Health Information and Privacy Statement

At Solasta Psychological Services, we are committed to safeguarding your privacy and maintaining the confidentiality of your personal health information. The following outlines how we collect, use, and protect your information, and explains your rights under Ontario’s Personal Health Information Protection Act (PHIPA, 2004).

What Counts as Personal Health Information

Under PHIPA, personal health information (PHI) includes any identifiable information collected by a regulated health professional during the course of care.
This can include your name, contact information, health history, assessment results, session notes, billing details, and any other information gathered to support your treatment.

Collecting Information

We collect information directly from you unless:

  • You have provided consent to obtain information from other professionals or records, or

  • The law allows or requires collection without consent (for example, to prevent immediate harm).

We only collect information needed to:

  • Provide assessment or treatment services

  • Maintain contact for scheduling and consent purposes

  • Support safety and continuity of care

If information is ever requested for another purpose (for example, research or program evaluation), we will ask for your separate informed consent. Your care will not be affected if you choose not to participate.

Using Information

Your information is primarily used to plan, provide, and document your care.
Certain staff (such as administrative or IT support) may have limited access to perform essential functions like billing or technical maintenance. All staff follow strict confidentiality policies and access only what is necessary for their role.

Paper and electronic files are securely stored and password-protected to prevent unauthorized access.

Sharing and Disclosure

We will not share your personal health information outside Solasta without your knowledge and consent, except when required or permitted by law.
This includes situations such as:

  • Serious and imminent risk of harm to yourself or others

  • Suspected child protection concerns

  • Reporting professional misconduct (e.g., sexual abuse by a regulated provider)

  • Compliance with a court order or legal requirement

  • Regulatory review by the College of Psychologists of Ontario

  • Confirming services for insurers or third-party payers (with your consent)

These are known as limits of confidentiality. Any additional limits will be discussed with you before beginning service.

Record Retention

Health records are securely retained for at least 10 years from the date of last contact, and for clients under 18, 10 years past their 18th birthday.
After this period, records are permanently destroyed in accordance with professional standards.

Accessing or Correcting Your Record

You have the right to review and request copies of your health information, subject to limited exceptions (for example, information about others, test materials, or content that could cause harm).

Parents or guardians may only access a child’s record if the child has not been deemed capable of consenting to their own care.

If you wish to access your record:

  • We may verify your identity before releasing information

  • A nominal fee may apply for retrieval or copying

  • If access cannot be provided, we will explain why within 14 days

You may also request corrections to factual information. If we disagree, your written statement of disagreement will be added to your file and shared with anyone who received the original information.

Questions or Concerns

If you have questions, wish to access your record, or would like more information about our privacy practices, please contact us directly.

This policy follows the Personal Health Information Protection Act (2004) and professional standards of the College of Psychologists of Ontario.

Information and Privacy Commissioner of Ontario
80 Bloor Street West, Suite 1700
Toronto, ON M5S 2V1
Phone: (416) 326-3333
Web: www.ipc.on.ca