Lotus Wellness Psychology Clinic
Last updated: 2026-07-30
Lotus Wellness Psychology Clinic (“the Clinic,” “we,” “us”) is committed to protecting the privacy of every person we serve and every visitor to our website. This policy explains how we collect, use, protect, and disclose personal information, in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and the federal Personal Information Protection and Electronic Documents Act (PIPEDA).
Personal Health Information in Our Clinical Practice
What personal health information means
Personal health information is identifying information about your physical or mental health, the health care you have received, and related details — for example, your health history, assessment results, session records, insurance and billing information, and contact details collected for the purpose of providing care.
Who is responsible
Dr. Nancy Bahl, C.Psych., is the health information custodian responsible for personal health information at the Clinic and serves as our privacy contact. Where administrative support is involved in scheduling or billing, access is limited to the information needed for those duties; clinical records are accessible only to your treating clinician.
Why we collect your information
We collect, use, and disclose personal health information primarily to provide you with psychological services, to understand your concerns, conduct assessments, plan and deliver treatment, and communicate with you about your care. With your consent, or as permitted by law, information may also be used for closely related purposes such as billing (including direct billing to your insurer), appointment scheduling and reminders, responding to your inquiries, and meeting our professional and legal obligations.
Your consent and its limits
We collect and share your information only with your knowledge and consent, except where the law permits or requires otherwise. Confidentiality has a small number of legal limits — for example, risk of serious harm to you or others, suspected abuse or neglect of a child, or a court order.
How we protect your information
- Clinical records are stored in Jane App, a secure Canadian practice-management platform that stores data on servers located in Canada.
- Virtual sessions are conducted over encrypted videoconferencing designed for health care.
- Devices used to access clinical information are password-protected and encrypted, and access is limited to authorized persons.
- Any paper documents are stored in locked/restricted locations and transmitted securely when transmission is necessary.
- Email is not a secure channel for sensitive information; we ask that clinical details be shared in session or through secure means rather than by email.
How long we keep it
Clinical records are retained in accordance with the standards of the College of Psychologists and Behaviour Analysts of Ontario: at least ten years following our last contact with you, or, for clients under 18, at least ten years after the client’s 18th birthday. When records are no longer required, they are destroyed securely (e.g., shredding for paper files, permanent deletion for electronic data).
Access and correction
You have the right to see and obtain a copy of your personal health information, subject to limited exceptions set out in PHIPA (for example, where access would create a significant risk of harm). Requests can be made in writing to the privacy contact below. If we cannot provide access to some part of your record, we will explain why. If you believe information in your record is inaccurate or incomplete, you may request a correction; where we make a correction, we will notify others to whom the information was disclosed where appropriate, and where we do not, you may attach a statement of disagreement to your record.
Questions and complaints
Questions, access requests, or concerns about our privacy practices can be directed to:
Privacy Contact: Dr. Nancy Bahl, C.Psych.
Email: contact@lotuswellnessclinic.ca
We take every concern seriously and will respond promptly and in writing to formal complaints. You are also entitled to contact:
College of Psychologists and Behaviour Analysts of Ontario (professional regulation)
110 Eglinton Avenue West, Suite 500, Toronto, ON M4R 1A3 · (416) 961-8817 · cpbao.ca
Information and Privacy Commissioner of Ontario (privacy oversight under PHIPA)
2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8 · 1-800-387-0073 · ipc.on.ca
Information Collected Through This Website
Our website is for general information and appointment booking. Please do not share personal health information through this website or by email.
Information you provide
If you email us, we receive your email address and whatever you choose to include. We use it only to respond to you, and we retain such correspondence only as long as needed.
Appointment booking
Online booking is provided by Jane App. Information you enter when booking (such as your name, email, and phone number) is collected and stored by Jane App on our behalf, on servers in Canada. Jane App’s privacy policy is available at jane.app/privacy.
Analytics and cookies
We use Google Analytics to understand how visitors find and use our website. This uses cookies and collects information such as approximate location (city level), device and browser type, and pages visited. This data is aggregated, does not identify you personally, and is not used for advertising. Google may process this data outside Canada; see policies.google.com/privacy. You can disable cookies in your browser or opt out of Google Analytics at tools.google.com/dlpage/gaoptout — the website works normally either way.
Changes to this policy
We may update this policy from time to time; the date above reflects the most recent revision. Material changes will be posted on this page.