Privacy Policy
Victoria Jane Counselling & Psychotherapy ("Victoria Jane Counselling & Psychotherapy", "we", "our", or "us") is committed to protecting your privacy and handling your personal information with care, transparency, and respect.
Your privacy is important to us. Whether you are visiting this website, contacting us to ask questions, booking a consultation, or accessing counselling services, we are committed to collecting, using, storing, and protecting your personal information in accordance with applicable privacy legislation, professional ethical standards, and best practices.
This Privacy Policy explains:
what information we collect;
how and why we collect it;
how your information is used and protected;
when information may be shared;
your rights regarding your personal information; and
how you may contact us regarding privacy concerns.
This Privacy Policy applies to the use of this website and to information you voluntarily provide before becoming a counselling client. If you become a client of Victoria Jane Counselling & Psychotherapy, additional information regarding the collection, use, storage, disclosure, and retention of your personal health information will be provided through your Informed Consent documentation before counselling begins.
By accessing or using this website, you acknowledge that you have read and understood this Privacy Policy.
Our Commitment to Privacy
As a Registered Clinical Counsellor (RCC) and Certified Canadian Counsellor (CCC), protecting your privacy is both a legal and ethical responsibility.
We recognize that individuals seeking counselling services often disclose sensitive personal information. We are committed to treating that information with professionalism, discretion, and respect.
We collect only the information reasonably necessary to provide our services, respond to enquiries, maintain our website, and meet our professional and legal obligations.
We do not sell, rent, or trade your personal information.
Information We Collect
The type of information we collect depends on how you interact with us.
Website Visitors
You may browse this website without identifying yourself or providing any personal information.
Like most websites, certain technical information may be collected automatically when you visit the website, including:
Internet Protocol (IP) address
Browser type and version
Device type
Operating system
Pages viewed
Date and time of your visit
Time spent on individual pages
Referring website or search engine
General geographic location (such as city or region)
This information is collected automatically through website technologies and analytics services and is used to understand website performance, improve user experience, maintain website security, and identify technical issues.
This information does not ordinarily identify you personally.
Information You Voluntarily Provide
If you choose to contact Victoria Jane Counselling & Psychotherapy, you may voluntarily provide personal information.
This may occur when you:
submit a contact form;
request a consultation;
schedule an appointment;
communicate by email;
communicate through Jane App;
submit intake documentation; or
otherwise contact us directly.
Depending on the circumstances, we may collect information including:
your name;
email address;
telephone number;
preferred method of contact;
your general reason for seeking counselling;
appointment preferences; and
any additional information you voluntarily include in your communication.
Please avoid sending detailed personal health information through standard email whenever possible, as email cannot be guaranteed to be completely secure.
Information Collected During Counselling Services
If you become a client, additional personal information and personal health information may be collected in order to provide safe, ethical, and effective counselling services.
Depending on the nature of our work together, this information may include:
identifying information;
contact information;
emergency contact information;
date of birth;
relevant health history;
counselling goals;
intake questionnaires;
clinical assessments;
session notes;
appointment history;
payment information;
insurance information (where applicable); and
other information reasonably necessary for providing counselling services.
The collection, use, storage, disclosure, and retention of clinical information are governed separately through your counselling Informed Consent documentation and applicable privacy legislation.
How We Use Your Information
Information collected through this website or during the provision of counselling services may be used for purposes including:
responding to enquiries;
scheduling appointments;
providing counselling and psychotherapy services;
maintaining clinical records;
communicating with you regarding appointments or services;
processing payments;
issuing receipts;
supporting insurance reimbursement where requested;
complying with professional, ethical, and legal obligations;
improving website functionality;
maintaining website security; and
improving the quality of services provided.
Personal information will only be collected, used, or disclosed for purposes that are reasonable under the circumstances and consistent with applicable privacy legislation.
Website Cookies
Like many websites, this website uses cookies and similar technologies.
Cookies are small text files stored on your computer or mobile device when you visit a website. They help websites function efficiently and provide information regarding how visitors interact with website content.
Cookies may be used to:
improve website performance;
remember website preferences;
understand visitor behaviour;
improve accessibility;
identify technical problems; and
enhance website security.
Most internet browsers allow you to refuse or delete cookies through your browser settings.
Please note that disabling cookies may affect the functionality of certain features of this website.
Website Analytics
This website may use analytics services, such as Google Analytics or similar providers, to better understand how visitors use the website.
Analytics tools may collect information such as:
pages visited;
navigation patterns;
approximate geographic location;
referring websites;
browser information;
device type;
time spent on pages; and
website performance metrics.
This information is aggregated and anonymized whenever possible and is used solely to improve website functionality, accessibility, content, and user experience.
We do not use analytics information to personally identify visitors.
You may choose to opt out of certain analytics tracking through your browser settings or applicable browser add-ons.
Contact Forms
If you choose to contact us using a website contact form, the information you provide will be used solely for the purpose of responding to your enquiry and determining whether our services may be appropriate for your needs.
Submitting a contact form does not establish a therapeutic relationship.
A therapeutic relationship begins only after appropriate intake procedures have been completed, informed consent has been obtained, and both parties have agreed to begin counselling services.
Email Communication
Email is a convenient method of communication but is not considered a fully secure method of transmitting confidential information.
If you choose to communicate by email, you acknowledge that there is some inherent risk that email communications could be intercepted, delayed, or accessed by unintended recipients.
Whenever possible, we encourage clients to avoid sending detailed personal or health information through standard email.
Where appropriate, secure electronic communication platforms may be used instead.
Third-Party Service Providers
Victoria Jane Counselling & Psychotherapy works with carefully selected third-party providers to operate this practice and provide services efficiently.
These providers may include services related to:
website hosting;
website security;
website analytics;
appointment scheduling;
electronic health records;
secure messaging;
payment processing;
invoicing;
cloud-based data storage; and
business administration.
These service providers receive only the information reasonably necessary to perform their services and are expected to maintain appropriate privacy and security standards.
Their collection and use of personal information are governed by their own privacy policies.
We encourage you to review those privacy policies before providing personal information through third-party services.
Jane App
Victoria Jane Counselling & Psychotherapy uses Jane App (Jane Software Inc.) as its electronic health record and practice management platform.
Jane App may be used to:
request or schedule appointments;
complete intake documentation;
complete consent forms;
access invoices and receipts;
process secure payments;
communicate through secure messaging; and
securely maintain clinical records.
Jane App uses industry-standard encryption and security practices designed to protect personal information.
Information submitted through Jane App is subject to Jane's own Privacy Policy and Terms of Use in addition to this Privacy Policy.
For additional information regarding Jane's privacy practices, please visit Jane's website.
Confidentiality
Confidentiality is a cornerstone of counselling and psychotherapy. Victoria Jane Counselling & Psychotherapy is committed to protecting the privacy of all personal information entrusted to us and recognizes the importance of maintaining confidentiality within the therapeutic relationship.
Information disclosed during counselling sessions will be treated as confidential and will not be shared with third parties without your knowledge or written consent, except where disclosure is required or permitted by law or professional ethical standards.
The limits of confidentiality will be discussed with you before counselling begins and are outlined in your Informed Consent documentation.
Limits of Confidentiality
While every reasonable effort is made to maintain confidentiality, there are circumstances in which disclosure of information may be legally or ethically required.
Examples may include, but are not limited to:
where there is reason to believe there is an imminent risk of serious harm to yourself;
where there is reason to believe there is an imminent risk of serious harm to another person;
suspected abuse or neglect of a child or youth where reporting is required by law;
suspected abuse, neglect, or exploitation of a vulnerable adult where disclosure is legally required or permitted;
compliance with a court order, subpoena, warrant, or other lawful authority;
where disclosure is otherwise required or authorized under applicable legislation;
professional consultation or clinical supervision conducted in accordance with ethical standards and where identifying information is minimized whenever reasonably possible.
Where appropriate and legally permissible, reasonable efforts will be made to discuss required disclosures with you before information is shared.
Collection of Personal Health Information
If you receive counselling services, personal health information may be collected for the purpose of providing safe, ethical, and effective care.
Personal health information may include:
identifying information;
demographic information;
contact information;
emergency contact information;
medical and mental health history;
presenting concerns;
counselling goals;
assessment information;
treatment planning;
progress notes;
appointment records;
billing and payment information;
correspondence relating to your care; and
other information reasonably necessary to provide counselling services.
Only information that is reasonably necessary for providing professional services or meeting legal and ethical obligations will be collected.
How Clinical Information Is Used
Personal health information is collected and used for purposes including:
providing counselling and psychotherapy services;
developing treatment goals;
documenting clinical services;
maintaining accurate clinical records;
communicating regarding appointments;
preparing invoices and receipts;
facilitating insurance reimbursement when requested;
responding to legal or regulatory requirements;
protecting client safety; and
complying with professional standards established by regulatory or professional bodies.
Personal information will not be collected, used, or disclosed for purposes unrelated to your care without your knowledge and consent, unless required or permitted by law.
Disclosure of Information
Victoria Jane Counselling & Psychotherapy does not sell, rent, trade, or otherwise disclose personal information for commercial purposes.
Personal information may be disclosed only in limited circumstances, including:
with your informed written consent;
when necessary to coordinate care with another healthcare provider at your request;
where disclosure is required or authorized by law;
where disclosure is necessary to prevent serious and imminent harm;
where required by a court or other lawful authority;
where required for professional regulatory investigations or legal proceedings; or
where otherwise permitted under applicable privacy legislation.
Whenever disclosure is necessary, only the minimum amount of information reasonably required for the intended purpose will be disclosed.
Clinical Consultation and Supervision
To provide the highest quality of care, counsellors may participate in confidential clinical consultation or professional supervision.
During consultation or supervision, information may be discussed for the purpose of improving clinical services, ensuring ethical practice, and supporting ongoing professional development.
Reasonable efforts are made to remove or minimize identifying information whenever possible.
Professionals involved in consultation or supervision are themselves bound by confidentiality and applicable professional ethical standards.
Protection of Your Information
Reasonable administrative, physical, and technological safeguards are maintained to protect personal information from unauthorized access, disclosure, misuse, alteration, or destruction.
Examples of safeguards may include:
secure password-protected devices;
encrypted electronic record systems;
secure cloud-based practice management software;
restricted access to client information;
secure disposal of confidential records;
regular software and security updates; and
reasonable physical safeguards for any paper records.
While every reasonable effort is made to protect personal information, no method of electronic transmission or electronic storage can be guaranteed to be completely secure. Accordingly, absolute security cannot be guaranteed.
Data Breaches
If Victoria Jane Counselling & Psychotherapy becomes aware of a privacy or security breach involving personal information under our control, reasonable steps will be taken to investigate the incident, reduce the risk of harm, and comply with applicable legal and professional obligations. Where required by law, affected individuals and appropriate authorities will be notified.
Electronic Records
Clinical records may be maintained electronically using secure practice management software.
Reasonable efforts are taken to ensure electronic records are stored securely and are accessible only to authorized individuals who require access for legitimate professional purposes.
Electronic records are protected using security measures designed to reduce the risk of unauthorized access or disclosure.
Record Retention
Clinical records are retained in accordance with applicable legislation, professional ethical standards, and record retention requirements governing Registered Clinical Counsellors practicing in British Columbia.
Following the required retention period, records will be securely destroyed in a manner intended to protect client confidentiality.
Website enquiries that do not result in counselling services may be retained for a reasonable period for administrative purposes before being securely deleted.
Access to Your Personal Information
Subject to applicable legislation, you may request access to your own personal information maintained by Victoria Jane Counselling & Psychotherapy.
Requests for access should be made in writing.
Reasonable efforts will be made to respond within applicable legal timeframes.
Access may be limited where permitted or required by law, including situations where disclosure could reasonably be expected to result in harm, reveal confidential information about another individual, or otherwise be restricted under applicable legislation.
Where access cannot be provided, you will be informed of the reasons, where legally permitted.
Correction of Personal Information
Reasonable efforts are made to ensure that personal information is accurate, complete, and up to date.
If you believe information maintained by Victoria Jane Counselling & Psychotherapy is inaccurate or incomplete, you may request that it be corrected.
Where appropriate, corrections will be made, or a notation of your request will be added to your record in accordance with applicable professional standards.
Withdrawal of Consent
Where personal information is collected based on your consent, you may withdraw that consent at any time, subject to legal, ethical, or contractual obligations.
Please note that withdrawing consent may affect our ability to provide counselling services or respond to certain requests.
Privacy Complaints
If you have questions or concerns regarding the collection, use, disclosure, or protection of your personal information, we encourage you to contact Victoria Jane Counselling & Psychotherapy directly.
Reasonable efforts will be made to address your concerns promptly and respectfully.
If concerns cannot be resolved, you may have the right to contact the appropriate privacy oversight authority or regulatory body in accordance with applicable legislation.
External Websites
This website may contain links to third-party websites, resources, or services that are provided for your convenience or educational purposes.
These websites operate independently of Victoria Jane Counselling & Psychotherapy and have their own privacy policies, terms of use, and data collection practices.
We are not responsible for the privacy practices, security, accuracy, availability, or content of third-party websites and encourage you to review their policies before providing any personal information.
The inclusion of a link does not imply endorsement of any third-party organization, product, or service.
Social Media
Victoria Jane Counselling & Psychotherapy may maintain professional social media accounts or provide links to social media platforms.
Any interactions you choose to have with our social media accounts are governed by the privacy policies and terms of use of those individual platforms.
To help protect your privacy and confidentiality, we recommend avoiding sharing personal health information or discussing counselling-related matters through social media messaging, comments, or public posts.
Please note that following, liking, or interacting with social media content does not establish a therapeutic relationship.
Website Security
Reasonable efforts are made to maintain the security of this website and to protect information submitted through it.
Despite these efforts, no website, server, internet transmission, email communication, or electronic storage system can be guaranteed to be completely secure or free from unauthorized access.
By using this website and communicating electronically, you acknowledge and accept these inherent risks.
Accuracy of Information
Reasonable efforts are made to ensure that the information contained on this website is accurate, current, and reliable at the time it is published.
However, information relating to counselling, mental health, legislation, insurance coverage, fees, professional standards, and available services may change over time.
Victoria Jane Counselling & Psychotherapy does not guarantee that all website content will remain complete, accurate, or current at all times and reserves the right to update, modify, or remove website content without prior notice.
Educational Information Only
The information provided on this website is intended for general educational and informational purposes only.
Website content, blog articles, downloadable resources, newsletters, or other materials should not be interpreted as psychological, psychiatric, legal, or medical advice and are not intended to replace assessment, diagnosis, treatment, or individualized recommendations from a qualified healthcare professional.
Reading information on this website does not establish a therapist-client relationship.
No Therapeutic Relationship
Using this website, completing a contact form, requesting information, subscribing to communications (if applicable), or corresponding by email does not establish a therapeutic relationship.
A professional counselling relationship begins only after:
an initial consultation or intake process has been completed;
informed consent has been reviewed and signed;
both parties have agreed to proceed with counselling services; and
an appointment has been confirmed.
Victoria Jane Counselling & Psychotherapy reserves the right to determine whether services are appropriate and may decline or refer prospective clients to another provider where clinically or ethically indicated.
Children's Privacy
This website is intended for adults seeking counselling and psychotherapy services.
We do not knowingly collect personal information directly from children through this website.
If we become aware that personal information has been submitted by a child without appropriate parental or legal guardian involvement where required, reasonable efforts will be made to remove that information as appropriate.
International Visitors
This website is intended primarily for individuals seeking counselling services in British Columbia, Canada.
If you choose to access this website from outside Canada, you acknowledge that your information may be processed and stored in accordance with the laws of British Columbia and Canada.
Changes to This Privacy Policy
Privacy legislation, professional standards, technology, and business practices may change over time.
Accordingly, Victoria Jane Counselling & Psychotherapy reserves the right to amend or update this Privacy Policy at any time without prior notice.
When material changes are made, the revised Privacy Policy will be posted on this page together with the updated effective date.
Your continued use of this website following the posting of changes constitutes acceptance of the revised Privacy Policy.
Acceptance of This Privacy Policy
By accessing or using this website, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.
If you do not agree with this Privacy Policy, please discontinue use of this website.
Governing Law
This Privacy Policy shall be governed by and interpreted in accordance with the laws of the Province of British Columbia and the applicable laws of Canada.
Any disputes arising from the use of this website or relating to this Privacy Policy shall be subject to the jurisdiction of the courts of British Columbia, unless otherwise required by applicable law.
Questions About Your Privacy
Protecting your privacy is an important part of providing ethical, professional counselling services. If you have any questions about this Privacy Policy or would like additional information about how your personal information is handled, please don't hesitate to contact us.
We are committed to responding to privacy-related enquiries in a timely, respectful, and transparent manner.
Contact Information
If you have questions regarding this Privacy Policy, your personal information, or how your information is collected, used, disclosed, or protected, please contact:
Victoria Jane Chivilo, MEd, RCC, CCC
Victoria Jane Counselling & Psychotherapy
Victoria, British Columbia, Canada
Email: info@victoriajanecounselling.ca
Phone: 250-813-1485
If you are a current client, we encourage you to contact us directly with any privacy concerns so that we can work to address them promptly and respectfully.
Effective Date: July 2026
Last Updated: July 2026