Privacy Policy

Privacy Policy

Effective Date: June 3, 2026

Strategic Solace – Privacy Policy

Strategic Solace Psychotherapy is committed to protecting the privacy, confidentiality, and security of personal information entrusted to our practice. This Privacy Policy outlines how information is collected, used, stored, and disclosed in accordance with applicable Canadian privacy laws, professional standards, and SMS communication regulations.

By using our website, booking services, or communicating with Strategic Solace electronically, you consent to the practices described in this policy.

Information We Collect

We collect personal information including:

  • Full name
  • Phone number
  • Email address
  • Mailing address
  • Emergency contact information
  • Appointment and scheduling information
  • Health and mental health information
  • Intake forms and clinical documentation
  • Billing and payment information
  • Communications through phone, email, forms, and SMS/text messaging

Information is collected only as reasonably necessary to provide psychotherapy services and support practice operations.

How Information Is Collected

Information may be collected through:

  • Our Jane App booking platform: https://strategicsolace.janeapp.com/
  • Our Website: www.strategicsolace.ca
  • Intake and consent forms
  • Email communication through Hushmail Platform for HIPPA Compliance
  • Telephone communication
  • SMS/text messaging
  • Telehealth services
  • In-person sessions
  • Website contact submissions

Use of Personal Information

Personal information may be used for the following purposes:

  • Providing psychotherapy services
  • Scheduling and confirming appointments
  • Maintaining clinical records
  • Communicating regarding services and care
  • Processing payments and invoices
  • Meeting legal, ethical, and regulatory obligations
  • Improving administrative operations and client experience

Strategic Solace does not sell, rent, share, trade, or otherwise disclose client personal information to third parties for marketing or commercial purposes. SMS consent and phone numbers collected for SMS communication purposes will never be sold, shared, or disclosed to third parties or affiliates for marketing purposes.

SMS/Text Messaging Communications

By providing your mobile phone number and consenting to receive text messages, you agree to receive SMS communications from Strategic Solace Psychotherapy.

These communications may include:

  • Appointment reminders
  • Appointment confirmations
  • Scheduling updates
  • Administrative notifications
  • Limited service-related communications

SMS Consent

SMS consent and phone numbers collected for SMS communication purposes will not be shared with third parties or affiliates for marketing purposes.

Message Frequency

Message frequency may vary depending on appointments and communication needs.

Message and Data Rates

Standard message and data rates may apply based on your mobile carrier plan.

Opt-Out Instructions

You may opt out of SMS communications at any time by replying:

  • STOP
  • UNSUBSCRIBE

After opting out, you may receive a final confirmation message.

For assistance, reply HELP or contact:

Phone: 289-277-7962
Email: stephaniesharp@strategicsolace.ca

Electronic Communication Risks

While reasonable safeguards are used to protect electronic communications, no method of electronic communication is fully secure.

Clients are encouraged not to transmit highly sensitive or urgent clinical information through standard email or SMS/text messaging.

Potential risks of electronic communication may include:

  • Unauthorized access
  • Message interception
  • Delayed transmission
  • Accidental disclosure

By communicating electronically with Strategic Solace, clients acknowledge and accept these risks.

Third-Party Platforms

Strategic Solace Psychotherapy utilizes third-party platforms, including Jane App, for appointment scheduling, record management, and related administrative services.

These third-party providers maintain their own privacy and security practices. Clients are encouraged to review their respective privacy policies.

Jane App Privacy Policy:
https://jane.app/legal/privacy-policy

Disclosure of Information

Personal information may only be disclosed:

  • With client consent
  • When required by law
  • Where there is risk of serious harm
  • For mandatory reporting obligations
  • Pursuant to court orders, subpoenas, or regulatory requirements
  • To trusted service providers assisting in practice operations where appropriate safeguards are in place

Only the minimum necessary information will be disclosed where possible.

Safeguarding Information

Strategic Solace Psychotherapy takes reasonable administrative, technical, and physical measures to protect personal information against:

  • Unauthorized access
  • Loss
  • Theft
  • Misuse
  • Disclosure
  • Alteration

Records may be stored electronically and/or physically using secure systems and professional recordkeeping practices.

Retention of Records

Client records are retained in accordance with applicable legal, ethical, and regulatory requirements governing psychotherapy practice in Ontario.

When records are no longer required, they are securely destroyed or deleted.

Website Cookies and Analytics

Our website or booking platform may use cookies or analytics technologies to:

  • Improve website functionality
  • Monitor website performance
  • Enhance user experience

Users may modify browser settings to disable cookies if preferred.

Your Privacy Rights

Clients may request to:

  • Access their personal information
  • Request corrections to inaccurate information
  • Withdraw consent where legally permissible
  • Ask questions regarding privacy practices

Requests may be submitted using the contact information below.

Contact Information

Strategic Solace
Stephanie Sharp, RP
Phone: 289-277-7962
Email: stephaniesharp@strategicsolace.ca
Website: www.strategicsolace.ca

Changes to This Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in legal requirements, technology, or practice operations. The most current version will be made available through our website or upon request.