Privacy Policy

Nurture Life's Rhythms

Privacy Policy for castlewellness.ca

Last updated on April 1, 2025

At Castle Wellness, we are committed to protecting your privacy and ensuring the confidentiality of your personal information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website (https://castlewellness.ca), book services, or engage with our therapeutic offerings, in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta’s Health Information Act (HIA).

1. Information We Collect

We may collect the following types of information:

Personal Information: When you book a consultation or service through our website (via the Amelia plugin), we collect your full name, email address, phone number, and payment details (processed securely via Stripe). During intake, we may also collect demographic information such as date of birth, address, emergency contact, and health history (e.g., mental health diagnoses, medications, allergies).
Service Preferences: Through custom fields in our booking form, we collect details about your service needs (e.g., Individual Therapy, Guided Journeys, Corporate Workshops) and additional information you provide (e.g., goals, accessibility needs).
Website Usage Data: We may collect non-identifiable data such as IP addresses, browser type, and pages visited via cookies or analytics tools to improve our website functionality.
Social Media Engagement: If you interact with our professional business pages for Castle Wellness or Circles of Rhythm on social media, we may collect data related to your engagement (e.g., likes, comments), but we do not collect personal information through these platforms.

2. How We Use Your Information

We use your information to:

Provide and manage therapeutic services, including scheduling, billing, and record-keeping.
Communicate with you about appointments, updates, or promotional offers (you may opt out via the unsubscribe link in emails).
Improve our website and services through analytics (e.g., understanding user behavior).
Comply with legal obligations, such as maintaining records as required by HIA and PIPEDA.
Support administrative tasks using AI tools (e.g., drafting session notes, scheduling), ensuring no personally identifiable information is shared without your consent, as outlined in our Client Treatment Agreement.

3. How We Protect Your Information

We take the following measures to safeguard your data:

Secure Storage: Personal information is stored on encrypted servers, and physical records are kept in a locked, secure location.
Third-Party Tools: Payment information is processed securely via Stripe, and booking data is managed through Amelia, both of which comply with industry-standard security protocols.
AI Use: When using AI for administrative tasks, we anonymize data and ensure no identifiable information is shared, in compliance with HIA and PIPEDA.
Access Control: Only authorized personnel (Julien Lepage, RSW) have access to your personal information, and it is used solely for therapeutic purposes.
Data Retention: Records are retained for 10 years after our last session, then securely destroyed, as required by Alberta’s regulatory standards.

4. Disclosure of Your Information

We do not share your personal information except:

With your explicit consent (e.g., for referrals).
As required by law (e.g., in cases of imminent danger, suspected abuse, or court-issued subpoenas).
With third-party service providers (e.g., Stripe, Amelia) for operational purposes, ensuring they adhere to strict privacy standards.

5. Social Media Policy

Castle Wellness and Circles of Rhythm maintain professional business pages on social media. We do not accept friend requests from clients on personal accounts and will not discuss therapeutic work in public forums to maintain confidentiality. If we were connected on social media prior to our therapeutic relationship, we will maintain that connection but refrain from engaging in therapy-related interactions.

6. Your Rights

Under PIPEDA, you have the right to:

Access and review your personal information held by us (contact us to request access).
Request corrections to inaccurate information.
Withdraw consent for the use of your information (though this may impact service delivery).
File a complaint with the Office of the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

7. Cookies and Tracking

Our website may use cookies to enhance your experience (e.g., remembering preferences, analyzing site traffic). You can disable cookies in your browser settings, but this may affect website functionality. We do not use cookies to collect personally identifiable information.

8. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with the “Last Updated” date, and we will notify you via email if significant changes are made.

9. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact:

Julien Lepage, RSW
Castle Wellness
Email: info@castlewellness.ca
Phone: 1.403.479.6968
Website: https://castlewellness.ca