Privacy Policy — Solution Talk Therapy

Effective date: August 24, 2025

This policy explains how we collect, use, and protect your information when you use our website, booking links, telehealth services, and email communications.

Who We Are

Practice name: Solution Talk Therapy (“we,” “us,” “our”)
Website: https://solutiontalktherapy.com/
We provide psychotherapy and coaching services. We follow the privacy laws that apply where services are delivered (e.g., PHIPA in Ontario; HIPAA in the United States), as well as applicable consumer privacy laws.

Scope

This policy covers information collected through our website, intake and booking forms, telehealth platform, email and SMS communications, payment processor, and practice management system.

Information We Collect

• Contact details (name, email, phone) and any basic demographics you choose to share.

• Intake & clinical information you provide for care (history, goals, session notes). This is personal health information under PHIPA/HIPAA where applicable.

• Billing information (invoices, payment status). Payment card data is handled by our payment processor; we do not store full card numbers.

• Website and device data (IP address, pages viewed, general usage).

• Communications (emails, messages, telehealth chat) needed for care and scheduling.

How We Use Your Information

• To provide psychotherapy/coaching and related services.

• To schedule sessions, send reminders, and manage your account.

• To process payments, invoices, and bookkeeping.

• To respond to inquiries and provide support.

• To maintain, secure, and improve our website and services.

• With your permission, to send practice updates or marketing emails (you can unsubscribe anytime).

Legal Bases & Consent

Depending on your location, we rely on one or more of the following:

• Consent you give (e.g., submitting a form, opting into emails).

• Contract to deliver requested services.

• Legal obligations (health-record keeping, tax/audit requirements).

• Legitimate interests (practice operations and site security) balanced with your rights.
  You can withdraw marketing consent at any time by using the unsubscribe link or contacting us. Clinical consent is addressed in our intake documents and professional standards.

Sharing & Service Providers

We do not sell your personal information. We share information only as needed to run our practice or as required by law:

• Service providers bound by confidentiality, such as:

  • Carepatron (client records, telehealth, practice management)

  • Website hosting (Hostinger)

  • Email and file services (e.g., Google, Hostinger or similar)

  • Payment processing (e.g., Stripe/Square, Interact or similar)

  • Email marketing (e.g., Hostinger, Mailchimp/Constant Contact or similar, if used)

• Care coordination with your written consent.

• Legal requirements (duty to warn, court orders, mandatory reporting).

Cookies & Analytics

Our website may use cookies or similar technologies to function and to understand visitor traffic. You can control cookies through your browser settings. If analytics or marketing pixels are used, we configure them to minimize personal data where possible and provide opt-outs where required by law.

Telehealth, Email & SMS

• Telehealth sessions are delivered through Carepatron, a platform designed for healthcare privacy. You can request details about security and encryption.

• Email/SMS are convenient but may carry some risk. For sensitive matters, we may use a secure client portal or discuss in session. Appointment reminders may be sent by email/SMS unless you opt out.

How We Protect Your Information

We use reasonable technical and organizational measures, including encryption in transit (where available), access controls, staff training, and vendor due diligence. No method is 100% secure, but we work to safeguard your information and review our safeguards regularly.

How Long We Keep Information

We keep records only as long as needed for care, legal, and professional obligations. Clinical records are retained according to regulatory requirements (for example, a set number of years after last contact or after a client turns the age of majority). Non-clinical data is kept only as long as necessary for the purposes described above.

Your Rights

Depending on your location, you may have the right to:

• Access and receive a copy of your information.

• Request corrections to inaccurate information.

• Request deletion or restriction, where applicable.

• Withdraw consent for marketing communications.

• File a complaint with a privacy regulator (we encourage you to contact us first so we can help).

To make a request, please contact us using the details below. We will respond within the timelines required by law.

Minors

We obtain consent from a parent/guardian or from the minor client where permitted by law. Privacy rights and access rules for minors follow applicable legislation and professional standards.

International Visitors & Data Transfers

Our practice and service providers may process data in Canada and/or the United States. By using our services, you understand your information may be transferred and processed where our providers are located, subject to applicable protections.

Changes to This Policy

We may update this policy from time to time. Changes will be posted here with a new effective date.

Contact

Questions or requests about privacy?
Email: hello@solutiontalktherapy.com
Phone: (+1) 437-747-6416