Privacy Policy

Protecting client privacy and maintaining confidentiality are fundamental commitments of Blue Sky Vitality Group (“we,” “our,” or “us”). This Privacy Policy explains how we collect, use, disclose, store, and protect personal health information in accordance with applicable privacy legislation, including Ontario’s Personal Health Information Protection Act (PHIPA).

About Blue Sky Vitality Group

Blue Sky Vitality Group is a multidisciplinary health and wellness practice comprised of qualified professionals, which may include psychologists, occupational therapists, pediatricians, psychometrists, psychotherapists, social workers, and speech‑language pathologists.

Under PHIPA, Blue Sky Vitality Group is considered a health information custodian. Our clinicians, administrative staff, and contractors act as our agents and may access personal health information only as necessary to carry out their professional or administrative responsibilities. Together, we are responsible for ensuring that personal health information is handled lawfully, ethically, and securely.

What Is Personal Health Information?

Personal health information is any identifying information about an individual that relates to their health or health care, including but not limited to information that:

relates to physical or mental health, health status, or health history;
concerns the delivery of health care services;
relates to billing, payment, or eligibility for health care services; or
includes personal details contained in a health record, such as a name, address, telephone number, or date of birth.

How We Collect, Use, and Disclose Personal Health Information

We collect, use, and disclose personal health information only when reasonably necessary to provide safe, effective, and appropriate services.

This information may be used to:

determine suitability for services and make referrals;
assess physical, emotional, cognitive, or mental health needs;
develop and deliver treatment plans and professional recommendations;
communicate with clients regarding care, appointments, and follow‑up;
manage scheduling, billing, and payment for services.

Where required by law, we rely on a client’s informed and express consent, or that of a substitute decision‑maker, before collecting, using, or sharing personal health information.

Situations Where Disclosure May Occur Without Consent

In limited circumstances, personal health information may be collected, used, or disclosed without consent, including when required or permitted by law. These situations may include:

where there is a significant risk that you may harm yourself;
where there is a credible risk that you may seriously harm another person;
child protection matters, including:
- concerns involving a child under 16 years of age, or a youth aged 16 or 17 who is subject to a child protection order;
- reasonable grounds to believe a child is in need of protection due to abuse or neglect;
- situations where a known sexual offender has access to a child;
compliance with court orders, subpoenas, search warrants, or urgent demands;
mandatory reporting of sexual abuse by regulated health professionals;
reporting abuse or neglect of residents in long‑term care or retirement homes;
disclosure required under the Missing Persons Act, 2018 when authorities are unable to locate an individual;
audits or investigations conducted by a professional regulatory college as part of quality assurance obligations.

In such situations, disclosures are limited to what is legally required.

We do not sell, use, or disclose personal health information for marketing or promotional purposes.

Website Visitors

When you visit our website, limited, non‑identifying technical information may be automatically collected, such as IP address, browser type, pages viewed, and date/time of access. This information is used solely for website performance, security, and improvement.

We do not identify individual visitors unless they voluntarily provide information through online forms or other direct communication.

Safeguarding Personal Health Information

We use a combination of administrative, technical, and physical controls to protect personal health information against unauthorized access, use, loss, or disclosure. These safeguards include:

secure storage of paper records in locked or access‑restricted areas;
supervision or physical security of electronic equipment;
encryption and password protection for electronic systems;
role‑based access controls that limit access to those who require information for their duties;
confidentiality agreements and privacy training for all staff and professionals.

Despite these measures, no system can be guaranteed to be completely secure, and we continually assess and improve our safeguards.

Use of External Service Providers

Blue Sky Vitality Group uses INSERT CLIENT MANAGEMENT SOFTWARE HERE for client records, appointment scheduling, consent documentation, and virtual care delivery. All data within Owl is hosted on servers located in Canada.

We also use Microsoft for email and related services. Some emails may contain personal health information, and reasonable care is taken to protect such communications.

Retention and Secure Destruction of Information

Personal health information is retained for the minimum period required by law and professional standards. Retention allows us to support continuity of care, respond to inquiries, and meet regulatory obligations.

For example, psychologists must retain client records for at least 10 years after a child reaches the age of 18.

When personal health information is no longer required, it is securely destroyed or returned to the client. Electronic records are permanently deleted, and paper records are professionally shredded in accordance with industry best practices.

Access to and Correction of Personal Health Information

Clients have the right to request access to their personal health information and to ask for corrections if information is inaccurate or incomplete, subject to legal limitations.

Requests must be made in writing. We may require proof of identity before releasing information. Requests on behalf of another person (including a child) may require appropriate consent or authority.

Contact Information and Privacy Concerns

If you have questions, concerns, or complaints about privacy or the handling of personal health information, you may contact our Privacy Officer at:

privacy@bsvg.ca

We encourage you to raise concerns directly with us so that we have an opportunity to address them. If your concern is not resolved to your satisfaction, you may file a complaint with the Information and Privacy Commissioner of Ontario, which oversees PHIPA:

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Telephone: (416) 326‑3333
Fax: (416) 325‑9195
Website: https://www.ipc.on.ca