Last updated August 8, 2025.

1. COMMITMENT TO YOUR PRIVACY

Okanagan Clinical Counselling Services Inc. DBA OK Clinical Therapy Group (“Company”, “We”, “Us”, “Our”) is committed to protecting the privacy, confidentiality, and security of the personal information entrusted to us by our clients and website visitors (“You”, “Your”). We manage personal information in accordance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia’s Personal Information Protection Act (PIPA), and applicable professional regulations.

2. GENERAL INFORMATION

This Privacy Policy outlines how we collect, use, disclose, retain, and protect your personal information across all interactions with our organization. This includes information shared through our website (https://okclinical.com), online forms (e.g., Microsoft Forms), email, text, phone, or in-person communications, as well as any information collected when participating in our services. By providing us with your personal information through any of these channels, you acknowledge that you have read, understood, and agree to the practices outlined in this policy. If you do not agree, please discontinue use of our services and website. Please note: - This policy does not apply to clinical or medical records of registered clients. - Specific consent for counselling, assessment, and treatment services is obtained separately. We are committed to protecting your privacy and handling your information responsibly, regardless of how it is collected or shared.

By providing us with your personal information through any of these channels, you acknowledge that you have read, understood, and agree to the practices outlined in this policy. If you do not agree, please discontinue use of our services and website. Please note: - This policy does not apply to clinical or medical records of registered clients. - Specific consent for counselling, assessment, and treatment services is obtained separately. We are committed to protecting your privacy and handling your information responsibly, regardless of how it is collected or shared.

Please note:

  • This policy does not apply to clinical or medical records of registered clients.
  • Specific consent for counselling, assessment, and treatment services is obtained separately.

We are committed to protecting your privacy and handling your information responsibly, regardless of how it is collected or shared.

3. COLLECTION OF YOUR PERSONAL INFORMATION AND HOW WE USE IT

Depending on how you access our services, you will be subject to different types of Personal Information collected and different manners of collection. We collect information from various sources:

  • Directly from You: When you voluntarily provide information through forms, emails, phone calls, text or during sessions.
  • From Parents or Legal Guardians: When they provide information about a minor client for whom they have legal authority to consent. We may require verification of this authority.
  • Automatically from our Website: Usage data collected via cookies and similar technologies.
  • From Third Parties (with Consent): Such as referring healthcare professionals, but only with your prior, explicit consent.

Registered or Potential Clients: You may request or book an appointment through the following methods:

  • Online Form (this covers the submission of a user-filled form on our website).
  • Online Booking Software “JaneApp” (for more information please visit: https://jane.app/legal/privacy-notice)
  • Email (this covers communication sent to our general inbox and any emails associated with @okclinical.com and @coastalclinical.com)
  • Phone &Text (this applies to calls and conversation including booking an appointment or consultation with our representatives).

During the process of your booking, we will collect some or all of the following Personal Information from you through your voluntary disclosure: your first name, last name, date of birth, email address, phone number, and reason for seeking services. Personal Information may be asked for in relation to:

  • Interaction with our representatives in any way including responding to your inquiries;
  • Scheduling and managing appointment while providing services to you;
  • Conducting assessments, developing treatment plans, and delivering agreed-upon services;
  • Establishing and maintaining our client relationship;
  • Processing payment for your preferred services;
  • Maintaining accurate, complete, and up-to-date client records as required by law and our professional regulatory obligations in British Columbia;
  • Internal service evaluation, quality improvement, and statistical analysis;
  • Risk management and incident response;
  • Complying with all applicable legal, regulatory, and professional standards and requirements;
  • Other purposes disclosed to you and for which we obtain your specific consent.

By undergoing the booking process, you consent to us collecting your Personal Information, including the Personal Information described in this clause, as well as storing, using or disclosing your Personal Information in accordance with this Privacy Policy.

Visitors: If you are a visitor to our website and do not want to book an appointment or consultation or purchase any of our Services, you may still be subject to certain passive data collection (“Passive Data Collection”). Such Passive Data Collection may include through cookies, as described below, IP address information, location information, and certain browser data.

  • All Clients, Users and Visitors: The Passive Data Collection that applies to visitors automatically shall also apply to all clients and other users of our website. See section 4.
4. THE PERSONAL INFORMATION WE RECEIVE AUTOMATICALLY

Cookies: We may collect information from you through automatic tracking systems (such as information about your browsing preferences) as well as through information that you volunteer to us (such as information you provide during an appointment request or at other times while using our website, as described above). For example, we use cookies to make your browsing experience easier and more intuitive: cookies are small strings of text used to store some information that may concern the user, his or her preferences or the device they are using to access the internet (such as a computer, tablet, or mobile phone). Cookies are mainly used to adapt the operation of the site to your expectations, offering a more personalized browsing experience and memorizing the choices you made previously. A cookie consists of a reduced set of data transferred to your browser from a web server and it can only be read by the server that made the transfer. This is not executable code and does not transmit viruses. Cookies do not record or store any Personal Information. If you want, you can prevent the use of cookies, but then you may not be able to use our website as we intend. To proceed without changing the options related to cookies, simply continue to use our website.

Technical Cookies: Technical cookies, which can also sometimes be called HTML cookies, are used for navigation and to facilitate your access to and use of the site. They are necessary for the transmission of communications on the network or to supply services requested by you. The use of technical cookies allows the safe and efficient use of the site. You can manage or request the general deactivation or cancellation of cookies through your browser. If you do this though, please be advised this action might slow down or prevent access to some parts of the site. Cookies may also be retransmitted by an analytics or statistics provider to collect aggregated information on the number of users and how they visit ARC. These are also considered technical cookies when they operate as described. Temporary session cookies are deleted automatically at the end of the browsing session – these are mostly used to identify you and ensure that you don’t have to log in each time – whereas permanent cookies remain active longer than just one particular session.

Third-Party Cookies: We may also utilize third-party cookies, which are cookies sent by a third-party to your computer. Permanent cookies are often third-party cookies. The majority of third-party cookies consist of tracking cookies used to identify online behaviour, understand interests and then customize information for users. Third-party analytical cookies may also be installed. They are sent from the domains of the aforementioned third parties external to the site. Third-party analytical cookies are used to detect information on user behavior on our website. This place anonymously, in order to monitor the performance and improve the usability of the site. Third-party profiling cookies are used to create profiles relating to users, in order to propose advertising in line with the choices expressed by the users themselves. When these types of cookies are used, we will receive your explicit consent.

Support in Configuring your Browser: You can manage cookies through the settings of your browser on your device. However, deleting cookies from your browser may remove the preferences you have set for this website.

Log Data: Like all websites and mobile applications, this Website also makes use of log files that store automatic information collected during user visits. The different types of log data could be as follows:

  • internet protocol (IP) address
  • type of browser and device parameters used to connect to ARC
  • name of the Internet Service Provider (ISP)
  • date and time of visit
  • web page of origin of the user (referral) and exit
  • possibly the number of clicks

The aforementioned information is processed in an automated form and collected in an exclusively aggregated manner in order to verify the correct functioning of the site, and for security reasons. This information will be processed according to the legitimate interests of the Data Controller.

5. LEGAL BASIS AND CONSENT

Generally, by providing us with Personal Information, we will assume that you consent to our collection, use and disclosure of such information for the purposes identified or described in this Privacy Policy, if applicable, or as otherwise described at the time of collection.

We do not collect, use or disclose your Personal Information other than as described in this Privacy Policy without your consent, unless permitted or required by law. We may be required or permitted under statute or regulation to collect, use or disclose personal information without your consent, for example in response to a court order or subpoena, to comply with local or federal regulations, or to collect a debt owed to us.

You may withdraw your consent to our collection, use and disclosure of Personal Information at any time, subject to contractual and legal restrictions and reasonable notice, however, please note that if you withdraw your consent to certain uses of your personal information, we may no longer be able to provide certain of our services. Our primary legal basis for collecting, using, and disclosing personal information is your meaningful consent.

  • Meaningful Consent: We are committed to ensuring you understand what information is being collected, why it is being collected, and how it will be used, so your consent is informed and voluntary.
  • Implied Consent: In limited circumstances, consent may be implied (e.g., providing your contact details when requesting a callback).
  • Express Consent: For most purposes, particularly the collection and use of sensitive personal information, sharing information with third parties, or initiating assessment and treatment, we will obtain your explicit consent, typically through checkboxes on forms or signed consent documents.
  • Accuracy: Your provision of information constitutes your confirmation that the information is accurate and complete to the best of your knowledge. Please inform us promptly of any changes.
  • Withdrawal of Consent: You have the right to withdraw your consent at any time by providing written notice to our Privacy Officer at info@okclinical.com. Withdrawal is subject to legal, contractual, and professional restrictions (e.g., we must retain health records for legally required periods). Withdrawing consent may impact our ability to provide ongoing services.
6. SHARING AND DISCLOSURE OF PERSONAL INFORMATION

Under certain circumstances, we may be required to disclose your Personal Information if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency). We may also release such information if we feel it is necessary in order to protect our rights or the rights of our clients, affiliates, partners, or any other party, and for purposes of protection from fraud and credit risk. We may disclose your Personal Information in the good faith belief that such action is necessary to:

  • With Your Explicit Consent: To specific third parties you authorize (e.g., another healthcare provider, an educational institution).
  • Service Providers: To trusted third-party service providers who assist us in operating our practice (e.g., data hosting, secure communication platforms, scheduling systems, payment processors). These providers are contractually bound to protect your information, use it only for the services we engage them for, and adhere to privacy standards comparable to our own.
  • Legal, Regulatory & Professional Obligations: When required by law, court order, subpoena, search warrant, or as mandated by our professional regulatory body (e.g., responding to audits or investigations).
  • Risk of Harm: If we believe, in good faith, that disclosure is necessary to protect personal safety of users or others.
  • Business Transactions: In the event of a proposed merger, acquisition, or sale of assets, information may be shared under strict confidentiality agreements. You will be notified if your information becomes subject to a different privacy policy.
  • We disclose only the minimum information necessary for the specific purpose.
7. DATA STORAGE, SECURITY AND TRANSFERS
  • Storage Location: Your personal information is primarily stored and processed and/or on secure servers located within Canada where feasible.
  • Transfers: We utilize reputable third-party service providers whose servers may be located outside of Canada, including in the United States. While we select providers with strong security and privacy practices, information stored outside Canada is subject to the laws of that jurisdiction, including potential access by foreign governments or law enforcement.
  • Security Measures: We employ reasonable and appropriate administrative, technical, and physical safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. These measures include secure premises, access controls, password protection, encryption (where appropriate), staff training on privacy obligations, and secure methods for destroying or anonymizing information when no longer needed.
  • Disclaimer: Despite our efforts, no method of transmission over the Internet or electronic storage is entirely infallible. We cannot guarantee absolute security but are committed to maintaining robust safeguards.
8. THIRD PARTIES

We may utilize third-party service providers (“Third-Party Service Providers”), from time to time or all the time, to help us with providing and delivering our Services and to help serve you. We may use Third-Party Service Providers to assist with information storage (such as cloud storage). The following entities are used to store and process information:

  • Google Analytics – to track metrics and usage on our website.
  • Buzz Media – to analyze user engagement and advertising performance on our website.
  • Microsoft Forms (via OneDrive) – to collect information when clients complete the Best Fit form on our website.
  • Google Workspace (G Suite) – for secure business email hosting and document collaboration.
  • Square & JaneApp – to securely process payments for our services.
  • WordPress – to host our website and process data submitted through online forms.

Information relating to and collected by third-party service providers may be transferred on servers located outside of your province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction. We will take all steps reasonably necessary to ensure that your data is treated safely and securely and according to this Privacy Policy. Therefore, no transfer of your Personal Information will take place in an organization/ province/ country unless there are adequate controls in place including the security of your personal information.

9. STORAGE AND RETENTION OF INFORMATION

The security of your Personal Information is important to us, and we take every step to ensure that it is protected against unauthorized access, disclosure, or destruction. Please note, however, that no system involving the transmission of information via the internet, or the electronic storage of data, is completely secure. We will retain your Personal Information only for as long as is necessary for the purposes set out in this Privacy Policy, and to comply with our legal obligations. For example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies. Although we take precautions to safeguard your Personal Information, when you voluntarily disclose personal information on our Website which does not encrypt or otherwise secure that information other than by standard web server technology, along with any substantive information disclosed in your communication, this Personal Information may be subject to unauthorized collection by third parties and that unauthorized activity is beyond our control.

10. ACCEPTANCE OF RISK

By continuing to our website in any manner or request services, you agree and consent to this Privacy Policy. You further acknowledge, agree and accept that no transmission of information or data via the internet or phone call is always completely secure, no matter what steps are taken. You acknowledge, agree and accept that we do not guarantee or warrant the security of any information that you provide to us, and that you transmit such information at your own risk.

11. MODIFICATIONS AND REVISIONS

We reserve the right to modify, revise, or otherwise amend this Privacy Policy at any time and in any manner. If we do so, however, we will notify you and obtain your consent to the change in processing. Unless we specifically obtain your consent, any changes to the Privacy Policy will only impact the information collected on or after the date of the change. It is also your responsibility to periodically check this page for any such modification, revision or amendment.

CONTACT US – PRIVACY OFFICER

We have appointed a Privacy Officer responsible for ensuring compliance with this policy and applicable privacy laws. For any questions, concerns, complaints, or requests related to your personal information or this Privacy Policy, please contact:

PRIVACY OFFICER

  • OK Clinical Therapy Group
  • #206 - 1634 Harvey Ave, Kelowna BC, V1Y 6G2
  • Email: info@okclinical.com

Any dispute arising between you and us with respect to your privacy is subject to any applicable Terms of Use of the Website, and this Privacy Policy, including limitations on damages, arbitration, and jurisdiction. This statement and the polices contained herein are not intended to and do not create any contractual or other legal rights in or on behalf of any party.