Effective date: May 4, 2026

Privacy Policy

At Balens Therapy, your privacy is a top priority. We are committed to protecting your personal information, maintaining your trust, and being transparent about how we collect, use, and store your data. This Privacy Policy explains how your information is handled across our website, our booking platforms (JaneApp and SimplyBook.me), and any digital services we use.

Balens Psychotherapy is a psychotherapy practice based in Ontario, Canada, providing virtual, one-on-one mental health services in accordance with the standards of the College of Nurses of Ontario and PHIPA (Personal Health Information Protection Act).

Balens Psychotherapy may also operate as the Balens Therapy Collective, which includes additional therapists, associates, or support staff. Each clinician is independently responsible for their clinical work and record-keeping under PHIPA. At the same time, Balens Therapy may act as an administrative or technological agent to support booking, workflows, directories, communication, and digital services.

Balens Psychotherapy — Privacy Policy

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 or workshops and events hosted by BTC. (See the Balens Therapy Collective Privacy Policy below if you are a member, space user, or workshop participant.)

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: jane.app/legal/privacy-policy

5. How Your Information Is Stored and 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 — Privacy Policy

Balens Therapy Collective ("we," "our," "us") is committed to protecting your personal and professional information when you visit our website, use our booking system, become a member, or register for a workshop or event. This policy explains how we manage data for space rentals, memberships, workshop registrations, and general website visitors.

1. What This Policy Covers

This policy applies 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

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 and licence number (if applicable)
  • Membership selection
  • Room booking or workshop registration information
  • Intake or onboarding form responses
  • Health and allergy disclosures submitted prior to workshop attendance

B. Information Collected Automatically

When you visit our website, certain information is collected automatically through Squarespace's built-in analytics and Google Analytics (GA4). This may include:

  • Device and browser type
  • IP address
  • Pages visited and time spent on site
  • Referral source

This data is aggregated and used solely to understand how our website is being used and to improve our content and services. It is not used to identify individual visitors.

C. Cookies

Our website uses a cookie consent banner. Cookies may be used by Squarespace, SimplyBook.me, and Softr to support site functionality, analytics, and member hub access. You may manage your cookie preferences through the banner displayed when you first visit our site. Note that disabling certain cookies may affect the functionality of the booking system or member hub.

D. 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, bookings, and workshop registrations
  • Verify professional status when required
  • Prevent double bookings and maintain safety
  • Administer workshop and event logistics, including materials and capacity
  • Send post-workshop follow-up communication (such as a thank-you message or feedback request) to participants who have attended a BTC event
  • 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 purposes. Information collected at workshop registration is used solely for administering your booking and any direct post-event follow-up. It will not be added to our general mailing list without your separate and explicit consent.

4. Mailing List

BTC maintains an optional mailing list through MailerLite. Subscription is entirely voluntary and separate from any booking or membership. We use this list to share updates, upcoming workshops, and community news.

You may subscribe at balenstherapy.com/mailinglist or through a separate opt-in form. You may unsubscribe 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. 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)
  • MailerLite (optional mailing list)
  • Squarespace (website hosting and analytics)
  • Google Analytics GA4 (website analytics)

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. SimplyBook.me acts as our booking supplier and processes applicable personal data according to their Privacy Policy and our Data Processing Agreement.

6. Who Has Access

Access is limited to:

  • Balens Therapy Collective administrative staff
  • Authorised 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.

7. The Clinician Directory

BTC maintains an optional clinician directory where members may choose to list their practice profile. Inclusion in the directory is entirely voluntary and requires your explicit consent at the time of submission. Your information is not shared with other members or made publicly visible unless you have opted into the directory.

The directory is currently paused. When it reopens, members will be notified and given the opportunity to opt in or update their listing at that time.

8. 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
  • 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.

9. 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

10. Cancellations and 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

For workshop registrations, registration information is retained for administrative and financial record-keeping purposes following the event.

Changes to This Policy

As Balens Psychotherapy and the Balens Therapy Collective expand — such as adding new therapists, programs, workshops, or digital tools — we may update this Privacy Policy from time to time to reflect changes in our offerings, regulations, or technology. When material changes are made, active members and workshop participants with upcoming registrations will be notified by email. The updated policy will also be posted on our website with a new effective date. Continued use of our services after the effective date constitutes acceptance of the revised policy. 🌱

Last Updated: May 4, 2026