PRIVACY POLICY
Effective Date: March 3, 2026
In Motion Psychotherapy respects your privacy and is committed to protecting your personal information and personal health information.
This Privacy Policy explains how information is collected, used, disclosed, stored, and protected when you visit the website, contact the practice, book an appointment, or receive services.
Who We Are
In Motion Psychotherapy is a psychotherapy practice operated by Kevin Klin, MACP, BBA, BEd, Registered Psychotherapist (Qualifying), offering psychotherapy services in Barry’s Bay, Pembroke, Bancroft, and virtually across Ontario.
Privacy Laws That Apply
As an Ontario psychotherapy practice, In Motion Psychotherapy handles personal health information in accordance with the Personal Health Information Protection Act, 2004, which sets rules for the collection, use, and disclosure of personal health information. Private-sector organizations engaged in commercial activities in Ontario are also subject to the Personal Information Protection and Electronic Documents Act in applicable circumstances.
Information We Collect
Depending on how you interact with the practice, we may collect:
a. Contact and identity information
-name
-email address
-phone number
-mailing or billing information
-date of birth
-emergency contact details
b. Health and service-related information
-reasons for seeking therapy
-clinical history
-session notes
-treatment goals
-appointment history
- insurance information you choose to provide
-other personal health information relevant to care
c. Website and technical information
-IP address
-browser type
-device information
-site usage data
-cookies or analytics data, where used by the website platform or connected services
d. Booking and communication information
-messages sent through website forms
-emails and phone communications
-online booking details
-intake forms and consents submitted through connected systems
How We Collect Information
We collect information:
-directly from you when you fill out a form, contact the practice, or book an appointment
-during intake, consultations, and therapy sessions
-through third-party service providers you use to interact with the practice, such as the online booking platform linked on the website
-through the website platform and standard website technologies such as logs, cookies, and analytics tools, where enabled
Why We Collect Information
We collect, use, and disclose information only for purposes that are reasonable and connected to the operation of the practice, including:
-providing psychotherapy and related services
-scheduling and confirming appointments
-maintaining client records
-communicating with you about services
-issuing receipts and processing payments
-supporting insurance reimbursement documentation
-meeting legal, regulatory, professional, and record-keeping obligations
-operating, securing, and improving the website and practice systems
Ontario privacy guidance states that health information custodians must have privacy-compliant information practices and that collection, use, and disclosure should be limited to what is reasonably necessary for the purpose.
Consent
By providing personal information or personal health information, you consent to its collection, use, and disclosure for the purposes described in this Privacy Policy, subject to applicable law.
Where required, express consent will be obtained, especially where personal health information is shared outside the circle of care or for purposes not otherwise permitted by law. Ontario privacy guidance states that sharing outside the circle of care will usually require express consent.
You may withdraw consent in some cases, subject to legal, ethical, and operational limits. Withdrawal of consent may affect the ability to provide services.
How We Use Your Information
We use your information to:
-respond to inquiries
-determine service fit
-provide psychotherapy services
-maintain accurate client files
-send appointment confirmations, reminders, and service communications
-collect fees and issue receipts
-meet professional and legal obligations
-protect the safety, rights, and integrity of clients, staff, and the public
How We May Disclose Information
We do not sell your personal information or personal health information.
We may disclose information:
with your consent,
-to service providers who assist in operating the practice, such as booking, website, email, payment, or record systems, where they are required to protect the information
-to your insurer or benefits provider, if you request documentation or submit claims
-where required or permitted by law
-where necessary to reduce a serious risk of harm
-to regulatory bodies, courts, or legal authorities where legally required
-for administrative purposes related to the delivery of care, where permitted by law
Third-Party Platforms and Service Providers
The website links to JaneApp for online booking. The practice may also use website hosting, email, payment, and administrative service providers.
These third parties store or process information on the practice’s behalf. They have their own privacy and security practices and terms. In Motion Psychotherapy takes reasonable steps to use service providers appropriate for the operation of a professional practice, but does not control third-party policies.
Website Cookies and Analytics
The website or its service providers may use cookies, pixels, analytics tools, or server logs to understand website traffic, improve performance, and support site functionality.
You may manage cookies through your browser settings. Disabling cookies may affect parts of the website.
Safeguards
We use reasonable administrative, technical, and physical safeguards to protect information against loss, theft, unauthorized access, use, disclosure, copying, or modification.
Ontario privacy law requires custodians to maintain privacy-compliant information practices, and PIPEDA requires safeguards appropriate to the sensitivity of the information.
Retention
Personal information and personal health information are retained only as long as necessary for the purposes described in this Privacy Policy and as required by law, professional standards, insurance requirements, and record-keeping obligations.
Canadian privacy guidance states that personal information should only be kept as long as required for the identified purposes.
Accuracy
We aim to keep information accurate, complete, and up to date for the purposes for which it is used. Please notify the practice if your contact details or other personal information changes. PIPEDA guidance states that personal information should be as accurate, complete, and up to date as necessary for the purpose for which it is used.
Access and Correction Requests
You may request access to your personal information or personal health information, or request correction of your records, subject to applicable legal and professional limits.
Ontario privacy guidance states that individuals have a right to request access to records of personal health information and to request corrections.
Requests should be made in writing to the contact listed below.
Children and Youth
Services may be offered to older teens. Privacy, consent, and access issues for minors will be handled in accordance with applicable Ontario law, professional obligations, and the circumstances of the therapeutic relationship.
Cross-Border Storage or Processing
Some website, email, booking, payment, or cloud-based service providers may store or process data outside Ontario or outside Canada. Where this occurs, the information may be subject to the laws of the jurisdiction where it is processed or stored.
Complaints and Questions
If you have questions about this Privacy Policy, your records, or the practice’s information handling, please contact:
Privacy Contact
Kevin Klin
In Motion Psychotherapy
Email: Kevin@inmotionpsychotherapy.ca
Phone: (289) 400-2806
If you believe your privacy rights have been violated in relation to personal health information in Ontario, complaints may be directed to the Information and Privacy Commissioner of Ontario. PHIPA gives individuals privacy rights and sets obligations for health information custodians in Ontario.