Privacy Policy
Privacy Policy
Last updated: October 24, 2026
This policy explains what information we collect, how we use and protect it, and the choices available to you.
1. Information We Collect
The information we collect depends on how you interact with us.
When you visit our website
We may collect limited technical information, such as which pages are visited, how visitors navigate the site, and general information about browsers and devices. This helps us understand how our website is being used and improve the experience.
When you contact us
Our consultation form asks for contact information and provides an optional space for a message. You are welcome to share what feels relevant, although we encourage you to avoid including detailed or highly sensitive clinical information in your initial enquiry.
We use this information to respond to your questions, discuss availability, and help you explore whether our services may be a good fit.
When you become a client
We collect information necessary to provide counselling services, which may include contact details, intake forms, relevant health and personal history, consent documents, session notes, appointment information, and billing records.
We collect and use this information for purposes related to your care, with your knowledge and consent, or as otherwise permitted or required by law.
2. Consultation Enquiries
Initial consultation requests are treated as service enquiries and are kept separate from clinical records.
These enquiries remain in our professional email system, including when someone subsequently becomes a client. We do not create clinical notes during initial consultation calls.
Consultation correspondence is generally retained for no longer than 12 months following our last communication, unless a longer period is necessary for legal or professional reasons. Information that is no longer required is deleted.
3. Clinical Records and Confidentiality
We use Jane, a practice management platform, to manage clinical records, intake documents, scheduling, billing, payments, and online counselling appointments.
Clinical records are accessible only to authorized individuals who require access for providing services, clinical supervision, or appropriate practice administration.
Sam Trivett, Registered Clinical Counsellor has access to their own clients' records and those of student counsellors under their supervision.
We retain clinical records in accordance with applicable legal and professional requirements. When records are no longer required, they are securely disposed of.
Your personal and clinical information is kept confidential, subject to limited circumstances in which disclosure may be required or permitted by law, such as certain situations involving serious safety concerns or a legal obligation to disclose information. These limits are discussed as part of the counselling consent process.
4. Student Counsellors and Clinical Supervision
Recognition Therapy Space offers low-cost counselling with student counsellors who work under the supervision of a qualified clinical supervisor.
Clinical supervision is an important part of a student's professional development and helps support thoughtful, accountable, and ethical care.
As part of supervision, student counsellors discuss their clinical work with Sam Trivett, RCC, who may also review relevant client records. Information shared in supervision is treated confidentially and used for purposes related to clinical care, learning, and professional accountability.
Clients working with a student counsellor are informed about the supervisory relationship as part of the consent process and are welcome to ask questions about how supervision works.
5. Online Counselling and Payments
Online counselling sessions are provided through Jane's integrated video platform.
Scheduling, invoicing, and payment processing are also managed through Jane. Payment information is handled through Jane's payment processing services.
As with any online service, we encourage clients to participate in video sessions from a private location and to use a secure internet connection whenever possible.
6. Cookies and Website Analytics
Our website uses cookies and similar technologies to support its functionality and help us understand how visitors use the site.
We use Google Analytics to understand general website activity and improve the experience for visitors. Google Analytics may receive limited measurement information even when non-essential cookies are declined, without storing analytics cookies on your device.
We may also use Google Ads to help people searching for counselling services discover our practice.
We do not intentionally share consultation form messages or clinical records with Google Analytics or Google Ads.
You can accept, decline, or manage non-essential cookies through our website's cookie preferences and change your choices at any time.
7. Email and Marketing Communications
We use email to respond to enquiries, communicate about appointments, and support appropriate practice administration.
We do not currently send promotional or marketing emails. Jane provides an option for clients to indicate their marketing communication preferences, and we respect those choices.
Email is not always a fully secure method of communication. We encourage clients to use Jane's secure systems for sensitive clinical documents and information whenever possible.
8. How We Protect Your Information
We take reasonable administrative, technical, and physical measures to protect personal information against unauthorized access, disclosure, loss, or misuse.
These measures include using professional service platforms, limiting access to information according to professional responsibilities, and maintaining appropriate safeguards for sensitive records.
We also recognize that no electronic system can guarantee absolute security. We review our privacy practices as our services and technology change.
9. Your Privacy Rights and Choices
We believe informed consent includes understanding how your information is used and having meaningful choices about it.
Subject to applicable legal and professional requirements, you may:
Ask what personal information we hold about you.
Request access to your personal information or clinical records.
Request corrections to inaccurate information.
Ask questions about how your information is collected, used, stored, or shared.
Withdraw consent for certain uses of your information, where permitted by law.
Manage your website cookie preferences.
We will respond to privacy requests in accordance with applicable privacy legislation.
10. Third-Party Service Providers
We use a limited number of external service providers to operate our practice and website, including:
Jane: Clinical records, scheduling, video counselling, and payments.
Squarespace: Website hosting and contact forms.
Google Workspace: Professional email communications.
Google Analytics: Website usage analytics.
Google Ads: Advertising and related campaign measurement, when used.
These providers may process information on our behalf under their own security practices, contractual terms, and applicable privacy obligations. Some information may be processed or stored outside Canada and may therefore be subject to the laws of other jurisdictions.
We do not sell personal or clinical information.
11. Questions, Concerns, and Privacy Requests
If you have questions about this policy, would like to request access to your information, or have concerns about how your privacy is being protected, you are welcome to contact our Privacy Officer.
Sam Trivett, RCC
Privacy Officer, Recognition Therapy Space
470 Granville Street, Unit 818
Vancouver, BC, Canada
Website: https://recognitiontherapy.space/
You may also contact the Office of the Information and Privacy Commissioner for British Columbia if you have concerns about how your personal information has been handled.
12. Changes to This Policy
We may update this policy as our practice, technology, or legal obligations change. The most recent version will be available on our website, with the date of the latest update indicated above.