When you use the consultation request form, I receive the information you choose to provide. This may include your name, pronouns, email address, location, areas in which you are seeking support and anything you write about what you would like to explore in therapy.

I use this information to:

• respond to your inquiry

• determine whether a consultation is likely to be a useful next step

• arrange a consultation or answer your questions

• understand how people are finding my practice

Please share only what feels necessary at this stage. You are welcome to keep your response brief and save more personal details for the consultation.

This website is hosted by Squarespace. Information submitted through the consultation form is stored in the website’s Squarespace Contacts panel and sent to my Google Workspace email account.

Squarespace also collects information used to provide website analytics. This may include your IP address, browser, network and device information, the pages you visit, referring pages, clicks, scrolling, searches and timestamps.

I use this information to understand overall website traffic and improve the site—not to make clinical decisions about individual visitors.

I use Google Ads to advertise my practice. Google may process information about your interaction with an advertisement according to its own privacy practices.

Squarespace, Google and other website services may use cookies or similar technologies. Where enabled, the website’s cookie controls allow visitors to accept or decline non-essential cookies.

If you proceed with a consultation or therapy, I may collect information needed to provide and administer services, including:

• contact and identifying information

• consent and intake forms

• appointment and billing information

• relevant health history and current concerns

• therapy goals, assessments and treatment planning

• clinical notes and relevant correspondence

I collect only the information that is reasonably necessary to provide services, operate the practice and meet my professional and legal responsibilities.

Different parts of the practice use different service providers:

• Squarespace hosts the website and consultation form.

• Google Workspace/Gmail receives form submissions and is used for routine email.

• Proton Mail may be used for more sensitive correspondence.

• Jane App is used for scheduling, intake forms and clinical records.

• Zoom is used for online sessions.

• Text messaging may be used for brief administrative communication.

• Financial institutions process e-transfer payments and retain transaction records.

These providers have their own privacy and security practices. Some may process or store information outside Canada, where it may be subject to the laws of another jurisdiction.

Your information is used to provide therapy, communicate with you, administer the practice and meet professional and legal obligations.

I do not sell personal information.

I will generally ask for your consent before sharing personal health information with another healthcare provider or another person. When I consult with professional colleagues, I limit identifying information as much as possible.

There are circumstances in which information may be disclosed without your consent because the law permits or requires it. These can include situations involving serious safety concerns, child protection, a court order or a professional regulatory process. The limits of confidentiality are discussed more fully in the service agreement.

If I become unable to practise, a designated professional may access records only as necessary to notify clients, maintain required records or arrange appropriate continuity of care.

I use reasonable administrative and technical safeguards intended to protect personal information from unauthorized access, use, loss or disclosure.

No method of electronic communication or storage is entirely without risk.

The website form, ordinary email and text messaging should not be used for urgent concerns or highly sensitive details. You may save those details for a consultation or ask to communicate through Proton Mail.

Clinical records are generally retained for at least ten years following the last interaction, or longer where professional standards or the law require it.

If an inquiry becomes part of a consultation or therapy record, relevant information may be retained with the clinical record.

Inquiries that do not lead to an ongoing client relationship are generally deleted from Squarespace and email within twelve months after the last communication, unless there is a professional or legal reason to keep them longer. Obvious spam is deleted when identified.

Financial and administrative records are retained for the periods required by law. Information is securely deleted or destroyed once it is no longer needed and no retention obligation applies.

You may ask to access or correct personal health information held by the practice. Requests can be made by emailing ezra@ezracake.com. I may need to confirm your identity before releasing information.

Access may be limited in certain circumstances permitted by law. If a correction cannot be made, you may be able to have a statement of disagreement added to the record.

You may withdraw consent for some future uses or disclosures of your information. This does not apply where information has already been disclosed or where I am required to retain or use it for professional or legal reasons.

If you have a question, concern or complaint about how your information has been handled, please contact me first at ezra@ezracake.com so that I can respond.

You also have the right to contact the Information and Privacy Commissioner of Ontario.

If a privacy breach occurs, I will take steps to contain and investigate it and will notify affected individuals and the appropriate authorities when required.

I may update this page when my practices, service providers or legal responsibilities change.

The most recent revision date will appear at the top of the page.