Privacy Policy

Effective Date: August 2026

Last Updated: August 2026

At Pablo Muñoz Psychotherapy (pablomunoz.ca), we are committed to protecting your privacy, maintaining the confidentiality of your personal health information, and upholding the highest standards of professional ethics.

This Privacy Policy outlines how we collect, use, disclose, retain, and safeguard your personal and personal health information in accordance with Ontario's Personal Health Information Protection Act, 2004 (PHIPA), Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), and the regulations set forth by the College of Registered Psychotherapists of Ontario (CRPO).

1. Information We Collect

To provide safe, effective, and personalized psychotherapy services, we collect both Personal Information (PI) and Personal Health Information (PHI).

A. Personal Health Information (PHI)

PHI includes information related to your physical or mental health, such as:

Psychological history, symptoms, diagnoses, and treatment plans.

Clinical session notes, intake assessment forms, and progress evaluations.

Information provided during therapy sessions (in-person or virtual).

Health history, medical contacts, or notes shared with your consent.

B. Personal Contact & Identification Information

Full name, date of birth, gender, and preferred pronouns.

Contact details (phone number, email address, home address).

Emergency contact information.

Payment details, insurance information, and billing history.

C. Website & Technical Data

When you visit pablomunoz.ca, we may automatically collect limited technical data through cookies or web analytics, including:

IP address, browser type, device information, and operating system.

Pages visited, time spent on the site, and referral sources.

Information submitted through our online contact forms or newsletter subscriptions.

2. How We Collect Your Information

We collect information directly from you through:

Initial consultation calls, intake forms, and client agreements.

Individual, couples, or virtual therapy sessions.

Email, phone calls, text messages, or contact forms on our website.

Subscription requests for our newsletter or guides.

Information is only collected from third parties (e.g., family members, physicians, insurance providers) with your explicit written consent, unless required or permitted by law.

3. How We Use Your Information

Your information is collected and used strictly for the following purposes:

Providing Healthcare Services: Assessing, diagnosing, planning, and delivering individualized psychotherapy treatment.

Administration & Operations: Scheduling appointments, managing clinical records, issuing receipts, processing billing, and communicating regarding your care.

Website Communication: Responding to website inquiries, delivering requested mental health guides, and sending newsletters (you may unsubscribe at any time).

Legal & Regulatory Compliance: Fulfilling record-keeping requirements under the CRPO and complying with applicable Ontario and Canadian laws.

4. Confidentiality & Limits to Confidentiality

Confidentiality is a cornerstone of psychotherapy. Your personal health information will never be sold, rented, or shared with third parties for marketing purposes.

Your information will only be disclosed with your expressed written consent, except under specific legal exceptions required by Ontario law and CRPO professional standards:

Risk of Imminent Harm: If there is reasonable belief that you are at serious and imminent risk of causing harm to yourself or others.

Child Protection: If there is suspicion or disclosure of child abuse or neglect involving a person under 16 years of age (or under 18 in specified statutory circumstances) under the Child, Youth and Family Services Act.

Elder / Vulnerable Adult Abuse: If there is disclosure of abuse or neglect occurring in a long-term care facility or retirement home.

Sexual Abuse by a Healthcare Professional: If you disclose that you have been sexually abused by a regulated health professional.

Court Orders & Legal Subpoenas: If a judge or court orders the release of clinical records via legal summons or court order.

Regulatory Oversight: If clinical records are audited as part of a peer review or quality assurance program mandated by the College of Registered Psychotherapists of Ontario (CRPO).

5. Safeguarding & Data Security

We employ robust physical, administrative, and technological safeguards to protect your personal information against unauthorized access, loss, theft, copying, or disclosure:

Digital Security: Client records, communications, and virtual sessions utilize encrypted, PHIPA- and PIPEDA-compliant platforms, secure firewalls, and password-protected systems.

Physical Security: Any physical files or administrative documents are kept in locked filing cabinets within secure, locked offices.

Electronic Communications: While email and website contact forms are convenient, standard email is not 100% secure. We encourage clients to refrain from sending sensitive clinical information via unencrypted email.

6. Retention & Destruction of Information

In compliance with Ontario healthcare regulations and CRPO guidelines:

Client clinical records are retained for a minimum of 10 years from the date of the last clinical contact (or 10 years after a minor client turns 18 years of age).

After the mandatory retention period, electronic and physical records are securely deleted or permanently shredded in a manner that ensures complete destruction and privacy.

7. Your Rights Regarding Your Information

As a client in Ontario, you have rights under PHIPA regarding your personal health information:

Right to Access: You have the right to request access to your clinical record. (A reasonable fee may apply for copying or processing large records).

Right to Request Correction: If you believe your record contains inaccurate or incomplete information, you may request a correction.

Right to Withdraw Consent: You may withdraw consent for the collection, use, or disclosure of your information at any time, subject to legal or contractual restrictions and session retention laws.

8. Third-Party Websites & Services

Our website may contain links to external sites or third-party scheduling/payment applications. We are not responsible for the privacy practices or content of third-party websites. We encourage you to review the privacy policies of any third-party services you interact with.

9. Contact Us & Privacy Complaints

If you have any questions, concerns, or requests regarding this Privacy Policy or how your personal health information is handled, please contact our Health Information Custodian:

Pablo Muñoz, RP

Registered Psychotherapist

Toronto Office: 3080 Yonge Street, Suite 6060, Toronto, ON M4N 3N1

Oakville Office: 2010 Winston Park Dr, Suite 200, Oakville, ON L6H 5R7

Phone: (416) 723-3704

Email: [email protected]

Website: https://www.pablomunoz.ca/

If you feel your privacy rights have been violated and we are unable to resolve your concern, you have the right to contact the Information and Privacy Commissioner of Ontario (IPC):

Address: 2 Bloor Street East, Suite 1400, Toronto, Ontario, M4W 1A8

Phone: 1-800-387-0073 / (416) 326-3333

Website: www.ipc.on.ca