Privacy Policy at Virtual CBT Psychotherapy
Last updated: October 19, 2026
Virtual CBT Psychotherapy (VCBT) is an Ontario-based virtual psychotherapy practice that provides psychotherapy services through contracted clinicians. We are committed to protecting the privacy, confidentiality and security of personal information and personal health information in accordance with applicable privacy laws, including Ontario’s Personal Health Information Protection Act, 2004 (PHIPA), where applicable.
Information We Collect
Depending on how you interact with us, we may collect:
Contact information: Your name, email address, phone number and other contact details.
Inquiry and appointment information: Information you provide when contacting us, requesting a consultation, completing forms or arranging appointments.
Personal health information: Information about your mental health, symptoms, history, treatment, clinical notes and progress when you receive services through VCBT.
Billing information: Information required to issue invoices, process payments and manage accounts.
Website information: Technical information such as your IP address, browser type, pages visited and website usage data, where collected through cookies or analytics tools.
Please avoid sending sensitive clinical information through general website forms or unsecured email unless we have specifically advised you to do so.
How We Use Information
We collect, use and disclose information for purposes related to:
Responding to inquiries and arranging consultations and appointments.
Providing and coordinating psychotherapy services.
Matching clients with appropriate clinicians and supporting continuity of care.
Maintaining clinical records and communicating about treatment.
Managing billing, payments and administrative matters.
Meeting legal, regulatory and professional obligations.
Maintaining and improving our website and understanding website usage, where applicable.
We do not sell personal information or use personal health information for unrelated purposes without appropriate authority.
Confidentiality and Sharing Information
Your personal health information is treated as confidential. Access is limited to authorized individuals who need the information for care or other permitted purposes.
Information may be shared with your treating clinician, authorized members of the practice and service providers who support our operations, where authorized or permitted by law. We may also disclose information with your consent or where disclosure is required or permitted by law, including certain situations involving safety concerns or legal obligations.
VCBT uses third-party services to support its operations, which may include electronic records, scheduling, payment processing, virtual appointments, documentation and website analytics. These providers may process information on our behalf. Depending on the service and its configuration, information may be stored or processed outside Ontario or Canada and may be subject to the laws of another jurisdiction.
We take reasonable steps to protect information and to ensure that service providers handle it appropriately. No method of electronic transmission or storage can be guaranteed to be completely secure.
Safeguarding and Retaining Information
We use reasonable administrative, technical and physical safeguards to protect personal information against loss, theft and unauthorized access, use or disclosure.
We retain clinical records and other information for the periods required by applicable law, regulatory requirements and professional record-keeping obligations. Information may be retained even after services end. Website inquiries and other administrative information may be retained according to our applicable retention practices.
Your Privacy Rights
Subject to applicable law and its exceptions, you may:
Request access to your personal health information.
Request correction of information you believe is inaccurate or incomplete.
Ask questions about how your information is collected, used, stored or disclosed.
Raise a concern or make a privacy complaint.
Withdraw consent to certain collections, uses or disclosures where permitted, recognizing that this may affect our ability to provide services.
Requests to delete information are subject to legal, clinical and professional record-retention requirements.
To make a request or raise a concern, contact our privacy contact using the information below. You may also contact the Information and Privacy Commissioner of Ontario if you have concerns about how your personal health information is handled.
Contact Us
For privacy questions, access or correction requests, or complaints, contact:
Virtual CBT Psychotherapy
Email: frontdesk@virtualcbt.ca
Call us at (249)-444-8228 (VCBT)
We will review and respond to privacy requests and concerns in accordance with applicable law.
Updates to This Policy
We may update this policy to reflect changes in our practices, services or legal requirements. The current version will be posted on our website.