Privacy Policy
Effective Date: January 2025
Kristina Sharma Psychotherapy (“we,” “our,” or “us”) values your privacy and is committed to protecting your personal and health information. This Privacy Policy explains how we collect, use, store, and safeguard your data in compliance with PHIPA (Canada), HIPAA (U.S.), and GDPR (EU/UK) regulations.
By using our services, you consent to the collection and use of your personal data as outlined in this policy.
1. Information We Collect
We collect and process personal and health information necessary for providing psychotherapy services.
1.1 Personal Information
When you engage with our services, we may collect:
- Full name
- Date of birth
- Email address
- Phone number
- Billing details
- Any information voluntarily provided via contact forms or emails
1.2 Health Information (PHI)
If you are a client, we may collect:
- Relevant medical history
- Mental health concerns
- Psychotherapy session notes
- Treatment plans
- Appointment records
1.3 Automatically Collected Information
We use cookies and tracking technologies to collect non-identifiable data such as:
- IP address
- Browser type and version
- Website visit duration and pages viewed
1.4 Payment Information
- Billing details (processed securely through third-party providers: Jane App, PayPal, or Interac/Bank transfer)
2. How We Collect Information
We collect data through:
- Intake forms, consent forms, and therapy session notes (via Jane App)
- Email or direct communication (Jane App and Google Workspace)
- Payment processing systems (Jane App, PayPal, or Interac/Bank transfer)
- Website interactions (e.g., cookies for site functionality, if applicable)
3. How We Use Your Information
We process your information for the following purposes:
- To provide and improve psychotherapy services
- To schedule and manage appointments (Jane App and Google Workspace)
- To maintain records in compliance with applicable laws
- To communicate with you regarding services, appointments, and administrative matters
- To comply with legal and ethical professional therapy regulations
- To process payments and invoices securely
We do not sell or share your information for marketing purposes.
4. Data Security & Storage
We take appropriate measures to protect your data:
- Jane App (used for electronic health records) is PHIPA, HIPAA, and GDPR compliant.
- Data stored in Google Workspace is secured with two-factor authentication.
- Access is restricted to authorized personnel only.
5. Data Sharing & Third-Party Services
We only share your data in the following circumstances:
- With Your Consent: If required to coordinate care with another healthcare provider.
- Legal Compliance: If required by law, court order, or regulatory authority.
- Third-Party Service Providers: Trusted providers (e.g., Jane App, Google Workspace) ensuring compliance with PHIPA, HIPAA, and GDPR standards.
6. International Data Transfers
As we serve clients globally, your data may be stored or processed in Canada and other countries where Jane App and payment processors operate. We take all reasonable steps to ensure your data is protected under applicable privacy laws.
For EU/UK clients, we comply with GDPR requirements, including secure data storage and the right to request data access, corrections, or deletion.
7. Your Rights
Depending on your location, you have rights under PHIPA, HIPAA, and GDPR, including:
- Access & Correction: Request access to and correction of your data.
- Data Portability: Request a copy of your data.
- Right to Deletion: Subject to legal requirements, request deletion of your data.
- Restrict Processing: Limit how your data is used in certain cases.
To exercise these rights, please contact us at hello@kristinasharma.com.
8. Retention Policy
We retain records in compliance with regulatory requirements:
- Canada (PHIPA): Minimum 10 years after the last client interaction.
- U.S. (HIPAA): Varies by state, typically 6-10 years.
- EU (GDPR): Personal data is retained only as long as necessary.
9. Cookies & Tracking
Our website uses cookies to improve user experience. You may disable cookies in your browser settings.
10. Third-Party Links
Our website may contain links to external sites. We are not responsible for their privacy practices.
11. Updates to This Policy
We may update this Privacy Policy periodically. The latest version will always be available on our website.
12. Contact Information
If you have any questions about this policy or your data rights, please contact:
Kristina Sharma Psychotherapy
Email: hello@kristinasharma.com
