Privacy Policy

Last updated: May 03, 2021

This document outlines Threshold’s privacy policies and procedures, and provides information about confidentiality and laws related to the collection, use and disclosure of your information while engaged in services through our organization.

Who We Are:

Threshold is composed of a team of coaches that provides coaching to those who seek services through our organization.

What is Personal Health Information?

Personal health information is data that can be used to identify a person and details of their healthcare. This may include contact information (e.g., name, address, telephone number, e-mail address), personal characteristics (e.g., age, gender, cultural/ethnic background), and health details (e.g., health history, medical/mental health conditions, treatments being received).

Collection and Use of Personal Health Information:

In order to provide services, Threshold will collect some personal information about you. We may also ask you to complete questionnaires or other self-reports to enable a better understanding of your needs.

The primary purpose of collecting this information is so we may:

  • Evaluate your coaching-related needs; and

  • Provide coaching services.

Electronic Communication of Personal Health Information (“E-mail”):

Threshold offers e-mail communication as a method of contact between yourself and our organization. We use e-mail to provide appointment confirmations, reminders, and follow-ups, and to send invoices for services rendered. We may also use e-mail to communicate with you about appointment bookings and cancellations if we cannot reach you by telephone (or if you request we use e-mail as a primary method of contact).

E-mail is convenient and efficient; however, communicating by e-mail also encompasses risks that should also be considered.

E-mail is not recognized as a secure form of communication. Risks of transmitting your information by e-mail include, but are not limited to, the following:

  • The privacy and security of e-mail communication cannot be guaranteed;

  • E-mail is easier to falsify than phone, fax or mail. It is also impossible to verify the true identity of the sender, or to ensure that only the recipient can read the e-mail once it has been sent;

  • E-mail can introduce viruses into a computer system, and potentially damage or disrupt the computer;

  • E-mail can be forwarded, intercepted, circulated, stored, or even changed without the knowledge or permission of the sender or recipient. E-mail senders can easily misaddress an e-mail, resulting in it being sent to unintended and unknown recipients; and

  • E-mail creates a permanent record. Even after the sender and recipient have deleted their copies of the e-mail, back-up copies may exist on a computer or in cyberspace.

We will use reasonable means to protect the security and confidentiality of e-mail information sent and received. However, because of the risks outlined above, we cannot guarantee the security and confidentiality of e-mail communication.

Consent to the use of e-mail indicates your agreement with the following conditions:

  • We will make reasonable efforts to read and respond to e-mails promptly. However, we cannot guarantee that any particular e-mail will be read and responded to within any particular period of time. Therefore, e-mail should not be used for emergencies or other time-sensitive matters;

  • You are responsible for following up with us to schedule appointments, where warranted; and

  • If your e-mail requests a response from us and you have not received a response within a reasonable time period, it is your responsibility to follow up to confirm we did indeed receive your e-mail.

E-mail should not be used to discuss sensitive personal health information, such as that related to mental health, disability or substance use. Therefore, we will not discuss such matters over e-mail.

E-mail communication is voluntary. Please advise us if you do not wish to engage in e-mail communication, and we will remove your e-mail address from our system.

Tele-Services (Virtual and Telephone-based Sessions):

Threshold offers in-person, virtual (video) and telephone-based options for coaching services.

Virtual coaching is offered through Zoom video conferencing platform. Zoom meets Canadian privacy laws and is privacy-compliant. Virtual coaching requires the use of a webcam or smartphone, and a link to the virtual session will be provided by e-mail prior to the session. We highly recommend you test your video/audio settings the day before your session, and contact Zoom’s tech support for assistance if needed. In the event of technical problems during your session, a back-up plan (e.g., a phone number where you can be reached) will be used to restart the session or to reschedule it. Your Coach may elect to use a different video conferencing platform; the benefits/risks of that platform will be discussed with you prior to beginning virtual sessions.

Telephone-based sessions will involve you contacting your Coach by phone at your scheduled appointment time. Please call at the scheduled appointment time.

Virtual and telephone-based sessions are convenient and may be used when in-person sessions are not possible. Engaging in coaching using virtual care or by telephone encompasses risks that should also be considered.

Consent to the use of virtual and telephone-based sessions indicates your agreement with the following conditions:

  • The sessions are confidential and will not be recorded by the Coach or yourself without permission from the other person(s).

  • It is important to be in a quiet, private space that is free of distractions during the session.

  • It is important to use a secure internet connection rather than public/free Wi-Fi.

  • For child/adolescent clients, permission of your parent/legal guardian (and their contact information) is required to engage in tele-sessions.

Use of virtual and telephone-based sessions is voluntary. Please advise us if you no longer wish to engage in tele-services and we will discuss alternate options with you at that time.

Disclosure of Personal Health Information:

In accordance with the laws, professional standards, and ethical codes we follow, the information you share with Threshold remains confidential. This means your information will not be disclosed to anyone without your consent, with the exception of the specific situations outlined below.

Your information may be released without your consent in the following situations:

1. Harm to Self / Others

If there is reason to believe that you are in danger of harming yourself or others in ways that may be life-threatening, Threshold is ethically obliged to take action to ensure your safety and/or the safety of others. These steps may include contacting your identified emergency contact person, a family member or close other, seeking hospitalization, contacting the police, notifying others at risk, or some combination of these actions to ensure you and/or others are protected. 

2. Abuse / Neglect

If there are reasonable grounds to suspect that a child under 16 years of age is, or may be, in need of protection, Threshold must, by law, report this information to a children’s aid society. Examples of reportable situations include physical harm/abuse, sexual abuse, emotional harm (e.g., verbal abuse, humiliation, witnessing violence), or a pattern of neglect or failure to protect a child from harm.

Additionally, if there are reasonable grounds to suspect that a resident of a nursing, retirement or other long-term care home has suffered harm, or is at risk of harm due to improper or incompetent treatment or care, unlawful conduct, abuse or neglect, or possible misuse or misappropriation of the resident’s money or funding, Threshold is required to report this information to the Registrar of the Retirement Homes Regulatory Authority, or long-term care home director.

3. Missing Persons

If the police present a Court Order, Search Warrant or Urgent Demand for records related to a missing person, Threshold is required to provide the information and/or records sought by police in order to assist with locating that missing person.

Storage and Destruction of Personal Health Information:

A record containing your personal health information and information about your coaching sessions and other materially relevant interactions are maintained in a secured place while you are engaged in Threshold services.

You will have access to your file at all times and may request to make changes as you see fit.

Questions and Concerns:

If you have any questions about our privacy practices and procedures, we encourage you to contact us: emily@thresholdcoaching.ca