Privacy policy

The Mind People Therapy & Wellness is a health information custodian under Ontario’s Personal Health Information Protection Act, 2004 (PHIPA). This statement describes our information practices, as required by section 16 of that Act.

Who we are

The Mind People Therapy & Wellness
300-2916 South Sheridan Way, Oakville, ON L6J 7J8
416-505-3899 · reach.out@themindpeople.ca

What we collect

If you visit our website: technical information described under “Website analytics and advertising” below.

If you contact us: your name, email address, your phone number if you provide it, and anything you choose to write in the message field of our contact form. You do not need to describe your symptoms or circumstances to reach us. A name and email address are enough.

If you become a client: the information required to provide psychotherapy services, including your clinical record, and billing information.

Why we collect it

To respond to your inquiry, arrange a consultation, match you with a clinician, provide and administer psychotherapy services, and meet our professional, regulatory and legal obligations.

Consent

We collect, use and disclose personal health information with your consent, except where the law permits or requires us to act without it. You may withdraw or limit your consent at any time, though this may affect our ability to provide services. Withdrawing consent does not apply retroactively to information already disclosed.

Where your information is stored

Our website and contact form are hosted by Squarespace, and our email is provided by Google Workspace. Both store data on servers in the United States. Information stored outside Canada may be accessible to foreign authorities under the laws of that country.

Clinical records are maintained separately in our practice management system.

Who we share it with

We do not sell your information, and we do not share what you tell us with advertisers.

We disclose personal health information only as permitted or required by law: within your circle of care with your knowledge, where you have consented, or where legislation requires disclosure.

How long we keep it

Clinical records are retained for at least 10 years from the date of your last interaction with us, or for 10 years from your 18th birthday, whichever is later, in accordance with the record-keeping standards of the College of Registered Psychotherapists of Ontario. Inquiries that do not become client files are retained only as long as needed to respond.

Website analytics and advertising

We use website analytics and advertising measurement tools to understand how people find and use our website, and to measure the performance of our advertising.

These tools include Google Analytics, Google Ads conversion tracking, Google Tag Manager, and the Meta (Facebook) Pixel.

What these tools receive:

• The web address of the pages you visit on our site. Some page addresses describe the topic of that page.

• Approximate geographic location, based on IP address

• Device type, browser, and the site or ad that referred you

• Whether a contact form was submitted

What these tools do not receive:

• Your name, email address, phone number, or any text you enter into our contact form

• Any description of your symptoms, diagnosis or circumstances

• Any information from your clinical record

We do not build advertising audiences based on health conditions.

You can limit this collection by adjusting your browser’s cookie and tracking settings or browsing privately, installing the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout, updating your ad preferences in your Meta account settings, or turning on “Limit Ad Tracking” on your device.

Your rights

You may request access to your records, ask us to correct information you believe is inaccurate or incomplete, withdraw or limit your consent, and ask questions about our practices.

Questions and complaints

Our Contact Person for privacy matters is the Privacy Officer at The Mind People, reachable at reach.out@themindpeople.ca or 416-505-3899.

If you are not satisfied with our response, you may contact the Information and Privacy Commissioner of Ontario:

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
416-326-3333 (Toronto area) · 1-800-387-0073 (toll-free) · TDD/TTY 416-325-7539
www.ipc.on.ca

Last updated: September 21, 2026