Effective Date: June 9, 2025

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At Cove Centre, we are committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website (covecentre.ca) or use our mental health services.

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As a trauma-informed mental health clinic, we understand the sensitive nature of mental health information and are committed to maintaining the highest standards of privacy and confidentiality in accordance with British Columbia's Personal Information Protection Act (PIPA), federal privacy legislation, and professional standards.

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What Information We Collect

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Personal Information Provided by You

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• Contact Information: Name, email address, phone number, mailing address

• Clinical Information: Mental health history, symptoms, treatment goals, assessment results, therapy notes

• Demographic Information: Age, gender, occupation, emergency contact details

• Billing Information: Payment details, insurance information, billing address

• Communication Records: Messages sent through contact forms, emails, phone calls

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Information Collected Automatically

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• Website Usage Data: IP address, browser type, pages visited, time spent on site

• Cookies and Tracking Technologies: Session cookies, analytics cookies, preference settings

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How We Collect Information

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We collect your personal information through various means:

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• Online Forms: When you complete contact forms, appointment requests, or intake forms on our website

• Direct Communication: Through emails, phone calls, or in-person conversations

• Clinical Services: During therapy sessions, assessments, and consultations

• Payment Processing: When you pay for services online or in-person

• Website Analytics: Automatically through your use of our website

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Why We Collect Personal Information

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We collect and use your personal information for the following purposes:

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• Providing Clinical Services: To deliver mental health therapy, assessments, and consultations

• Treatment Planning: To develop and implement appropriate treatment plans

• Communication: To respond to inquiries, schedule appointments, and provide service updates

• Billing and Payment: To process payments and manage billing records

• Legal and Regulatory Compliance: To meet professional standards and legal requirements

• Website Improvement: To enhance user experience and website functionality

• Emergency Situations: To contact emergency contacts when necessary for your safety

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How We Store, Use, Share and Disclose Information

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Storage and Security

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• Personal information is stored securely using industry-standard encryption and security measures

• Clinical records are maintained in secure, encrypted systems with restricted access

• Physical records are stored in locked cabinets in secure facilities

• We retain information only as long as necessary for treatment purposes and legal requirements

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Use of Information

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• Information is used solely for the purposes outlined in this policy

• Clinical information is used exclusively for treatment, assessment, and care coordination

• We do not use your information for marketing purposes without explicit consent

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Sharing and Disclosure

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We may share your information only in the following circumstances:

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• With Your Consent: When you provide explicit written consent

• Clinical Consultation: With supervisors or colleagues for professional consultation (with identifying information removed when possible)

• Legal Requirements: When required by law, court order, or professional regulatory bodies

• Emergency Situations: To prevent serious harm to yourself or others

• Insurance Providers: When necessary for billing and coverage verification (with your consent)

• We do not sell, rent, or otherwise commercially exploit your personal information.

 

Communication Methods

 

• Email: For appointment confirmations, general inquiries, and non-urgent matters

• Phone: For appointment scheduling, urgent matters, and treatment-related communication

• Secure Patient Portal: For accessing clinical information and communicating about treatment

• You can opt out of non-essential communications at any time by contacting us directly.

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Cookies and Tracking Technologies

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Our website uses:
 

• Essential Cookies: Required for basic website functionality

• Analytics Cookies: To understand website usage patterns (Google Analytics)

• Preference Cookies: To remember your settings and preferences

 

You can control cookie settings through your browser preferences. Note that disabling certain cookies may affect website functionality.

 

Third-Party Services: We use Google Analytics and other third-party services that may have their own privacy policies. These services may collect information independently of our privacy practices.

 

Your Rights and Choices

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You have the right to:

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• Access: Request copies of your personal information

• Correction: Request corrections to inaccurate information

• Withdrawal of Consent: Withdraw consent for collection and use of information (subject to professional and legal obligations)

• Deletion: Request deletion of your personal information (subject to legal retention requirements)

• Portability: Request transfer of your information to another provider

To exercise these rights, please contact us using the information provided below.

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Privacy Policy Updates

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We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

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• Posting the updated policy on our website

• Sending email notifications to registered users

• Providing notice during your next appointment

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The effective date at the top of this policy indicates when it was last updated.

 

Minors and Capacity

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For clients under 19 years of age in British Columbia:

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• Parental or guardian consent may be required for treatment

• Mature minors (typically 14+) may consent to their own mental health treatment

• Privacy rights of minors are balanced with parental rights and safety considerations

• We follow BC guidelines regarding capacity and consent for minors

 

Contact Information

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us.