Privacy policy

Aurora Therapy 

Privacy Policy, Disclosure and Informed Consent Form 

Effective Date: July 27, 2025 

Last Updated: July 27, 2025 

 

1. INTRODUCTION AND PRIVACY COMMITMENT 

Aurora Therapy is committed to protecting the privacy and confidentiality of our clients' personal health information. This document outlines our practices regarding the collection, use, disclosure, and safeguarding of your information in compliance with: 

  • Personal Health Information Protection Act, 2004 (PHIPA) 

  • Ontario College of Social Workers and Social Service Workers (OCSWSSW) Standards 

  • Professional standards and ethical guidelines 

Privacy Officer Contact: 

Syrus Osborn 

Aurora Therapy 

Po Box 146-4936 Yonge St, 

Toronto, ON, M2N 6S3 

 Email: privacy@auroratherapy.ca 

Phone: +1 514 772 0959 

 

2. PROFESSIONAL QUALIFICATIONS AND REGULATORY INFORMATION 

2.1 Licensed Professionals 

All Aurora Therapy associates are licensed professionals authorized to perform the controlled act of psychotherapy in Ontario, Canada: 

Syrus Osborn, MSW, RSW 

  • Registration #845447, Ontario College of Social Workers & Social Service Workers 

  • Master of Social Work, University of Toronto 

  • Additional Training: Emotion Focused Therapy, Schema Therapy 

2.2 Professional Liability Insurance 

All therapists maintain professional liability insurance as required by their regulatory colleges. 

2.3 Regulatory Complaints 

Clients may file complaints regarding professional conduct with: 

Ontario College of Social Workers and Social Service Workers 

250 Bloor Street East, Suite 1000 

Toronto, ON M4W 1E6 

Phone: 416-972-9882 

Toll-free: 1-877-828-9380 

 

3. PERSONAL HEALTH INFORMATION COLLECTION 

3.1 Information We Collect 

Clinical Information: 

  • Name, date of birth, contact information 

  • Health card number (if applicable) 

  • Medical history and current health concerns 

  • Mental health symptoms and treatment goals 

  • Family and social history 

  • Session notes and treatment plans 

  • Assessment results and clinical observations 

Administrative Information: 

  • Appointment schedules 

  • Billing and payment information 

  • Insurance information 

  • Emergency contact details 

  • Consent forms and agreements 

3.2 How We Collect Information 

Information is collected: 

  • Directly from you during intake and sessions 

  • From healthcare providers (with your consent) 

  • From family members (with your consent) 

  • Through secure online forms and questionnaires 

 

4. USE AND DISCLOSURE OF INFORMATION 

4.1 Primary Uses 

Your personal health information is used to: 

  • Provide psychotherapy services 

  • Develop and monitor treatment plans 

  • Communicate with you about your care 

  • Bill for services 

  • Comply with legal and professional obligations 

4.2 Disclosure With Consent 

We will obtain written consent before disclosing your information to: 

  • Other healthcare providers 

  • Insurance companies 

  • Family members or support persons 

  • Employers or schools 

  • Legal representatives 

4.3 Disclosure Without Consent 

We may disclose information without consent only when required by law: 

Mandatory Reporting: 

  • Suspected child abuse or neglect 

  • Risk of imminent harm to self or others 

  • Regulated health professional sexual abuse 

  • Court orders, subpoenas, or search warrants 

  • Mandatory government reporting requirements 

Other Permitted Disclosures: 

  • To eliminate or reduce significant risk of serious bodily harm 

  • For OCSWSSW investigations or proceedings 

  • To contact relatives if you are incapacitated 

  • For research (de-identified data only, with REB approval) 

 

5. DATA STORAGE AND SECURITY 

5.1 Electronic Security Measures 

  • 256-bit SSL encryption for data transmission 

  • AES-256 encryption for data at rest 

  • Multi-factor authentication for system access 

  • Regular security audits and vulnerability assessments 

  • Automatic session timeouts 

  • Audit logs of all access to personal health information 

5.2 Physical Security Measures 

  • Locked filing cabinets for paper records 

  • Restricted access to records areas 

  • Clean desk policy 

  • Secure disposal/shredding procedures 

  • Visitor access controls 

5.3 Third-Party Platforms 

We use the following PHIPA-compliant platforms:  

Platform: Zoom for Healthcare 

Purpose: Video sessions 

Data Stored: Session times, participant names 

Privacy Policy: [Link] 

Platform: GoRendezVous 

Purpose: Scheduling & EMR 

Data Stored: Client records, appointments 

Privacy Policy: [Link] 

Platform: Klarify 

Purpose: Session documentation 

Data Stored: Session recordings (90-day retention), transcripts, notes 

Privacy Policy: [Link] 

Platform: Stripe 

Purpose: Payment processing 

Data Stored: Banking information, transaction records 

Privacy Policy: [Link] 

Data Residency: All data is stored on Canadian servers. 

 

6. YOUR PRIVACY RIGHTS 

6.1 Right to Access 

You may request access to your personal health information. We will respond within 30 days. Some limitations apply: 

  • Information that may cause serious harm 

  • Information about others 

  • Legally privileged information 

6.2 Right to Correction 

You may request corrections to factual errors in your record. We will: 

  • Make corrections or document your disagreement 

  • Notify others who received the incorrect information 

  • Respond within 30 days 

6.3 Right to Withdraw Consent 

You may withdraw consent for collection, use, or disclosure at any time, subject to: 

  • Legal obligations 

  • Contractual requirements 

  • Reasonable notice 

6.4 Right to Limit Collection 

You may request we limit collection to what is necessary for your care. 

 

7. RETENTION AND DISPOSAL 

7.1 Retention Periods 

  • Adult client records: 10 years from last service 

  • Minor client records: 10 years after reaching age 18 

  • Financial records: 7 years 

  • Session recordings: 90 days (Klarify platform) 

7.2 Secure Disposal 

  • Electronic data: Secure deletion with overwriting 

  • Paper records: Cross-cut shredding or incineration 

  • Destruction certificates maintained 

 

8. VIRTUAL THERAPY CONSIDERATIONS 

8.1 Technology Requirements 

  • Secure internet connection 

  • Private location for sessions 

  • Updated device security software 

8.2 Limitations and Risks 

  • Technology failures may interrupt service 

  • Privacy depends on your environment security 

  • Emergency services not available through platform 

8.3 Prohibited Activities 

  • Recording sessions (audio/video/screenshots) 

  • Sharing login credentials 

  • Accessing from public networks 

 

9. BREACH NOTIFICATION 

In the event of a privacy breach, we will: 

  1. Contain the breach and assess risks 

  2. Notify affected individuals if risk of harm 

  3. Report to Information and Privacy Commissioner if required 

  4. Document and implement preventive measures 

 

10. FEES AND BILLING 

10.1 Fee Structure 

  • Individual therapy: $180/session 

  • Couples therapy: $200/session 

  • Reports and forms: $100/hour 

Sliding scale billing may be available upon request, subject to availability. 

10.2 Payment Processing 

  • Direct withdrawal via Stripe (PCI-DSS compliant) 

10.3 Cancellation Policy 

  • 24-hour notice required 

  • Late cancellation fee: Full session rate 

  • Emergency exceptions considered 

 

11. COMPLAINTS AND CONCERNS 

Privacy concerns may be directed to: 

  1. Aurora Therapy Privacy Officer (contact above) 

  2. Information and Privacy Commissioner of Ontario 

2 Bloor Street East, Suite 1400 

Toronto, ON M4W 1A8 

Phone: 416-326-3333 

Toll-free: 1-800-387-0073 

 

12. INFORMED CONSENT 

By accepting to work with Aurora Therapy, I acknowledge that: 

☐ I have read and understood this privacy policy and consent form 

☐ I have had opportunity to ask questions 

☐ I understand my privacy rights 

☐ I consent to the collection, use, and disclosure of my personal health information as described 

☐ I understand the risks and benefits of virtual therapy (if applicable) 

☐ I agree to the fee structure and cancellation policy 

☐ I understand how to withdraw consent or make complaints 

Specific Consents: 

☐ I consent to receive psychotherapy services from Aurora Therapy 

☐ I consent to electronic communication via: Email, Text, Patient portal 

☐ I consent to the use of third-party platforms listed in Section 5.3 

☐ I consent to coordination of care with other healthcare providers. 

☐ I consent to leaving voicemail messages at provided phone numbers.

Service Location Acknowledgment: 

☐ I acknowledge that Aurora Therapy associates may not be licensed in my jurisdiction if I reside outside Ontario/Alberta 

☐ I understand it is my responsibility to verify licensing requirements in my jurisdiction 

 

13. DUAL RELATIONSHIPS AND BOUNDARIES 

13.1 Professional Boundaries 

Aurora Therapy maintains strict professional boundaries. Therapists will: 

  • Discuss potential conflicts of interest 

  • Address boundary concerns as they arise 

  • Avoid dual relationships that could impair objectivity 

  • Not engage in personal relationships with current or former clients 

13.2 Social Media and Electronic Communication 

  • Therapists will not initiate friend/follow requests 

  • Chance encounters will be handled with discretion 

  • Electronic communication limited to scheduling and administrative matters 

 

14. AMENDMENTS TO THIS POLICY 

We may update this privacy policy periodically. We will: 

  • Post updates on our website 

  • Provide notice of material changes 

  • Obtain new consent if required 

 

15. QUESTIONS AND ACCESSIBILITY 

This policy is available in alternative formats upon request. For questions or concerns about our privacy practices, please contact our Privacy Officer. 

Version: 2.0 

Review Date: July 27, 2025