Privacy Policy
Privacy of personal information is an important principle to me, James Watson-Gaze, Ph.D., C.Psych. I am committed to collecting, using and disclosing personal information responsibly and only to the extent necessary for the services I provide. I strive to be open and transparent regarding how I handle personal information. This document describes my privacy policies.
Please note that submitting a query or request through the contact form at www.wgpsychology.com does not initiate a formal therapeutic relationship. You are not considered a client of WG Psychology simply by contacting WG Psychology. You are only considered a client of WG Psychology after both parties (you and Dr. Watson-Gaze) consent to the initiation of psychotherapy and the creation of a therapeutic relationship. You are considered a member of the general public when submitting an initial request or query through the contact form at www.wgpsychology.com.
What Is Personal Health Information?
Personal information is information about an identifiable individual. Personal information includes information that relates to: an individual’s personal characteristics (e.g., gender, age, income, home address or phone number, ethnic background, family status); health (e.g., health history, health conditions, health services received by them); or, activities and views (e.g., religion, politics, opinions expressed by an individual, an opinion or evaluation of an individual). Personal information is different from business information (e.g., an individual’s business address and telephone number). Business information is not protected by privacy legislation.
Who I Am
I, Dr. James Watson-Gaze, am a Clinical Psychologist registered to practice autonomously in the province of Ontario. Occasionally, I use consultants and agencies that may, in the course of their duties, have limited access to personal information that I hold. These third-parties include computer and IT consultants, accountants, lawyers, a practice management software company, and credit card companies. I restrict their access to any personal information I hold as much as is reasonably possible. I also have their assurance that they follow appropriate privacy principles.
Collection of Personal Information
About Clients
I collect, use, and disclose personal information only to provide psychotherapeutic assessment and treatment to my clients. Examples of the type of personal information I collect for these purposes include clients’ health histories (physical and mental health history, including family history) which is collected in order to help assess clients’ health needs, to advise clients of their options, and then to provide the health care services clients choose to receive. A second purpose is to obtain a baseline of health and social information so that in providing ongoing health services I can identify changes that occur over time.
It would be rare for me to collect such information without the client’s express consent, but this might occur in an emergency (e.g., the client is unconscious) or where I believe the client would consent if asked and it is impractical to obtain consent (e.g., a family member passes a message to me and I have no reason to believe that the message is not genuine).
About Members of the General Public
My primary purposes for collecting personal information (e.g., name, contact information) from members of the general public are to make them aware of services available through this clinic and to reply to requests or queries submitted via www.wgpsychology.com.
Additional Reasons I Might Collect Personal Information
Like most organizations, I also collect, use, and disclose information for purposes related to or secondary to my primary purposes. The most common examples of my related and secondary purposes are as follows:
To invoice clients for services rendered, to process credit card or other bank payments, or to collect unpaid fees.
The cost of some goods/services provided to clients is paid for by third parties (e.g., private insurance). These third-party payers often have your consent or legislative authority to direct me to collect and disclose to them certain information (e.g., session dates and fees) in order to demonstrate client entitlement to funding.
If someone else is paying for services with me (e.g., clients’ parents), they will be entitled to information about the date and length of services provided to enable payment. No other information would be disclosed without consent.
To advise clients and others of special events or opportunities (e.g., a workshop or development of a new service) that I have available.
Psychologists are regulated by the College of Psychologists of Ontario who may inspect my records as a part of their regulatory activities in the public interest. In addition, as a professional, I will report serious misconduct, incompetence or incapacity of other practitioners, whether they belong to other organizations or my own.
Protecting Personal Information
I understand the importance of protecting personal information. For that reason, I have taken the following steps:
Paper information is either under supervision or secured in a locked or restricted area.
Electronic hardware is either under supervision or secured in a locked or restricted area at all times. In addition, passwords and anti-virus software are used on computers.
Paper information is transmitted through sealed, addressed envelopes or boxes by reputable companies or Canada Post.
Electronic information is transmitted either through a direct line or has identifiers removed or is encrypted. Email communication is undertaken via encrypted email using Hushmail, a secure B.C.-based email provider.
An electronic health record is maintained using a secure service called Owl Practice, which is based in Ontario. Owl Practice’s services are designed and maintained in accordance with Ontario’s Personal Health Information Privacy Act (PHIPA).
Limits to the Protection of Personal Health Information
Limits to the protection of your personal health information at this clinic may include the following:
In situations in which there is a court order, I am legally required to submit the requested information or documents.
In situations where the client intends to cause serious physical harm to him/herself or to another person, I need to take steps to offset the consequences of such action.
The Regulated Health Professions Act makes it mandatory to file a report when I have reasonable grounds to believe that another member of the same or different college has sexually abused the client.
The Child and Family Services Act states that when a practitioner has reasonable grounds to suspect that a child has, or may have suffered abuse (including physical, sexual, emotional abuse and neglect), I am required to report the suspicion and the information on which it is based to child welfare services.
The Long-Term Care Homes Act and the Retirement Homes Act require mandatory reporting when there are reasonable grounds to suspect the abuse or neglect of residents of long-term care or retirement homes.
If the College of Psychologists of Ontario conducts an audit of the practice files for quality assurance.
Retention and Destruction of Personal Information
I am required to retain personal information for some time to ensure that I can answer any questions you might have about the services provided and for my accountability to external regulatory bodies. More specifically,
I retain client records for a period of 10 years past the date of last contact. This is in keeping with the guidelines required by the College of Psychologists of Ontario. This ensures that I am able to respond to questions from clients about services received in the past.
I destroy paper files containing personal information by shredding. I destroy electronic information by deleting it and, when the hardware is discarded, I ensure that the hard drive is physically destroyed.
You Can Look at Your Information
With only a few exceptions, you have the right to see what personal information I hold about you. Often all you have to do is ask. I can help you identify what records I might have. I will also try to help you understand any information you do not understand (e.g., technical language, etc.). I will need to confirm your identity before providing you with this access, and I reserve the right to charge a fee for such requests. I may ask that you put your request in writing, and I will respond to you within 30 days and will tell you the reason if I’m unable to give you access.
If you believe there is a mistake in your personal health information, you have the right to ask for it to be corrected. This applies to factual information only and not to any professional opinions I may have formed. I may ask you to provide documentation that my files are wrong. Where we agree that I have made a mistake, I will make the correction and, where appropriate, notify anyone to whom I have sent this information. If we do not agree that I have made a mistake, I will agree to include in my file a brief statement from you on the point and, as appropriate, will forward that statement to anyone else who received the earlier information.
If You Have a Concern
I will attempt to answer any questions or concerns that you might have. I can be reached at drjames@wgpsychology.com. If you wish to make a formal complaint about my privacy practices, you may make it in writing to me. I will acknowledge receipt of your complaint, ensure that it is investigated promptly, and that you are provided with a formal written decision.
If you have a concern about the professionalism or competence of my services or my mental or physical capacity as a professional, I would ask you to discuss those concerns with me. If I cannot satisfy your concerns, you are entitled to complain to my regulatory body:
The College of Psychologists of Ontario
110 Eglinton Avenue West, Suite 500
Toronto, ON. M4R1A3
Phone: (416) 961-8817 | Fax (416) 961-2635
For more general inquiries, the Information and Privacy Commissioner of Ontario oversees the administration of the privacy legislation. The Commissioner also acts as a kind of ombudsman for privacy disputes. The Information and Privacy Commissioner can be reached at:
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON. M4W1A8
Phone (416) 326-3333 | Fax (416) 325-9195
www.ipc.on.ca