Privacy Policy

Last updated: October 2026

Reflecting Room

Privacy Policy
Reflecting Room Counselling
Last updated: October 22, 2026

01. Introduction

Your privacy matters. At Reflecting Room Counselling, protecting personal information and maintaining confidentiality are fundamental to our practice.

Whether you're exploring our website, completing an assessment, reaching out with a question, or participating in psychotherapy, you deserve to understand what information we collect, why we collect it, and how it's handled.

This Privacy Policy explains our information practices in accordance with applicable Canadian privacy legislation, including Ontario's Personal Health Information Protection Act (PHIPA), where applicable.

02. Information We Collect

The information we collect depends on how you interact with Reflecting Room Counselling.

Website visitors

When you visit our website, certain technical information may be collected through our website platform, including your IP address, browser type, device information, cookies, and website activity.

Inquiries and appointments

When you contact us or request an appointment, we may collect your name, email address, phone number, and any information you voluntarily provide to respond to your inquiry or arrange services.

Psychotherapy clients

When you participate in psychotherapy, we collect information reasonably necessary to provide professional services. This may include identifying information, relevant personal and health history, assessment information, treatment plans, clinical notes, and billing records.

Personal health information is managed in accordance with PHIPA and applicable professional obligations established by the College of Registered Psychotherapists of Ontario (CRPO).

03. Adaptive Strategies Assessment

The Adaptive Strategies Assessment is a self-reflection tool designed to help visitors explore patterns in how they respond to uncertainty, emotions, expectations, and relationships.

The assessment contains 25 statements exploring five adaptive strategies.

To access your results, you are asked to provide your first name and email address.

We collect and store the following information through Google Sheets:

First name
Email address
Date of submission
Marketing consent selection
Consent text version

Your individual responses, strategy scores, and personalized results are not included in these Google Sheets submissions.

Results are displayed directly on the website and are not automatically emailed to you.

The assessment is intended for personal reflection and educational purposes. It is not a diagnostic instrument, has not been clinically validated, and does not replace professional psychological assessment or psychotherapy.

Completing the assessment does not establish a therapist-client relationship.

04. Email Communications and Marketing Consent

Providing your email address to access assessment results does not automatically subscribe you to marketing communications.

You may separately choose to receive occasional emails from Reflecting Room Counselling about psychological resources, services, digital products, and practice updates.

Marketing consent is optional and is not required to view your assessment results or access psychotherapy services.

We send marketing communications only where we have an appropriate legal basis to do so, including consent where required by Canada's Anti-Spam Legislation (CASL).

You may withdraw your consent at any time by using the unsubscribe option in our marketing emails or contacting us directly.

We do not sell or rent personal information or email addresses to third-party advertisers.

05. How We Use Your Information

Personal information is collected and used for purposes including:

Responding to inquiries and communicating about services.
Scheduling appointments and managing administrative processes.
Providing psychotherapy and maintaining clinical documentation.
Processing payments and insurance claims, where applicable.
Administering the Adaptive Strategies Assessment.
Operating, maintaining, and improving our website.
Sending marketing communications where appropriate consent has been obtained.
Meeting applicable legal, regulatory, and professional obligations.

We aim to limit the collection and use of personal information to what is reasonably necessary for these purposes.

06. Third-Party Service Providers

Reflecting Room Counselling uses third-party platforms to support website functionality, practice administration, and service delivery.

These include:

Wix
Website hosting, website functionality, and associated visitor information.
Jane
Appointment scheduling, practice management, clinical documentation, and related administrative functions.
Google Workspace, Google Sheets, and Google Apps Script
Business communications and the collection and organization of assessment registration information and marketing consent records.
Payment and insurance service providers
Payment processing, direct billing, and insurance claims administration, where applicable.

These providers may process or store information on servers located outside Ontario or Canada. Information processed in other jurisdictions may be subject to the laws of those jurisdictions.

We take reasonable steps to select and configure services in a manner appropriate to the sensitivity of the information they handle.

07. Confidentiality and Information Security

We take reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, disclosure, loss, alteration, or misuse.

Access to personal information is limited to individuals who require it for legitimate professional or administrative purposes.

Psychotherapy records are subject to additional confidentiality obligations under applicable legislation and professional standards.

Personal health information is not disclosed without appropriate authorization unless disclosure is permitted or required by law.

Although we take reasonable precautions to protect information, no electronic system or method of transmission can be guaranteed completely secure.

08. Information Retention

We retain personal information only for as long as reasonably necessary to fulfill its intended purpose or comply with applicable legal, regulatory, and professional obligations.

Adaptive Strategies Assessment

For participants who do not consent to marketing communications, assessment registration information is ordinarily deleted within 90 days of submission, unless a longer retention period is required for a legitimate legal or administrative purpose.

For participants who consent to marketing communications, contact information may be retained while their subscription remains active.

When someone withdraws marketing consent, we stop sending marketing communications and delete information that is no longer required, while retaining any minimal records necessary to document and honour the withdrawal.

Psychotherapy records

Clinical records are retained according to applicable Ontario legislation and CRPO professional requirements. These requirements may prevent the immediate deletion of clinical information upon request.

Other personal information is securely deleted, destroyed, or de-identified when no longer required, subject to applicable retention obligations.

09. Your Privacy Rights

Depending on the nature of the information and applicable legislation, you may have the right to:

Request access to personal information held about you.
Request correction of inaccurate or incomplete information.
Withdraw consent for certain uses or disclosures.
Unsubscribe from marketing communications.
Request deletion of information where legally permitted.
Ask questions or raise concerns about our privacy practices.

Requests may be subject to identity verification and applicable legal exceptions.

To make a privacy-related request, contact info@reflectingroom.ca.

10. Cookies and Website Technologies

Our website may use cookies and similar technologies to support essential functionality, maintain website performance, and understand visitor interactions.

Certain technologies may be operated by Wix or other integrated service providers.

You can manage some cookie preferences through your browser settings or through any cookie controls made available on our website.

Disabling certain cookies may affect website functionality.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, technology, information practices, or legal obligations.

Any revisions will be posted on this page with an updated effective date.

We encourage visitors to review this policy periodically.

12. Contact and Privacy Inquiries

For questions, concerns, or requests relating to personal information or privacy practices, please contact:

Reflecting Room Counselling
Privacy Contact: Nicole Kyte, Registered Psychotherapist
Email: info@reflectingroom.ca
Website: https://reflectingroom.ca
Location: Ontario, Canada

Individuals with concerns about the handling of personal health information may also contact the Information and Privacy Commissioner of Ontario.

Information and Privacy Commissioner of Ontario
https://www.ipc.on.ca

Privacy Policy

First name

Email address

Date of submission

Marketing consent selection

Consent text version

05. How We Use Your Information Personal information is collected and used for purposes including:

Responding to inquiries and communicating about services.

Scheduling appointments and managing administrative processes.

Providing psychotherapy and maintaining clinical documentation.

Processing payments and insurance claims, where applicable.

Administering the Adaptive Strategies Assessment.

Operating, maintaining, and improving our website.

Sending marketing communications where appropriate consent has been obtained.

Meeting applicable legal, regulatory, and professional obligations.

We aim to limit the collection and use of personal information to what is reasonably necessary for these purposes. 06. Third-Party Service Providers Reflecting Room Counselling uses third-party platforms to support website functionality, practice administration, and service delivery. These include:

Wix

Website hosting, website functionality, and associated visitor information.

Jane

Appointment scheduling, practice management, clinical documentation, and related administrative functions.

Google Workspace, Google Sheets, and Google Apps Script

Business communications and the collection and organization of assessment registration information and marketing consent records.

Payment and insurance service providers

Payment processing, direct billing, and insurance claims administration, where applicable.

Other personal information is securely deleted, destroyed, or de-identified when no longer required, subject to applicable retention obligations. 09. Your Privacy Rights Depending on the nature of the information and applicable legislation, you may have the right to:

Request access to personal information held about you.

Request correction of inaccurate or incomplete information.

Withdraw consent for certain uses or disclosures.

Unsubscribe from marketing communications.

Request deletion of information where legally permitted.

Ask questions or raise concerns about our privacy practices.

05. How We Use Your Information

Personal information is collected and used for purposes including:

Other personal information is securely deleted, destroyed, or de-identified when no longer required, subject to applicable retention obligations.

09. Your Privacy Rights

Depending on the nature of the information and applicable legislation, you may have the right to: