Protecting client privacy of personal and/or health information is paramount in our clinical practice. We are dedicated to collecting, using, and disclosing personal information responsibly and only as necessary for the goods and services we provide. Transparency and openness regarding how we handle personal information are fundamental principles of our practice. This document outlines our privacy policies.

Definition of Personal Information

Personal information refers to data about an identifiable individual, including but not limited to personal characteristics (e.g., gender, age, income, address, phone number, ethnic background, family status), health (e.g., health history, conditions, received health services), and activities and views (e.g., religion, politics, expressed opinions). 

Identity and Role

We operate as practitioners of inner voice therapy. The designated information officer overseeing personal and/or health information is Dr Natasha Ramzan. Administrative staff and intake workers may have access to personal information in the course of their administrative duties (e.g., referral distribution, billing, scheduling), but only the practitioner has access to clinical session records.

Collection of Personal Information: Primary Purposes

Client information is collected, used, and disclosed primarily to serve clients. The main purposes include assessment and treatment. Information collected may encompass health history, family history, physical condition, social situation, and more, to facilitate understanding of clients' needs and provide appropriate care. In emergencies or when practical consent cannot be obtained (e.g., unconsciousness), information may be collected with implied consent.

Collection of Personal Information: Related and Secondary Purposes

Additionally, personal information may be used for related or secondary purposes, such as invoicing, quality assurance examinations, third-party billing, client inquiries, and continuity of care. In the event of business transfer, due diligence may involve reviewing records under strict confidentiality agreements.

Protection of Personal Information

We prioritize safeguarding personal information by implementing various measures:

Paper documents are supervised or stored in locked/restricted areas.
Electronic hardware containing client information is supervised or secured and password-protected.
USB disks and hard drives storing client data are encrypted.
Electronic health information is encrypted.
Paper information is transmitted securely through sealed envelopes or reputable courier services.
Electronic clinical information transmission employs secure methods or removes identifiers.
Staff handling personal information are trained to do so responsibly and in compliance with privacy policies.

Retention and Destruction of Personal Information

We retain personal information for necessary periods to address client inquiries and fulfill regulatory obligations. Client files are retained for a minimum of [7 years and longer for a minor under 16 years old] and destroyed securely (e.g., shredding for paper files, permanent deletion for electronic data) when no longer needed.

Access to Personal Information

Clients generally have the right to access their personal information upon written request. Certain sensitive information may be redacted to prevent harm. If access cannot be provided, reasons will be communicated promptly. Clients may request corrections to factual information, which will be accommodated, with notifications to relevant parties if applicable.

Questions and Complaints

For inquiries or complaints regarding privacy practices, clients may contact Dr Natasha Ramzan at 647 697 9718 or info@innervoicetherapy.ca  

Formal complaints will be acknowledged, investigated promptly, and responded to in writing. Concerns about professionalism or competence can be addressed directly or escalated to the relevant regulatory body.

Regulatory Bodies

Clients have the option to lodge complaints with the regulatory body overseeing inner voice therapy practices:

Ontario College of Social Workers and Social Service Workers
250 Bloor St E, Toronto, ON M4W 1E6; (416) 972-9882

College of Registered Psychotherapists
375 University Ave #803, Toronto, ON M5G; +1 844-712-1364 

For general inquiries and privacy disputes, clients may contact the Information and Privacy Commissioner of Ontario at:

2 Bloor Street East, Suite 1400 Toronto, Ontario M4W 1A8 Phone (416) 326-3333 | 1-800-387-0073 | Fax (416) 325-9195 | TTY (416) 325-7539



This policy is governed by the Personal Health Information Protection Act.