PRIVACY POLICY
Hillis Therapy Inc.
Last Updated: March 2, 2026
Hillis Therapy Inc. (“we”, “our”, “us”) is committed to protecting your privacy and safeguarding personal and personal health information in accordance with applicable Canadian laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Manitoba’s Personal Health Information Act (PHIA).
This Privacy Policy explains how we collect, use, disclose, and safeguard information through our website and in connection with our psychotherapy services.
1. Information We Collect
We may collect the following categories of information:
a) Personal Information
Name
Email address
Phone number
Information you provide through our “Contact Us” form
b) Personal Health Information
If you become a client, we collect personal health information necessary to provide psychotherapy services. This may include health history, clinical notes, and related documentation.
c) Technical Information
Our website is hosted on Squarespace. Basic server logs (such as IP address and browser type) may be automatically collected by Squarespace for security and operational purposes.
We do not use advertising tracking or behavioral analytics tools.
2. How We Collect Information
Information is collected:
When you submit a form through our website
When you contact us by email
When you book or attend sessions through Jane
During the course of providing psychotherapy services
Clinical and appointment information is stored using Jane App, our secure practice management platform.
Consent is obtained through a written intake form completed prior to or at the start of services. This form explains how your information will be used and asks for your explicit consent. You may withdraw consent at any time, subject to legal or contractual restrictions and our professional obligations.
3. Purpose of Collection
We collect information for the following purposes:
To respond to inquiries
To determine suitability for services
To schedule and provide psychotherapy services
To maintain clinical records as required by law
To communicate with clients
To comply with professional and legal obligations
We collect information only with your knowledge and consent, except where otherwise permitted or required by law.
4. Storage and Safeguards
Website inquiries submitted through our contact form are transmitted via email to our Microsoft Outlook account.
Client records and health information are stored in Jane App, which employs administrative, physical, and technical safeguards including encryption and secure data storage.
Cross-Border Data Storage: Jane App and Microsoft may store or process data on servers located outside of Manitoba or Canada, including in the United States. By submitting information through our website or engaging in services, you acknowledge that your information may be subject to the laws of those jurisdictions. We take reasonable steps to ensure that all third-party providers maintain appropriate privacy and security standards.
We take reasonable steps to protect information against loss, unauthorized access, disclosure, copying, misuse, or modification.
However, no method of electronic transmission or storage is completely secure.
5. Delivery of Services
Psychotherapy services are delivered virtually, and on occasion, in person at various office locations. Current session location details are provided at the time of booking. Virtual sessions are conducted through Jane App’s integrated telehealth platform, which provides encrypted, secure video conferencing. Clients are encouraged to attend virtual sessions from a private location to protect their own confidentiality.
6. Disclosure of Information
We do not sell, rent, or trade personal information.
We may disclose information:
To service providers necessary to operate our practice (e.g., Jane App, Squarespace, Microsoft)
Where required or permitted by law
Where there is risk of serious harm, abuse, or as otherwise required under PHIA
All third-party providers are required to maintain appropriate safeguards.
7. Minors
Where services are provided to clients under the age of 18, consent will be obtained from a parent or legal guardian in addition to, or in place of, the minor client, in accordance with applicable law and professional guidelines. The privacy rights of minor clients are respected, and information will be handled with appropriate care. Please contact us directly to discuss how consent and access to records are managed in your specific situation.
8. Your Rights
Under applicable privacy laws, you may:
Request access to your personal information
Request correction of inaccurate information
Withdraw consent (subject to legal or contractual restrictions)
File a complaint regarding privacy practices
Requests may be made in writing using the contact information below. We rely on individuals to ensure that the information provided to us is accurate and up to date.
9. Retention
We retain personal and personal health information as long as required, in accordance with applicable professional regulatory and legal requirements in Manitoba, to fulfill the purposes outlined above and to comply with legal and regulatory record-keeping requirements.
10. Contact Information
Hillis Therapy Inc.
Email: madison@hillistherapy.com
If you have concerns about our privacy practices, you may also contact the Office of the Privacy Commissioner of Canada or the Manitoba Ombudsman.
11. Changes to This Policy
We may update this Privacy Policy periodically. The revised version will be posted on our website with an updated effective date.