Balens Psychotherapy (“we,” “our,” “us”) is committed to protecting your privacy and safeguarding your personal health information. This policy explains how we collect, use, store, and protect your information when you access psychotherapy services with us.

1. What This Policy Covers

This policy applies to all therapy services provided through Balens Psychotherapy, including:

• Virtual psychotherapy sessions

• Assessments and clinical documentation

• Booking, communication, and administrative processes

This policy does not apply to the Balens Therapy Collective coworking space.

(See the Balens Therapy Collective Privacy Policy below if you’re a member or space user.)

2. Information We Collect

We collect only the information needed to safely and effectively provide psychotherapy, including:

• Contact information (name, email, phone)

• Personal health information

• Clinical notes, assessments, and treatment planning

• Emergency contact details

• Billing and appointment history

• Intake form responses

3. How We Use Your Information

Your information is used to:

• Provide psychotherapy

• Maintain accurate clinical records

• Manage appointments and communication

• Coordinate billing and receipts

• Meet legal, regulatory, and insurance requirements

We never use client information for marketing or unrelated purposes.

4. JaneApp Booking and Privacy

Clinical booking, charting, and communication are handled through JaneApp, a Canadian, PHIPA-compliant platform.

JaneApp provides:

• Encrypted data storage and transmission

• Servers located in Canada

• Role-based access

• Multi-factor authentication

Read JaneApp’s privacy policy:
https://jane.app/legal/privacy-policy

5. How Your Information Is Stored & Protected

Clinical records are stored securely using encrypted systems that meet or exceed Canadian privacy standards, including:

• PIPEDA

• PHIPA (Ontario)

• College regulatory requirements

Security measures include:

• Encryption

• Strong access controls

• Secure platforms for communication and storage

• Internal policies limiting who can access information

6. Your Rights

You have the right to:

• Access your records

• Request corrections

• Request deletion when legally permitted

• Withdraw consent (which may affect your ability to receive services)

To make a privacy request, email: admin@balenstherapy.com

7. Retention

Clinical records are retained according to Ontario regulations for psychotherapy (typically 10 years from the date of last contact, or longer for minors).

Balens Therapy Collective (“we,” “our,” “us”) is committed to protecting your personal and professional information when you visit our website, use our booking system, or become a member.

This policy explains how we manage data for space rentals, memberships, and general website visitors.

1. What This Policy Covers

This policy applies to:

• Website browsing

• The SimplyBook.me reservation system

• Membership tiers (Flexible + Rooted)

• Room usage (The Greenhouse, The Third Place)

• Administrative communication

• Intake forms, onboarding, and digital materials

This policy does not apply to psychotherapy services delivered by clinicians renting the space.
Each clinician manages their own clinical records and privacy policies.

2. Information We Collect

We collect the minimum information required to run the Collective safely and efficiently.

A. Information You Provide

• Name, email, phone

• Professional title

• Regulatory body + license number (if applicable)

• Membership selection

• Room booking information

• Intake or onboarding form responses

B. Information Collected Automatically

• Device and browser type

• IP address

• Website usage data

• Cookies (managed through SimplyBook.me and Softr)

C. Payments

Payments are processed securely through SimplyBook.me and their integrated processor, Stripe.
We do not store full payment details.

3. How We Use Your Information

We use your information to:

• Manage memberships and bookings

• Verify professional status when required

• Prevent double bookings and maintain safety

• Provide welcome and onboarding materials

• Communicate updates or changes

• Meet insurance, administrative, and legal obligations

We do not sell or share your data for marketing.

4. Platforms We Use

To operate the Collective, we use:

• SimplyBook.me (reservations, account management, payments)

• Softr (directory and member hub functionality)

• Typeform (onboarding and intake forms)

• Zapier (workflow automation across systems)

We endorse that SimplyBook.me acts as our supplier, processing all applicable personal data according to their Privacy Policy and our Data Processing Agreement.

5. Who Has Access

Access is limited to

• Balens Therapy Collective administrative staff

• Authorized functions within SimplyBook.me

• Third-party processors as required for billing

We do not provide any third party with access for marketing or solicitation.

No clinical or therapy-related information is stored within the Collective’s systems.

6. Storage & Security

Your information is stored within secure, encrypted systems that comply with Canadian privacy legislation, including PIPEDA.

Security measures include:

• Encrypted data transfers

• Strong account protections

• Limited internal access

• Monitored physical workspace (where relevant)

• Regular review of data handling practices

You are responsible for protecting your own login credentials and safeguarding your own client information if you are a practitioner using the space.

7. Your Rights

You may request:

• Access to your data

• Corrections

• Deletion where legally allowed

• Withdrawal of consent

Requests can be emailed to: admin@balenstherapy.com

8. Cancellations & Retention

When cancelling your membership:

• Future bookings will be cancelled

• Some administrative information may be stored for financial or legal purposes

• You may request deletion of non-essential information