Privacy Policy and Website Terms

Your privacy is part of feeling safe in therapy. This page explains what personal health information we collect, how we use and protect it, when the law requires us to share it, and the choices you have. It covers our clients and the people who visit this website.

Who we are and who is responsible

Holistic Mind Care Psychotherapy (operated by Lea Konforte, registered business name holisticmindcare.ca, until 31 December 2026, and by Konforte Psychotherapy Professional Corporation from 1 January 2027) is a psychotherapy practice in Ontario. Our therapists are registered with the College of Registered Psychotherapists of Ontario (CRPO).

We follow Ontario's Personal Health Information Protection Act, 2004 (PHIPA). Lea Konforte, Registered Psychotherapist, is the health information custodian for the practice and is responsible for all client records, including the records of other therapists who work with the practice.

Our privacy contact is Lea Konforte. You can reach her at hello@holisticmindcare.ca or 647-559-6204 with any question, request or concern about your information.

Where your information is kept and how we protect it

Your records, bookings and payments are kept in Jane (janeapp.com), a practice management system used by many Canadian health practices. Jane stores our records on servers in Canada. If you receive text message reminders, Jane sends them through Twilio, which may process them outside Canada. Access is limited to your therapist.

Online sessions take place on Zoom, either through Jane or through a paid Zoom account set up for health care. Zoom is based in the United States, and information about your session connection may be processed there. Sessions are never recorded by us, and we ask that you do not record them either.

We use passwords, encryption and secure devices to protect your information, and we keep paper notes, if any, locked away.

What we collect

When you book or become a client, we collect:

your name, date of birth, address, phone number and email
an emergency contact
your health history and what brings you to therapy
session notes and other records of your care
billing and payment details, and insurance details if you claim through your benefits

We collect this information from you. We collect it from someone else, such as your doctor, only with your consent.

How we use it

We use your information to:

book appointments and send reminders
provide therapy and plan your care
bill you and give you receipts for your insurer
meet our legal and professional duties, including CRPO standards

We do not sell, rent or trade your personal information, and we do not use it for marketing.

By booking and taking part in therapy, you consent to us collecting and using your information for your care. You can withdraw your consent at any time by telling us. We will explain what that means for your care, and some records must be kept by law even after you withdraw.

We do not share your information without your consent, except where the law requires or allows it. Those exceptions are:

when we believe there is a significant risk of serious bodily harm to you or someone else
when a child may be in need of protection, which we must report to a children's aid society
when you tell us a regulated health professional has sexually abused you, which we must report to their College (we do not include your name without your consent)
when a court order, subpoena or warrant requires it
when the CRPO reviews our records as part of its quality assurance or an investigation
other duties to report set out in Ontario law, such as harm to a resident of a long-term care home or retirement home

Your therapist may discuss their work with a clinical supervisor or peer consultant. Those discussions do not include your name or details that identify you.

Email, text and phone

Email and text messages are convenient but not fully secure: they can be intercepted or sent to the wrong address. Our email, hello@holisticmindcare.ca, is hosted by Google Workspace, which may store messages outside Canada. Please keep email and text for scheduling and short practical questions, and keep details of your health for your session. We do not offer crisis support by email or text and cannot promise how quickly we reply. In an emergency, call 911 or go to your nearest emergency department. You can call or text 9-8-8 at any time to reach the Suicide Crisis Helpline.

Online sessions

For online sessions, please:

be in Ontario at the time of your session
join from a private space where you cannot be overheard
tell your therapist where you are at the start of each session, so they can get you help if you need it

How long we keep your records

We keep client records for at least 10 years after our last contact with you, or 10 years after your 18th birthday, whichever is later, as the CRPO requires. After that, we destroy them securely so they cannot be read or rebuilt.

Your right to see and correct your information

You can ask to see your record and to receive a copy. We will answer within 30 days. We may charge a reasonable fee for copies, and we will tell you the fee first. In rare cases the law lets us hold back part of a record, and if that happens we will tell you why.

If something in your record is wrong, you can ask us to correct it. If we do not agree that it is wrong, you can add a statement of disagreement to your record.

This website

This website does not use cookies, has no forms and does not ask you for any information. If you email or call us, see "Email, text and phone" above.

Visit counts. We use Cloudflare Web Analytics to count page visits, including how often the Book buttons are pressed and our free resources are downloaded. It does not use cookies and does not identify you or follow you from visit to visit.
Hosting and security. The site is hosted by Cloudflare, which keeps short-term logs, including IP addresses, to keep the site running and secure.
Videos. Our videos come from YouTube. Nothing loads from YouTube until you press play, and the player runs in YouTube's privacy-enhanced mode. Once you press play, YouTube's own privacy policy applies.
Booking. The Book buttons open your email app with a message to us. Some articles link to Jane's booking page, which has its own privacy policy.
Links to other sites, such as Google reviews or Psychology Today, are covered by those sites' own policies.

Cloudflare, and Google when you play a video, are based in the United States. Information they handle for this website, such as your IP address and the pages you request, may be processed in the United States or other countries and may be accessible to authorities there.

Using this website

The articles and videos on this site share general information about therapy and wellbeing. They are not therapy, medical advice or a diagnosis, and they cannot take the place of care from a professional who knows you.

Reading this site, watching our videos or contacting us does not make you our client. You become a client when you and your therapist agree to start working together.

We cannot respond to emergencies through this website, email or text. If you are in crisis, call 911 or go to your nearest emergency department. You can call or text 9-8-8 at any time to reach the Suicide Crisis Helpline.

If there is a privacy breach

If your information is lost, stolen or seen by someone who should not see it, we will tell you as soon as we can, explain what happened and what we are doing about it, and report it to the Information and Privacy Commissioner of Ontario when the law requires.

Questions and complaints

Please contact our privacy contact first: Lea Konforte, hello@holisticmindcare.ca, 647-559-6204. We will acknowledge your concern within 5 business days and tell you what we found and what we did.

If you are not satisfied, you can complain to the Information and Privacy Commissioner of Ontario, 2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8, 416-326-3333 or 1-800-387-0073, ipc.on.ca.

Questions about how this website handles visitor information that is not health information can also go to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

Concerns about a therapist's conduct can go to the College of Registered Psychotherapists of Ontario at crpo.ca.

Changes to this policy

We may update this policy as our practice or the law changes. The date at the top shows when it last changed.