Privacy Policy

Iwona Kaczmarzyk-Kozlowski Psychology ("the practice", "we") takes your privacy seriously. This policy explains what personal and health information we collect, how we use it, and the rights you have under Ontario's Personal Health Information Protection Act (PHIPA) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Scope

This policy applies to the website iwonakpsych.ca and to any personal health information collected in the course of providing psychology services.

2. Information we collect

Website contact form

When you submit the contact form we collect: name, email address, optional phone number, your preferred language, and the message you send. These data are transmitted over TLS and are used solely to respond to your enquiry.

Clinical services

If you become a client, we collect personal health information (PHI) as required to provide assessment and psychotherapy services. This is collected directly from you (or a legal guardian), under your informed consent.

Website analytics

This website can use Google Analytics 4 (GA4) to understand general, anonymous usage. It runs only if you accept it in the cookie banner. If you decline, no analytics cookies are set and no data is sent to Google. When enabled, GA4 uses cookies and sends usage data with IP masking to Google; it never receives your name, contact details, or any health information. You can change your choice at any time by clearing the cookies for this site. How Google handles this data is governed by the Google privacy policy.

Embedded maps

The two office-location pages embed an interactive Google Map so visitors can find the office. The map is loaded from Google: displaying it loads content from Google and may set Google cookies, which are governed by the Google privacy policy. We do not send Google any personal or health information, and the map is used only to show the office location. You can contact us without using the map.

3. How we use your information

• To respond to enquiries submitted through the contact form.
• To provide psychology services under PHIPA.
• To maintain clinical records as required by the College of Psychologists of Ontario.
• To bill or issue receipts to you or your insurer, with your consent.

4. How we protect your information

• TLS 1.3 encryption for all website traffic.
• Clinical records stored on Canadian, PHIPA-compliant infrastructure.
• Secure video sessions via a Canadian, encrypted platform that meets PHIPA standards.
• Contact form submissions are not logged to third-party monitoring services; only the recipient receives the message.
• Rate limiting and bot-protection (Cloudflare Turnstile) on the contact form.

5. Retention

Contact form messages are retained for up to 90 days unless they lead to a clinical engagement, in which case they are filed in your clinical record. Clinical records are retained for at least 10 years past the last interaction, or as required by the College of Psychologists of Ontario, whichever is longer.

6. Disclosure to third parties

We do not sell personal information. Clinical records are disclosed only with your written consent, except where required by law (imminent risk of serious harm; court order; reporting obligation under child-protection or abuse-reporting statutes).

7. Your rights

• Access your personal health information.
• Request correction of factual errors.
• Withdraw consent for specific disclosures.
• File a complaint with the Information and Privacy Commissioner of Ontario (ipc.on.ca) or the Office of the Privacy Commissioner of Canada (priv.gc.ca).

8. Privacy Officer

The practice's Privacy Officer is Iwona Kaczmarzyk-Kozlowski, reachable via the contact form.

9. Changes

Material changes to this policy will be posted on this page with a new effective date.