At Cognizance Counselling, your privacy and trust are deeply valued. We are committed to creating a safe and confidential space where you can explore your experiences with comfort and confidence. This Privacy Policy explains how we collect, use, and protect your personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA).
By visiting our website, contacting us, or receiving counselling services (in-person or online), you are consenting to the practices described below.
1. Our Commitment to Privacy
Your personal information is treated with the utmost care and respect. We collect only what is necessary to provide you with counselling services and to maintain smooth communication, administration, and care.
We do not sell, rent, or trade your personal information under any circumstances.
2. Information We Collect
We may collect the following types of information:
Personal details: name, contact information (email, phone), and demographic information relevant to your care.
Health and counselling information: information you share during intake and sessions to help guide your treatment.
Administrative information: details needed for billing, scheduling, or third-party claims (ICBC, CVAP, FNHA, or other funding programs).
Website and online interactions: non-personal data such as your browser type, device, IP address, and how you navigate our site, used to help us improve our online services.
Cookies: our website may use cookies to remember preferences and enhance usability. You can disable cookies in your browser if you prefer.
3. How We Use Your Information
Your information is used only for purposes directly related to your care and counselling experience, including:
Providing counselling services in-person or virtually (telehealth).
Scheduling, confirming, and managing your appointments.
Coordinating payments, insurance, or funding claims.
Communicating with you regarding your sessions, progress, or inquiries.
Maintaining and improving our website and online booking tools.
4. Consent and Confidentiality
Your information is collected and used with your informed consent.
We will always explain how your information is used and obtain consent before sharing it with anyone else, except in rare situations where disclosure is required by law, such as:
- When there is a clear risk of harm to yourself or others.
- When there is concern for the safety or wellbeing of a child or vulnerable person.
- When records are ordered by a court of law.
Everything you share in counselling is confidential. Your privacy is a central part of the trust we build together.
5. Security and Storage
We take appropriate and reasonable measures to keep your personal information safe from loss, theft, unauthorized access, or misuse.
Electronic information is stored in secure, password-protected systems, and physical information (if any) is kept in locked storage.
Although no online or electronic system is completely risk-free, we take care to use professional, reputable platforms that meet or exceed Canadian privacy standards for mental health services.
6. Telehealth Counselling
For virtual sessions, we use secure and encrypted video platforms designed for clinical use. These tools are chosen to maintain confidentiality and to comply with privacy standards in British Columbia.
We encourage clients to ensure privacy on their own end by using a quiet, secure, and private space during sessions.
7. Counselling for Children and Youth
When counselling children or youth, we obtain consent from parents or guardians as required by law and professional ethics.
We also discuss confidentiality boundaries with both the young client and their caregiver, so everyone understands what information remains private and what may need to be shared for safety or support.
8. Third-Party Services
We use third-party services only when necessary to provide or enhance your experience, such as for:
- Online booking and communication platforms.
- Payment processing or billing.
- Insurance or funding coordination.
These partners are chosen for their privacy and security standards. We share only the minimum information required for them to perform their function.
9. Website and Cookies
Our website may use cookies and analytics tools to understand how visitors interact with the site and to improve usability.
We do not use cookies for advertising or tracking outside of our own site.
If you prefer, you can disable cookies in your browser settings; however, some website functions may not work as intended.
10. Updates to This Policy
From time to time, this Privacy Policy may be reviewed and updated to reflect best practices, changes in regulation, or new services offered.
The most recent version will always be posted on our website with the updated date at the top.
11. Contact Us
For questions about the Privacy Policy:
- Cognizance Counselling
- Email: info@cognizancecounselling.com
- Phone: 778-855-9743
- Website: www.cognizancecounselling.com
Last updated: September 8, 2025