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Privacy Policy


Last Updated: March 25, 2026


At Nourishing Hearts Wellness Care Farm, we take your privacy seriously. This Privacy Policy ("Policy") explains how we collect, use, disclose, and safeguard your personal information and personal health information when you visit our website (nourishinghearts.ca) and access our clinical and agricultural therapeutic services.

All personal data and clinical health records are handled in strict compliance with the Personal Health Information Protection Act (PHIPA, Ontario), the Personal Information Protection and Electronic Documents Act (PIPEDA, Canada), and the Code of Ethics of the Ontario College of Social Workers and Social Service Workers (OCSWSSW).

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1. Information We Collect

We collect several types of personal information (PI) and personal health information (PHI) to provide our services safely:

  • Contact & Identifying Information: Name, email address, phone number, date of birth, and physical mailing address.

  • Clinical & Health Information (PHI): Medical history, mental health status, diagnosis data, risk assessments, family history, referral documents, and ongoing therapy session notes.

  • Billing & Financial Information: Insurance policy details, Ontario Autism Program (OAP) funding numbers, Non-Insured Health Benefits (NIHB) data, and payment/credit card information.

  • Website Usage Data: IP addresses, browser types, and general usage patterns.
     

2. Methods of Collection

Information is exclusively collected through secure and authorized methods:

  • Direct Interaction: When you voluntarily submit forms, send us emails, leave voicemails, or attend 1-on-1 therapy sessions.

  • Secure Practice Management Software: We utilize Owl Practice, a highly secure, Canadian-hosted Practice Management Solution. All clinical files, intake forms, scheduling details, and electronic health records (EHR) are strictly stored within Owl Practice (100% data residency within Canada and 256-bit AES encryption).

  • Third-Party Referrals: Information provided by third-party health professionals or funding agencies only with your explicit prior consent.
     

3. Purpose of Collection

We limit the collection of your PI and PHI to what is strictly necessary to:

  • Provide, manage, and coordinate clinical therapy, counselling, and nature-based programs safely and effectively.

  • Assess eligibility for specialized funding programs (OAP, NIHB, Private Insurance).

  • Process payments securely and generate official receipts for insurance reimbursement.

  • Communicate with you regarding appointments, reminders, health updates, and service changes.

  • Comply with mandatory legal and professional regulatory requirements in Ontario.
     

4. Confidentiality and Disclosure Limits

As Registered Social Workers (RSW), your information is subject to clinical confidentiality and social worker-client privilege. We do not sell, trade, or rent your personal information. We only disclose your PI/PHI in the following explicit circumstances:

A. With Your Express Written Consent: For example, coordinating comprehensive care with your family doctor, child's school, or submitting detailed claims to your insurance provider.

B. Legal and Regulatory Obligations: There are specific legal limits to confidentiality in Ontario where we are legally mandated to disclose information without your consent:

  • Imminent Risk of Harm: clear and imminent risk of serious bodily harm to yourself or to another person.

  • Child Protection: reasonable grounds to suspect child abuse or neglect (Child, Youth and Family Services Act).

  • Subpoena or Court Order: a judge issues a legal subpoena.

  • Professional Regulation: random practice audit by the OCSWSSW.

C. Essential Service Providers: Sharing encrypted data strictly with our secure practice management partner (Owl Practice) and payment processors.

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5. Data Security, Storage, and Retention

  • Electronic Records: All clinical records are stored securely in Owl Practice, utilizing multi-factor authentication and secure Canadian servers, fully compliant with PHIPA and PIPEDA.

  • Retention Policy: In accordance with the standards of the OCSWSSW and Ontario law, clinical records for adult clients are retained for a minimum of 10 years after the date of your last clinical interaction. For minor clients, records are retained for 10 years after the day the client reaches the age of 18.
     

6. Your Rights Regarding Your Information

Under PHIPA and PIPEDA, you have the fundamental right to:

  • Access: Request access to viewing your personal health information record.

  • Correction: Request corrections to your record if you believe the information is inaccurate or incomplete.

  • Withdraw Consent: Withdraw consent for the ongoing collection, use, or disclosure of your information.
     

7. Data Breach Protocol

In the highly unlikely event of a privacy breach involving your PHI, Nourishing Hearts is legally obligated under PHIPA to promptly notify you directly and, where required by legislation, to report the breach to the Information and Privacy Commissioner of Ontario (IPC).
 

8. Cookies and Tracking Technologies

Our Website may use essential cookies to maintain functionality and non-identifiable analytics to improve user experience. We do not use tracking pixels for retargeting therapy services.
 

9. Changes to This Privacy Policy

We may periodically update this Privacy Policy to reflect changes in our clinical practices, technological updates, or new regulatory requirements. Significant updates will be posted on this page with a revised "Last Updated" date.
 

10. Privacy Officer Contact and Complaints

If you have any questions, concerns, or complaints about how we handle your privacy, please contact our designated Privacy/Information Officer:

Nourishing Hearts Wellness Care Farm
Attn: Julie Casey, MSW, RSW (Information Officer)
21907 Queens Line, Rodney, Ontario, N0L 2C0

Email: julie@nourishinghearts.ca

Phone: 226-239-3230

Right to Complain to the IPC:
If you believe your privacy rights have been violated under Ontario law, you have the formal right to file a complaint with the Information and Privacy Commissioner of Ontario (IPC):

Address: 2 Bloor Street East, Suite 1400, Toronto, ON M4W 1A8
Phone: 1-800-387-0073
Website: www.ipc.on.ca
 

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