forms, or booking portals—we collect personal information that you voluntarily provide. This may include your name, contact information, and brief clinical goals. This data is collected solely to facilitate your care, match you with the appropriate clinician within our collective, and manage the administrative aspects of your treatment. We utilize encrypted, healthcare-grade platforms to ensure this information is transmitted and stored securely in compliance with Ontario privacy standards.

Cookies and Analytical Data 

To improve your experience and ensure our services reach those who need them, this website uses "cookies" and similar tracking technologies. These tools allow us to understand how visitors interact with our site and help us measure the effectiveness of our professional advertisements on platforms like Google. This data is generally anonymous and does not personally identify you. You have the option to manage or disable cookies through your individual browser settings at any time.

Data Retention and Third-Party Sharing 

We do not sell, rent, or trade your personal information to third parties. Your data is only shared with the clinicians directly involved in your care (Amanda, Chantal, or our Clinical Director) or as required by law (e.g., in accordance with the Regulated Health Professions Act). We retain personal health information in accordance with the record-keeping standards set by the College of Registered Psychotherapists of Ontario (CRPO).

We value your time and the dedicated time of our therapists. We require at least 24 hours of notice if you need to cancel or reschedule an appointment. Sessions cancelled with less than the required notice, or sessions missed without notification, are subject to the full session fee, as that time was reserved specifically for you. This policy allows us to offer that time slot to other clients who may be waiting for support.

Therapy is a collaborative process built on trust and clear expectations. While you will receive a formal document to sign through our secure portal, we believe in transparency from the very first click. Our practice focuses on providing a safe, non-judgmental environment where you can explore your goals at a pace that feels right for you.

To protect your privacy and maintain professional boundaries, our therapists do not accept friend or connection requests from current or former clients on personal social media platforms. We also limit our digital communication to administrative matters, such as scheduling or billing. Please be aware that email is not a secure medium for discussing clinical concerns.

Payment is typically made at the time of your session via credit card or e-transfer. Your receipt will be emailed to you immediately for your records.

To get the most out of your virtual sessions, we recommend finding a private, quiet space where you feel comfortable speaking freely. Ensuring a stable internet connection and using headphones can greatly enhance the quality and privacy of our conversation. We use secure, PHIPA-compliant software to protect your confidentiality and ensure your personal health information stays secure.