Privacy & Trust
We're transparent about how we handle your information across Balens Psychotherapy and Balens Therapy Collective.
1. What This Policy Covers
This privacy policy applies to all workshops and events hosted by Balens Therapy Collective, including:
- In-person and virtual workshops
- Community events and gatherings
- Registration, communication, and administrative processes
This policy does not apply to individual psychotherapy services. (See the Psychotherapy tab if you are a therapy client.)
2. Information We Collect
We collect only the information needed to safely and effectively run workshops and events.
Information You Provide:
- Name, email, phone number
- Allergy and health disclosures (collected prior to attendance)
- Workshop registration details
- Any responses submitted through intake or feedback forms
Information Collected Automatically:
When you visit our website, information may be collected through Squarespace analytics and Google Analytics (GA4), including device type, browser, IP address, pages visited, and referral source. This data is aggregated and used solely to understand how our website is being used. It is not used to identify individual visitors.
Cookies:
Our website uses cookies to support functionality and analytics. You may manage your cookie preferences through the banner displayed when you first visit our site. Note that disabling certain cookies may affect booking system functionality.
Payments:
Payments are processed securely through Stripe. We do not store full payment details.
3. How We Use Your Information
Your workshop registration information is used to:
- Administer your booking and confirm your registration
- Manage workshop logistics, including materials and capacity
- Send pre-event follow-up communications (details about the workshop, materials needed, access instructions)
- Send post-event follow-up communications (thank-you message, feedback request, or community updates)
- Meet insurance, administrative, and legal obligations
Your information will not be added to any general mailing list without your separate and explicit consent. We do not sell or share your data for marketing purposes.
4. Mailing List & Communication
BTC maintains an optional mailing list through MailerLite. Subscription is entirely voluntary and separate from workshop registration.
When you register for a workshop, you are not automatically added to our mailing list. If you wish to receive updates about future workshops and community news, you may subscribe at balenstherapy.com/mailinglist or through a separate opt-in form.
You may unsubscribe from the mailing list at any time using the link included in every email. MailerLite stores subscriber data on servers that comply with applicable privacy legislation. Read MailerLite's privacy policy at mailerlite.com/legal/privacy-policy.
5. Photography, Video, and Image Rights
Workshops may be photographed or recorded by BTC for marketing and promotional purposes, including use on social media, the BTC website, and other channels. By registering, you consent to being incidentally photographed or recorded during the event.
Balens Therapy Collective retains full ownership of all photos and video taken by BTC during its events. Participants retain ownership of any photos or video they take of their own work and experience. Photos and videos captured by BTC may be kept and used indefinitely.
A separate photo and media release form will be provided prior to or at the start of the workshop. Participants who do not wish to appear in BTC's marketing materials should indicate this on their release form.
6. Platforms We Use
To operate workshops and manage registrations, we use:
- Stripe (payment processing)
- Squarespace (website hosting and analytics)
- Google Analytics GA4 (website analytics)
- MailerLite (optional mailing list)
- Typeform (post-event feedback forms and intake surveys)
Each platform operates under its own terms of service and privacy policy. Your interactions with these platforms are subject to their respective policies. BTC is not responsible for the data practices of any third-party provider.
7. Storage and 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
- Regular review of data handling practices
8. Data Retention
Workshop registration information is retained for 7 years for administrative and financial record-keeping purposes following the event. This aligns with standard Canadian business record retention requirements.
Photos and videos captured by BTC during workshops may be kept and used indefinitely for marketing and archival purposes.
9. Your Rights
You may request:
- Access to your data
- Corrections
- Deletion where legally allowed
- Withdrawal of consent
To make a privacy request, email: admin@balenstherapy.com
10. Changes to This Policy
We may update this privacy policy to reflect changes in our offerings, regulations, or technology. When material changes are made, workshop participants with upcoming registrations will be notified by email. Continued participation in BTC workshops after the effective date constitutes acceptance of the revised policy.
1. What This Policy Covers
This policy applies to all therapy services provided through Balens Psychotherapy, including:
- Individual psychotherapy sessions (in-person and virtual)
- Assessments and clinical documentation
- Booking, communication, and administrative processes
This policy does not apply to workshops and events hosted by Balens Therapy Collective. (See the Workshops & Events tab if you are attending a BTC workshop or event.)
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
- Appointment and session history
- Intake form responses
3. How We Use Your Information
Your information is used to:
- Provide psychotherapy and clinical care
- Maintain accurate and confidential clinical records
- Manage appointments and clinical communication
- Coordinate billing and receipts
- Meet legal, regulatory, and professional standards under CNO (College of Nurses of Ontario)
- Meet insurance requirements and verification obligations (if applicable)
We never use client information for marketing or unrelated purposes.
4. Clinical Supervision and Consultation
Balens Psychotherapy may consult with clinical supervisors or IFS-trained consultants for professional development, case consultation, and clinical growth. When doing so, client information is shared in de-identified form (using first name only) and limited to what is clinically necessary.
These supervisory relationships are bound by professional confidentiality and are a standard part of ethical clinical practice.
5. Limits to Confidentiality
Psychotherapy is confidential, with important exceptions. We may disclose information without your consent when:
- There is imminent risk of harm to you or others (safety concerns)
- A court order or legal obligation requires disclosure
- Child protection concerns arise
- Other regulatory obligations apply
In these situations, we will disclose only the minimum information necessary to address the concern.
6. 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 controls
- Multi-factor authentication
Read JaneApp's privacy policy at: jane.app/legal/privacy-policy
7. How Your Information Is Stored and Protected
Clinical records are stored securely using encrypted systems that meet or exceed Canadian privacy standards, including:
- PIPEDA (Personal Information Protection and Electronic Documents Act)
- PHIPA (Personal Health Information Protection Act — Ontario)
- CNO (College of Nurses of Ontario) regulatory requirements
Security measures include:
- Encryption of data in transit and at rest
- Strong access controls and authentication
- Secure platforms for communication and storage
- Internal policies limiting who can access information
- Regular review of data handling practices
8. Retention
Clinical records are retained according to Ontario regulations for psychotherapy: typically 10 years from the date of last contact, or longer for clients who were minors at the time of treatment.
9. Your Rights
You have the right to:
- Access your clinical records
- Request corrections to your records
- Request deletion when legally permitted
- Withdraw consent (which may affect your ability to receive services)
- File a complaint with the Information and Privacy Commissioner of Ontario (IPCO) if you believe your privacy has been violated
To make a privacy request or lodge a complaint, email: admin@balenstherapy.com
10. Changes to This Policy
We may update this privacy policy to reflect changes in our offerings, regulations, or technology. When material changes are made, active clients will be notified by email or at the start of your next session. Continued therapy after the effective date constitutes acceptance of the revised policy. 🌱
⚠️ Archived Policy: Balens Therapy Collective's Membership & Space Rental model is no longer offered. This policy is provided for reference only if you were a past member or space user. If you have questions about how your historical information was handled, please contact admin@balenstherapy.com.
What This Policy Covered (Archived)
This policy applied to:
- Website browsing
- The SimplyBook.me reservation system
- Membership tiers (Flexible and Rooted)
- Room usage (The Greenhouse, The Third Place)
- Workshop and event registrations
- Administrative communication
- Intake forms, onboarding, and digital materials
Information We Collected (Archived)
Information You Provided:
- Name, email, phone
- Professional title
- Regulatory body and licence number (if applicable)
- Membership selection
- Room booking or workshop registration information
- Intake or onboarding form responses
- Health and allergy disclosures
Information Collected Automatically:
- Device and browser type
- IP address
- Pages visited and time spent on site
- Referral source
Cookies:
Cookies were used by Squarespace, SimplyBook.me, and Softr to support site functionality, analytics, and member hub access.
Payments:
Payments were processed through SimplyBook.me and Stripe. Full payment details were not stored.
How We Used Your Information (Archived)
- Manage memberships, bookings, and workshop registrations
- Verify professional status when required
- Prevent double bookings and maintain safety
- Administer workshop and event logistics
- Send post-workshop follow-up communication
- Provide welcome and onboarding materials
- Communicate updates or changes
- Meet insurance, administrative, and legal obligations
Mailing List (Archived)
BTC maintained an optional mailing list through MailerLite. Subscription was entirely voluntary and separate from any booking or membership.
Platforms Used (Archived)
- SimplyBook.me (reservations, account management, payments)
- Softr (directory and member hub functionality)
- Typeform (onboarding and intake forms)
- Zapier (workflow automation)
- MailerLite (optional mailing list)
- Squarespace (website hosting and analytics)
- Google Analytics GA4 (website analytics)
The Clinician Directory (Archived)
BTC maintained an optional clinician directory where members could choose to list their practice profile. Inclusion was entirely voluntary and required explicit consent. The directory is no longer active.
Storage and Security (Archived)
Information was stored within secure, encrypted systems that complied with PIPEDA.
Your Rights (Archived)
If you were a past member and have questions about how your data was handled or stored, you may contact admin@balenstherapy.com.
Cancellations and Retention (Archived)
When members cancelled their membership:
- Future bookings were cancelled
- Some administrative information was stored for financial or legal purposes
- Members could request deletion of non-essential information
For workshop registrations, registration information was retained for administrative and financial record-keeping purposes following the event.