Effective date: 10th day of April, 2026
Your privacy is our priority.
At Wise Mind Centre, we value your trust and are deeply committed to safeguarding your personal information. Whether you’re browsing our website, submitting a form, or using our services, we handle your data with the utmost care, responsibility, and transparency.
We are dedicated to maintaining robust privacy practices and data protection standards that comply with PIPA and industry best practices. Our goal is to ensure that your personal information is collected, used, stored, and shared in a manner that is both secure and respectful of your rights.
PIPA
We adhere to British Columbia’s Personal Information Protection Act (PIPA).
Personal Information
Under the Personal Information Protection Act (PIPA) of British Columbia, personal information refers to any information about an identifiable individual. This includes, but is not limited to, information such as name, contact details, identification numbers, online identifiers, personal preferences, or any other information that can be used to identify or contact an individual. It does not include information that is in the public domain or information that is aggregated or anonymized in a way that prevents identification.
Types of Personal Information we Collect
We only collect information that helps us achieve the purposes set out in this Privacy Policy. We will not collect any additional information beyond the information listed below without notifying you first.
Information Collected Automatically
When you visit and use our Site, we may automatically collect and store information. This information may include the length, data and time of your visit, and the pages you looked at.
Information Collected in a Non-Automatic Way
We may also collect information when you perform certain functions on our Site, complete our online forms, or use our services:
This information may be collected using the following methods:
- Completing our online referral form in Hushmail
- Completing our online contact form in Hushmail
- Completing forms in Jane App
- Creating an account with Jane App
- Emailing us
- Faxing us
- Contacting and having sessions with clinicians
Purposes or Reasons for Collecting Personal Information
Information collected on our site will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our Site. We will not use your information beyond what we disclose in this Privacy Policy.
The information we collect automatically is used for the following purposes:
- Help us make our website more accessible and easier to use for Search Engine Optimization (SEO)
The information we collect in a non-automatic way may be used for the following purposes:
- Determining a possible fit between clinician and client
- Collecting and processing payments
- Providing psychological services
- Responding to inquiries
Consent
Obtaining Consent to Collect Personal Information
By interacting with us through various means — including but not limited to completing our online forms, sending us information via fax or email, or contacting us by phone — you are voluntarily providing us with your personal information and thereby giving your informed consent for us to collect, use, and store that information for the purposes outlined in this Privacy Policy.
Your Right to Withdraw Consent
Under British Columbia’s Personal Information Protection Act (PIPA), you have the right to withdraw your consent to our collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions and reasonable notice.
If you choose to withdraw your consent, we will inform you of any potential consequences, which may include our inability to provide certain services that rely on that information. Your withdrawal will not affect the lawfulness of any processing we conducted prior to receiving your request.
To withdraw your consent, please contact our Privacy Officer using the contact details provided in this Privacy Policy. We will process your request promptly and ensure that your personal information is no longer used or disclosed, except as required or permitted by law.
Limits on the Use and Disclosure of the Personal Information Collected
Members of our Organization
We may disclose personal information to any member of our organization who reasonably needs access to personal information to achieve the purposes set out in this Privacy Policy.
Other Disclosures
We will not sell or share your personal information with other third parties, except in the following cases:
- If the law requires it;
- If it is required for any legal proceeding; and
- To prove or protect our legal rights.
If you follow hyperlinks from our Site to another site, please note that we are not responsible for and have no control over their privacy policies and practices.
As members of a regulated profession (College of Health and Care Professionals of BC), psychologists may also be subject to audits and investigations by its professional regulatory body to ensure appropriate standards are being followed. As part of this process, the College may review client records and related documentation to assess compliance with professional standards, ethical obligations, and practice requirements.
Accessing Personal Information
Your Right to Access Personal Information
In accordance with British Columbia’s Personal Information Protection Act (PIPA), you have the right to request access to the personal information we hold about you. Upon receiving a written request, we will inform you of the existence, use, and disclosure of your personal information and provide you with access to that information, except where prohibited by law.
How to Access Your Personal Information
To make an access request, please contact your individual service provider or our Privacy Officer at the contact information provided in this policy.
We will respond to your request within the time limits set by PIPA, typically within 30 business days. If we require more time, we will inform you of the reason for the delay and the expected response date.
In some cases, we may be unable to provide access to all of the personal information we hold. Examples include situations where the information contains references to other individuals, is subject to legal privilege, or cannot be disclosed for legal or security reasons. If we deny your request, we will provide a written explanation outlining the reasons for the refusal and inform you of your right to challenge the decision.
Accuracy of Personal Information
We are committed to ensuring that the personal information we collect, use, and disclose is as accurate, complete, and up to date as is necessary for the purposes for which it is to be used.
To help us maintain the accuracy of your personal information, we encourage you to inform us promptly of any changes. Where appropriate, we may also verify information directly with you before using it, particularly if it is being used to make decisions that affect you.
If you believe that the personal information we hold about you is incorrect or incomplete, you may request a correction. Upon receiving your request, we will take reasonable steps to investigate and, if necessary, correct the information. If we do not agree with the requested correction, you may ask us to attach a statement of disagreement to the record.
To update or correct your personal information, please contact our Privacy Officer using the contact details provided in this policy.
Retention of Personal Information
How Long We Store Personal Information
Referral information will be stored for a minimum of one year, in accordance with PIPA section 35(1). In compliance with the current ethics and practice standards (effective April 1, 2026) set forth by the CHCPBC, your clinical record will be maintained for at least 16 years from the date of the last encounter with your clinician, or 16 years from the date you reach the age of majority—whichever date is later.
Destroying Personal Information
Following the one year period, referral information will be deleted from our email server.
How We Protect Your Personal Information
We use Hushmail, an end-to-end encrypted email service to handle personal information and communication. Hushmail’s data is stored in Canada. For more information about Hushmail, you can visit: https://www.hushmail.com/privacy
Client records and information are stored with Jane App. Data in Jane is encrypted and stored on System and Organization Controls 2 (SOC 2) compliant servers depending on the location the client chooses for their account. More information about Jane can be found at https://jane.app/security-and-trust
While we take all reasonable precautions to ensure that personal information is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore, we are unable to guarantee the security of user data beyond what is reasonably practical.
Lodging and Managing Privacy Complaints
If you have any concerns or believe that we have not handled your personal information in accordance with this policy or applicable privacy laws, you have the right to lodge a complaint.
How to Lodge a Complaint
Complaints must be submitted in writing and should include your name, contact information, a description of your concern, and any relevant details or documents. Please direct all complaints to our designated Privacy Officer at the contact information provided at the end of this policy.
How We Handle Complaints
Once we receive your complaint, we will acknowledge receipt and begin an internal investigation. We aim to resolve all complaints in a fair, transparent, and timely manner — typically within 30 business days. If additional time is required, we will notify you of the reason for the delay and provide an updated timeline.
Wise Mind Centre’s Privacy Officer
Contact information for Wise Mind Centre’s Privacy Officer:
Dr. Debbie Leung
info@wisemindcentre.com
Right to Obtain Assistance from OIPC
If you have concerns about how your personal information has been handled or believe that your privacy rights have been violated, you have the right to seek assistance from the Office of the Information and Privacy Commissioner for British Columbia (OIPC).
The OIPC is an independent oversight body that ensures compliance with provincial privacy legislation. You may contact the OIPC to inquire about your rights, seek guidance, or file a formal complaint if you are not satisfied with our response to a privacy concern or access request.
We encourage you to contact us first to give us the opportunity to address your concern, but you have the right to reach out to the OIPC at any time.
Reporting of Suspected Privacy Breaches
We are committed to protecting the personal information in our custody and responding swiftly to any suspected privacy breaches. All staff and contractors are required to report any actual or suspected breach of personal information security immediately to the designated Privacy Officer. A privacy breach includes any unauthorized access to, collection, use, disclosure, or disposal of personal information.
Modifications
This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy we will update the “Effective Date” at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates.