Privacy Policy

Effective Date: April 23, 2025

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1. Introduction

 

1288742 BC Ltd o/a Kelowna EMDR Clinic ("we," "us," or "our"), located at 506‑550 Osprey Ave, Kelowna, BC, V1Y 5A6, operates https://kelownaemdr.ca (the "Website"). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Website.

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2. Information We Collect

 

2.1 Information You Provide Directly

 

When you fill out contact forms on our website, we collect:

• Full name

• Email address

• Phone number

• Preferred time to reach you

• Reason for inquiry

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When you fill out 'Join Waitlist' form on our website to see a counsellor, we collect:

• Full name

• Pronouns

• Email address

• Phone number

• Age category (child, youth, or adult)

• Person who referred you (if applicable)

• Who are you seeking counselling for (if you are looking on someone else's behalf, like your child)

• brief description of your concern(s)

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When you enable SMS notifications, we collect:

• Phone number

• First name

• Last initial

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2.2 Automatically Collected Information

 

We use cookies via Wix and Google Analytics to collect standard Internet log information, including:

• IP address

• Browser type and version

• Pages you visit and time spent

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3. How We Collect Information

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• Forms on our Website: You submit data voluntarily through one of the forms.

• Analytics Cookies: Placed by Wix and Google Analytics to help us understand site usage.

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4. Use of Your Information

 

We use the information you provide to:

• Respond to your inquiries and schedule appointments.

• Manage your appointments and treatment via JaneApp.

• Remind you of upcoming appointments

• Send occasional administrative updates (e.g., rate changes) via Mailchimp.

• Analyze site performance and improve user experience using Google Analytics.

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5. Data Storage and Security

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• Website Data and Contact Form submissions: stored on Wix servers. See Wix Privacy Notice: https://www.wix.com/about/privacy.

• Website Waitlist Form submissions: stored temporarily on Google Drive. See Google's Privacy Policy Notice: https://policies.google.com/privacy.

• Client Records: maintained in JaneApp; see JaneApp Privacy Notice: https://jane.app/legal/privacy-notice.

• Names and email addresses in MailChimp. See Intuit MailChimp Privacy Policy: https://mailchimp.com/about/security/.

• We implement reasonable technical and organizational safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction.

• We have taken reasonable measures to ensure that any external services that we use to handle sensitive data and client information are compliant with the Health Insurance Portability and Accountability Act (HIPAA) and the Personal Information Protection Act (PIPA). 

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6. Third-Party Services

 

We do not sell your personal data to anyone. We do not share your personal data with any third parties, with the exception of the following companies/services that facilitate and enable our operations:

• Wix (website analytics and contact form submissions)

• Google Analytics (website analytics)

• Google Docs (waitlist form submissions)

• Mailchimp (periodic administrative updates)

• JaneApp (appointment booking and client records management)

• Dialpad (SMS notifications)

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7. Cookies and Tracking

 

Our Website uses cookies for analytics. You may disable cookies via your browser settings, but this may impact site functionality.

 

8. Minors

 

We offer counselling services to clients under 18. For anyone under 18, parental or guardian consent is required before providing personal information or beginning services.

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9. Your Rights Under Canadian Privacy Law

 

Under PIPEDA, you have the right to:

• Access your personal information.

• Request correction of inaccurate or incomplete information.

• Withdraw consent for certain uses of your data (subject to legal or contractual obligations).

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To exercise these rights, contact us at info@kelownaemdr.ca.

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10. Changes to This Policy

 

We may update this Privacy Policy periodically. The "Effective Date" at the top will reflect the latest revisions. We encourage you to review this page regularly.

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11. Contact Us

 

If you have questions or concerns about this policy or our data practices, please contact:

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Kelowna EMDR Clinic
506-550 Osprey Ave, Kelowna, BC, V1Y 5A6
Email: info@kelownaemdr.ca