Privacy Policy

I am committed to protecting and respecting your privacy which means that I collect, use and disclose your personal information responsibly and only to the extent necessary for the services I provide.  This document describes my policies and procedures as they relate to collecting, using and disclosing your personal information. It also offers information about how you can access your records and request correction of recorded personal information.

This policy has been developed in accordance with the Personal Health Information Protection Act, 2004 (PHIPA), the Regulated Health Professions Act, 1991 (RHPA), and the Standards of Professional Conduct, 2024 of the College of Psychologists and Behaviour Analysts of Ontario (CPBAO).

Who I Am

Dr. Saeid Chavoshi, Psychologist, is the sole owner and Health Information Custodian (HIC) of this private practice. As the Health Information Custodian, I am ultimately responsible for all personal health information collected, used, disclosed, stored, and disposed of in the course of providing psychological services (including psychological assessment and psychological intervention).

Staff members and supervised service providers working in this practice are agents of the Health Information Custodian. They have been given appropriate training and receive ongoing supervision regarding the maintenance of privacy principles and compliance with PHIPA. All agents act only as authorized by the Health Information Custodian and in accordance with this policy.

What is Personal Information?

Personal information is information about an identifiable individual.  It includes information that relates to an individual’s personal characteristics (e.g., gender, age, income, home address or phone number, ethnic background, family status); health (e.g., health history, health conditions, health services delivered to them), activities and views (e.g., religion, politics, opinions expressed by an individual, an opinion or evaluation of an individual). Personal information and specifically personal health information is protected by privacy legislation (i.e., the Personal Health Information Protection Act [PHIPA]), and is different from business information (e.g., an individual’s business address and telephone number), which is not subject to the same protections.

Collection of Your Personal Health Information

The purposes of collecting your personal and health information are to provide you with appropriate and quality psychological services, contact you for service-related reasons, and prevent harm (such as reaching an emergency contact). I will not collect information from you for any other purpose (such as conducting research) without first obtaining your informed consent. If you do not want to provide consent for the collection of this latter kind of information, you are completely free to refuse and there will be no impact on your services.

I will collect personal health information directly from you, except when you have provided consent for me to collect such information from others (such as a spouse, family physician, or mental health professional with whom you have previously worked), or when the law requires me to collect information without your consent (such as emergency situations where the purpose of collecting information is to prevent potential harm).

By law and in accordance with professional standards, I am required to keep a record of my contacts with and services to you. Your record includes information that you have provided to me or have authorized me to receive, such as consent forms, session notes, results of any assessments, billing information, contact records, and correspondence that I have sent to or received relating to your service. The physical records are the property of my practice; however, you have rights regarding access to and disclosure from your record (discussed below), regardless of the form in which the information is recorded. In this office, information is recorded in both written and electronic form.

Use of Your Personal Health Information 

Your personal health information is primarily used to provide you with psychological services such as psychological assessment or intervention. The delivery of psychological services includes such tasks as service planning, maintenance of records, monitoring, billing, and collecting unpaid accounts. Other uses of your personal health information include:

• To guide and improve the quality of services in this practice

• To support the supervision of supervised service providers in accordance with the Standards of Professional Conduct, 2024 (CPBAO)

• For external regulatory audits: The College of Psychologists and Behaviour Analysts of Ontario (CPBAO) has the legal authority under the Regulated Health Professions Act, 1991 to conduct quality assurance reviews and to access client records without client consent for this purpose. This is a legislated requirement and cannot be limited by client direction. All individuals involved in such reviews are professionals bound by strict legal confidentiality obligations. College staff and Quality Assurance Committee members are not provided with client identifying information beyond what is reviewed by the on-site assessor.

• When services are funded by third-party payers (such as WSIB, motor vehicle accident insurance, or CICB), those payers may require disclosure of information to demonstrate entitlement. 

Discussing what information is shared with third-party payers is an important part of the consent process as well as a topic that can and should be discussed as needed during service delivery, and I encourage you to ask me questions or raise any concerns you may have on this topic.

Limits of Confidentiality 

With few exceptions, your personal health information will not be disclosed to people outside of this practice without your knowledge and express consent. Written consent is always preferred; however, in time-sensitive situations, if you provide verbal consent to share information, written consent can be obtained in our next meeting. The exceptions are (a) situations where disclosure without consent is allowed by law (e.g., clear and imminent risk of serious bodily harm to someone, or professional or legal consultation), and (b) situations where disclosure is required by law (such as the mandatory reporting of a child who may be in need of protection, the mandatory reporting of a regulated health professional who has sexually abused a client, or a court order to release information from a record). These exceptions are entitled “limits of confidentiality”:

1. where the psychologist believes on reasonable grounds that disclosure is necessary to eliminate or reduce significant, imminent risk of serious bodily harm (includes physical or psychological harm) to the client or anyone else, e.g. suicide, homicide. Note: If the psychologist believes a significant, imminent risk of serious bodily harm exists (this includes physical or psychological harm), there may be a professional and legal duty to warn the intended victim to contact relevant authorities, such as the police, or to inform a physician who is involved in the care of the client.

2. where disclosure is required under the Child and Family Services Act, 1990 for example, where the psychologist has reasonable grounds to suspect that a child is in need of protection due to physical harm, neglect or sexual abuse by a person having charge of the child;

3. where necessary for particular legal proceedings (e.g. when the psychologist is subpoenaed);

4. to facilitate an investigation or inspection if authorized by warrant or by any provincial or federal law (e.g. a criminal investigation against the psychologist, his/her staff, or a client);

5. for the purpose of contacting a relative, friend or potential substitute decision-maker of the individual, if the individual is injured, incapacitated or ill and unable to give consent personally; and

6. to a Ontario College of Psychologists for the purpose of administration or enforcement of the Regulated Health Professions Act, 1991.

7. In the event of a disclosure regarding abuse or suspicion of abuse of a resident of a Long Term Care Facility.

When providing consent to the disclosure of your personal health information, you may restrict the information that I do share (with the exceptions noted above). If, however, it is my opinion that the information you wish to restrict is reasonably necessary for another health service provider to provide appropriate services, I am required by law to inform the other provider that you have refused consent to provide some needed information.

The law requires that any disclosure of your personal health information is limited to information that is reasonably necessary for the purpose of that disclosure and does not include private information provided by a third party. Professional ethical standards governing my practice also require that I not disclose any information that might cause serious harm to someone, unless the law requires disclosure.

Protection and Security of Your Personal Health Information

I have implemented administrative, physical, and technical safeguards to protect your personal health information against loss, theft, unauthorized access, use, and disclosure. These include:

• Paper records are secured in locked areas when not in use

• Electronic records are encrypted and password protected

• Audio recordings and transcripts are stored in encrypted, access-controlled systems

• Electronic communications containing PHI are transmitted only through encrypted or secure channels

• Computers and devices are protected by strong passwords and up-to-date security software

• Staff receive privacy training and are bound by confidentiality agreements

• This policy is reviewed and updated at least annually

Supervised Practice and Teaching Facility

The PsychoEd Clinic serves as a teaching facility for individuals in training in all professional specialties represented at our Clinic. In all cases, supervised service providers work under the direct supervision of Dr. Chavoshi, who is the supervising registrant and Health Information Custodian responsible for all services provided.

Prior to any session involving a supervised service provider, you will be informed of the individual’s training status and the name of their supervising registrant. In cases where an individual in training is observing a clinical session or performing clinical functions, you retain the right to decline the involvement of the trainee.

All billing for services provided under supervision is issued in the name of Dr. Chavoshi (or the practice), and invoices and receipts will clearly identify both the supervising registrant and the supervised service provider in accordance with Standard 4.5.5 and Standard 15.1 of the Standards of Professional Conduct, 2024 (CPBAO).

Website and Electronic Communication

If you contact this practice through the website, I retain only the personal information you provide and use it only for the purpose for which you provided it (for example, to respond to your inquiry). Our website may contain links to third-party sites with different privacy policies. This practice bears no responsibility for the privacy practices of those sites.

Email is not always a secure means of transmitting confidential information. You are encouraged to send only non-confidential information by email, unless you have been specifically advised that a secure email channel is in use. Use of email for clinical communications is subject to your express consent.

Recording and Transcription of Sessions

It is the practice of this clinic to audio-record and transcribe sessions, including intake calls and other service sessions. Before any recording begins, you will be asked verbally whether you consent to the recording of that session, and your response will be documented in your session record. Transcription is used for the following purposes:

• To support clinical supervision and professional training: Transcripts may be reviewed by the supervising registrant as part of the supervisory process for supervised service providers, and may be used for the training and professional development of clinical staff. This is consistent with the Standards of Professional Conduct, 2024 (CPBAO) and PHIPA s. 37(1)(e), which permits the use of personal health information to educate practitioners without additional consent.

• To support accurate clinical documentation: Transcripts help ensure that clinical notes accurately reflect information provided during sessions.

• To support quality assurance within this practice.

Before any session is recorded, you will be asked verbally whether you agree to the recording of that session. Your response  -  whether you agree or decline  -  will be noted in your session record. This verbal confirmation is sought each time, prior to recording beginning. You may consent to recording for one session and decline for another; your decision for any given session does not affect future sessions.

Your consent to recording is voluntary. Refusing consent will not affect the quality of psychological services you receive from me. If you do not wish to have your intake call recorded or transcribed, I will offer a referral to another qualified practitioner who does not use this practice. You are never required to accept a referral  -  this is simply an available option if you prefer.

Important: You may withdraw your consent to recording at any time by telling me in person or in writing. Withdrawal of consent is effective going forward and does not affect recordings already made with your prior consent.

Access to audio recordings and transcripts is limited to:

•      The supervising registrant (Dr. Chavoshi) and, where applicable, supervised service providers and clinical training staff directly involved in your care or professional development activities within this practice

•      Staff with a direct need to access this information as part of service administration, under confidentiality obligations

Recordings and transcripts will not be disclosed to any other party without your express consent, except as required or permitted by law (see Limits of Confidentiality, above).

Retention and Destruction of Records 

Client records, including all session notes, assessment materials, correspondence, audio recordings, and transcripts, are retained for a minimum of:

• 10 years from the date of your last contact with this practice, if you were an adult at the time of service, or

• 10 years from the date on which you would turn 18 years old, if you were a minor at the time of service

Records may be retained for longer if required by litigation, an outstanding access request, or other legal obligation.

Paper records are destroyed by cross-cut shredding. Electronic records and audio recordings are deleted using secure deletion methods that prevent recovery. Hardware that is discarded is physically destroyed or wiped in a manner that ensures data cannot be recovered.

Privacy Breach Protocol

Despite best efforts, a privacy breach (loss, theft, or unauthorized use or disclosure of your personal health information) may occasionally occur. If a breach is suspected or confirmed:

•      I will take immediate steps to contain the breach and prevent further unauthorized access

•      I will notify you of the breach as soon as reasonably possible, and advise you of your right to make a complaint to the Information and Privacy Commissioner of Ontario

•      I will investigate the cause of the breach and implement corrective measures

•      I will notify the Information and Privacy Commissioner and/or the CPBAO where required or appropriate

Your Access to Your Personal Health Information

Under PHIPA, you have the right to request access to, or correction of, your personal health information held in this practice. The following process applies.

Step 1  -  Submit Your Request

You may submit a request by visiting our PHIPA Request webpage and submitting the form.

Step 2  -  Identity Verification

Before releasing any personal health information, I must verify your identity. You may be asked to provide government-issued photo identification. If you are requesting access on behalf of another person (for example, as a substitute decision-maker), you will be asked to provide documentation of your authority to act on that person’s behalf.

Step 3  -  Response Timeline

I will respond to your request as soon as reasonably possible and no later than 30 days of receiving your written request. If additional time is required, I may extend the response period by up to 30 additional days and will notify you in writing of the extension and the reason for it.

Step 4  -  Fees

Access to your records is subject to a reasonable cost-recovery fee consistent with IPC guidance:

• $30.00 for processing the request and the first 20 pages of records

• $0.25 for each additional page

I will provide you with a written estimate of the fee before processing the request. You may withdraw or narrow your request after receiving the estimate.

Exceptions to Access

In limited circumstances, access to certain information may be refused under PHIPA. These include:

• Raw data from standardized psychological tests or assessments (PHIPA s. 51(1))

• Information that could reasonably be expected to result in serious bodily harm to you or another person

• Information provided in confidence by a third party whose identity would be revealed

• Information that is quality of care information or generated for the College’s quality assurance program

If access to any part of your record is refused, I will provide you with reasons, as far as reasonably possible, and advise you of your right to complain to the Information and Privacy Commissioner of Ontario.

Correction Requests 

If you believe that your record contains a factual error, you have the right to request a correction. Correction rights apply to factual information, not to clinical opinions or professional judgments. Please submit correction requests in writing. I will require up to 30 days to review your request.

• If I agree there is an error, I will make the necessary correction and, where reasonably possible, notify individuals to whom I may have sent the incorrect information.

• If I do not agree that an error exists, I will include a notice of your disagreement in your record and, where reasonably possible, forward it to individuals who received the information.

You may not direct me to delete information from your record that I am required to keep under the Standards of Professional Conduct or PHIPA.

Access to Records for Minors and Substitute Decision-Makers

If you are the custodial parent or guardian of a minor (under 18 years of age) who has received or is receiving services from this practice, you may not access the personal health information of that minor unless: (a) the minor has provided written consent for you to access such information, or (b) the minor has been determined to be incapable of consenting to services on their own behalf under the Health Care Consent Act, 1996 and PHIPA.

If there is a dispute about who has the authority to consent on behalf of a minor, or about access to a minor’s records, I may require independent legal advice before proceeding. Parents in separated or divorced families should be aware that the authority to consent depends on custodial and access rights as set out in any applicable family law agreement or court order.

Do You Have Questions or Concerns?

These privacy policies and procedures have been developed in accordance with the laws of Ontario, as well as professional regulations and ethical standards. Further details regarding the applicable laws, regulations and ethical standards may be found at the websites of the Ontario Ministry of Health and Long Term Care (www.health.gov.on.ca), The College of Psychologists of Ontario (www.cpo.on.ca), and the Canadian Psychological Association (www.cpa.ca).

I, Dr. Saeid Chavoshi, will speak with you directly to answer any questions you may have regarding this Privacy Statement and to provide you with any further information about privacy practices or limits of confidentiality that are specific to your situation. If you have a concern about my privacy policies and procedures or have a complaint about how your privacy has been handled, please do not hesitate to speak or write to me.

Complaints or general inquiries may also be addressed to:

  The Information and Privacy Commissioner of Ontario

  2 Bloor Street East, Suite 1400

  Toronto, Ontario   M4W 1A8

  Phone: 416-326-3333, 1-800-387-0073

  TTY: 416-325-7539

  Fax: 416-325-9195

  Website: www.ipc.on.ca

Zero Tolerance Policy Towards Abuse and Harassment 

The  PsychoEd Clinic upholds a zero-tolerance policy toward any illegal, threatening, harassing, or abusive behavior directed at its staff, their families, or Clinic property. This encompasses all forms of coercion, including but not limited to, threats or intimidation to extract unpaid labor. Instances of harassment, trespass, theft, fraud, or vandalism will be reported to the appropriate law enforcement and external agencies. Information necessary to facilitate an investigation will be disclosed as required. The Clinic is committed to safeguarding its employees and maintaining a secure and respectful environment for all.

Disclaimer

The content of this website is provided for informational purposes only and should at no time be interpreted as clinical advice. The information provided on this site is not intended to replace or substitute in any way for the advice of a psychologist familiar with the specific facts relating to your particular circumstances as the information contained here is of a general nature. You should not act or fail to act based on something read on this website. Reviewing our website should not be viewed as having sought professional advice. While the content of this website may provide some general information, for any specific question you should seek professional clinical advice. Electronic Mail is not always a secure way to send confidential information, therefore we caution you to only send non-confidential information to us unless instructed otherwise.

Our Privacy Policy is subject to change at our discretion and without notice.

Last Updated May 12, 2026.