Privacy Policy
SMS Privacy Policy for Transformation Counselling
Effective Date: 2023-09-27
Last Updated: 2024-12-17
Introduction At Transformation Counselling ("we," "us," or "our"), we are committed to protecting your privacy and ensuring the confidentiality of your personal information. This SMS Privacy Policy explains how we collect, use, disclose, and protect the personal information we obtain when you opt-in to receive SMS (text) messages and other forms of communication from us.
As a mental health therapy clinic operating in Waterloo, Ontario, we comply with applicable privacy laws, including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), the Telecommunications Regulatory Compliance (TRC) requirements, and other provincial regulations.
1. Purpose of SMS and Email Communications
We use SMS and email communications for the following purposes:
Appointment Reminders: To send you reminders of upcoming therapy sessions.
Scheduling Assistance: To assist with booking, rescheduling, or confirming appointments.
Marketing Communications: To share clinic updates, promotions, and mental health resources.
Balance Updates: To inform you about balances owing for services rendered.
Customer Service: To provide answers to your inquiries or support requests.
You will only receive SMS or email messages if you have provided explicit consent by opting in.
2. How We Collect Your Information
We collect personal information such as your name, mobile phone number, and email address through the following methods:
Directly from you when you complete our consent forms or provide your contact details during intake.
When you opt-in to receive SMS communications via online booking systems, intake processes, or consent forms.
3. Your Consent
By providing your mobile phone number or email address and opting into communications, you consent to receiving SMS and email messages from Transformation Counselling.
You have the right to withdraw your consent at any time by replying STOP to any SMS message or by contacting us directly.
For email communications, you can unsubscribe by clicking the "unsubscribe" link at the bottom of any email.
Opting out of communications will not affect your ability to receive services from us.
4. Message Frequency
The frequency of messages will depend on your interaction with us. However, typical communications include:
One SMS or email per appointment reminder.
Occasional updates or marketing messages (maximum of 2-4 per month).
As-needed SMS for billing updates or scheduling support.
5. Fees and Charges
Message and data rates may apply depending on your mobile carrier. You are responsible for any fees incurred through receiving SMS messages.
6. How We Protect Your Information
We take the security and privacy of your personal information seriously. We implement appropriate administrative, technical, and physical safeguards to protect your information from unauthorized access, use, or disclosure.
Some measures include:
Secure systems to store and process SMS and email communications.
Access controls to ensure only authorized staff handle client communications.
Compliance with all privacy regulations relevant to mental health practices.
7. Third-Party Service Providers
We may use third-party providers (e.g., SMS and email platforms) to facilitate our communications. These providers are contractually obligated to maintain the confidentiality and security of your information and to comply with privacy regulations.
8. Disclosure of Personal Information
We do not sell, rent, or share your personal information with unauthorized third parties, other than third-party service providers (e.g., SMS and email platforms). Your information may be disclosed only in the following circumstances:
With your explicit consent.
When required by law or legal processes.
To protect the safety of yourself, others, or our clinic staff.
9. Retention of Personal Information
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by applicable laws and regulations.
10. Your Rights
As a client, you have the right to:
Access the personal information we hold about you.
Correct inaccuracies in your information.
Withdraw consent for communications at any time.
To exercise these rights, please contact us using the details provided below.
11. Contact Us
If you have any questions about this SMS Privacy Policy, or to opt out of communications, please contact:
Transformation Counselling
Address: 22 King St S, Unit 404, Waterloo, ON
Phone: (519) 954-4900
Email: admin@transformationcounselling.com
Website: www.transformationcounselling.com
12. Terms of Service
Messaging frequency may vary.
Message and data rates may apply.
To opt out at any time, text STOP.
To opt in at any time, text START.
For assistance, text HELP or visit our website at www.transformationcounselling.com.
Visit https://transformationcounselling.com/privacy-policy for privacy policy and https://transformationcounselling.com/privacy-policy for Terms of Service.
13. Additional Terms and Conditions
Text message communications. We use text messaging to communicate with you about your service. Normal messaging rates apply and the frequency of messages may vary. Mobile Carriers are not liable for delayed or undelivered messages.
By submitting your phone number, you agree to receiving texts from Transformation Counselling
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Opt-out of text message communications. You may opt-out of text messaging at any time by replying to any message with STOP contacting us at admin@transformationcounselling.com. This will end the communications from that particular phone number. You may continue to receive service-related and other non-marketing text messages from other phone numbers managed by Company, and you may opt out of those in a similar fashion.
Opt-out of marketing communications. You may opt-out of marketing-related emails by following the opt-out or unsubscribe instructions at the bottom of the email, or by contacting us at admin@transformationcounselling.com. You may continue to receive service-related and other non-marketing emails.
14. Changes to This Policy
We may update this SMS Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on our website with the updated effective date. We encourage you to review this policy periodically.
By opting into SMS communications, you acknowledge that you have read, understood, and agree to this SMS Privacy Policy.