Privacy Policy
Our Commitment to Your Privacy
At CK Mental Health & Trauma Therapy Centre, we recognize that reaching out for mental health support is a personal and sometimes vulnerable experience. We are committed to respecting your privacy, protecting your personal information, and creating an environment where you can feel safe seeking support.
This Privacy Policy explains how we collect, use, store, protect, and disclose personal information when you visit our website, contact our practice, or inquire about our services.
Our privacy practices are guided by applicable Canadian and Ontario privacy legislation, including the Personal Health Information Protection Act, 2004 (PHIPA), and the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable.
This policy applies to CK Mental Health & Trauma Therapy Centre, including The Grove – Child & Youth Division.
1. Information We Collect
When you visit our website or contact our practice, we may collect personal information that you voluntarily provide.
This may include:
Your name
Your email address
Your telephone number
Information provided through website contact forms
General information about the services you are seeking
Appointment preferences or scheduling inquiries
Information you choose to share about mental health concerns, personal circumstances, or reasons for seeking therapy
Information provided by a parent or legal guardian when seeking services for a child or adolescent
Some information shared through our contact forms may be considered sensitive personal information or personal health information.
We encourage visitors to share only the information necessary for our administrative team to understand their inquiry and facilitate an appropriate next step.
Please avoid submitting detailed clinical histories, medical records, or highly sensitive information through our general website contact form. More detailed personal and clinical information can be discussed through our established intake and therapeutic processes.
2. How We Use Your Information
Information submitted through our website or other initial communications may be used to:
Respond to inquiries about our services
Contact you regarding your request for therapy
Help determine an appropriate therapist or service based on your needs
Provide information about appointment availability and the intake process
Coordinate initial appointments and administrative communication
Respond to questions or requests for information
Maintain appropriate administrative records
Fulfill applicable legal, regulatory, and professional obligations
We collect and use personal information only for identified, reasonable purposes associated with providing services, operating our practice, and responding to inquiries, or for other purposes permitted or required by law.
We do not sell your personal information to third parties.
We do not use information you provide about your mental health concerns through our contact forms for targeted advertising.
3. Confidentiality and Personal Health Information
As a mental health practice, we recognize the importance of confidentiality and the trust placed in us by individuals and families accessing our services.
Personal health information collected in the course of providing psychotherapy services is handled in accordance with applicable legislation, professional standards, and the privacy obligations of regulated mental health professionals.
Access to personal information is limited to authorized individuals who require it to perform their professional or administrative responsibilities.
Personal information may be shared within our practice when reasonably necessary to respond to your inquiry, coordinate services, facilitate therapist matching, or provide care, subject to applicable privacy requirements.
Information may also be disclosed with appropriate consent or where permitted or required by law.
Our website contact process is intended for initial inquiries and administrative communication. It is not a substitute for a confidential therapeutic session or a comprehensive clinical assessment.
4. Website Contact Forms and Electronic Communication
When you complete a contact form on our website, the information you submit is used to respond to your inquiry and assist you in accessing our services.
Our administrative team may follow up by email or telephone using the contact information you provide.
Although we take privacy and confidentiality seriously, electronic communication, including ordinary email and online forms, may involve privacy and security risks.
No method of internet transmission or electronic storage can be guaranteed to be completely secure.
We encourage you to avoid sharing unnecessary sensitive details by email or through general website inquiries.
By submitting a contact form, you acknowledge that we may use the information you provide to respond to your request using the contact details supplied, subject to applicable consent and privacy requirements.
5. Website Analytics, Cookies, and Online Advertising
Our website may use cookies and similar technologies to support website functionality, understand how visitors interact with our content, and evaluate the effectiveness of our online communications and advertising.
These technologies may be provided through services such as Squarespace, Google Analytics, and Google Ads, where enabled.
Depending on the technologies in use, information collected may include:
Pages visited and interactions with the website
Approximate geographic location
Browser and device information
Website referral sources
IP address and technical usage information
General website activity and advertising conversion events
We may use aggregated website activity data to improve our website, understand which services visitors are interested in, and evaluate the performance of advertising campaigns.
We do not intentionally transmit the sensitive mental health information submitted through our contact forms to advertising platforms for ad targeting.
Third-party services may process website usage information in accordance with their own privacy policies.
You can manage certain cookie preferences through your browser settings and, where available, our website's cookie consent settings.
6. Third-Party Service Providers
We may use trusted third-party service providers to support website operation, electronic communication, appointment administration, practice management, and other business functions.
These may include website hosting providers, email services, practice management software, and technical service providers.
Where third parties process personal information on our behalf, we take reasonable steps to ensure that appropriate privacy and confidentiality protections are in place, consistent with applicable legal obligations.
Personal information is not shared with third parties for unrelated marketing purposes without an appropriate legal basis or consent.
Some service providers may process or store information outside Ontario or Canada. Where this occurs, information may be subject to the laws of the jurisdiction in which it is processed or stored, and we take steps required by applicable privacy law to address associated risks.
7. Protection and Storage of Information
We take reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, loss, misuse, disclosure, or alteration.
These measures may include limiting access to authorized personnel, using appropriate technology and service providers, maintaining confidentiality obligations, and following established privacy practices.
Personal information is retained only as long as necessary to fulfill the purposes for which it was collected and to meet applicable legal, professional, and regulatory record-retention requirements.
Information that is no longer required is securely disposed of or anonymized where appropriate and permitted by law.
8. Consent and Your Privacy Rights
We respect your right to understand how your information is collected, used, and disclosed.
Where consent is required, we seek consent appropriate to the circumstances and the sensitivity of the information involved.
Subject to applicable legal requirements, you may:
Request information about how your personal information is handled
Request access to personal information or personal health records held about you
Request corrections to inaccurate or incomplete information
Withdraw consent for certain uses or disclosures, where permitted by law
Raise concerns or make a complaint about our privacy practices
Requests for access, correction, or withdrawal of consent may be subject to legal exceptions and professional recordkeeping obligations.
To make a request, please contact our practice using the information below.
9. Children's and Adolescents' Privacy
Through The Grove – Child & Youth Division, we provide mental health services to children, adolescents, and families.
We recognize that children and adolescents have specific privacy interests and that their personal health information requires careful consideration.
Information provided by parents, caregivers, children, or adolescents is handled in accordance with applicable privacy legislation and professional obligations.
Consent and disclosure decisions involving young people are considered in light of applicable laws, the young person's capacity to consent, and the rights and responsibilities of parents, guardians, and substitute decision-makers.
We do not assume that a parent or guardian is automatically entitled to access all information shared by a child or adolescent in therapy.
10. External Websites
Our website may contain links to third-party websites or resources.
We are not responsible for the privacy practices or content of external websites and encourage visitors to review the privacy policies of those organizations before submitting personal information.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, or applicable legal and regulatory requirements.
Any updates will be posted on this page, with the date of the most recent revision indicated above.
12. Contact Us About Privacy
If you have questions about this Privacy Policy, wish to request access to or correction of your information, or have a concern about how your personal information is handled, please contact:
CK Mental Health & Trauma Therapy Centre
Attention: Privacy Officer / Privacy Contact
Email: admin@cktraumatherapycentre.ca
Phone: 519-809-7971
Chatham Location:
43 Victoria Avenue, Chatham, Ontario
Blenheim Location:
2 Hyland Drive, Blenheim, Ontario
We take privacy concerns seriously and will respond in accordance with applicable privacy legislation and professional responsibilities.
If you believe your personal health information has been handled improperly, you may also contact the Information and Privacy Commissioner of Ontario (IPC) to inquire about your privacy rights or the complaints process.
Website: www.ipc.on.ca
Your trust matters to us. Protecting your privacy is an important part of providing thoughtful, respectful, and compassionate mental health care.