Privacy Policy

Introduction

At Clear Moon Therapy, we are committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your information when you use our therapy services or visit our website. Clear Moon Therapy operates under the business name Darshana Patel Social Work Professional Corporation.

Information we collect

Personal information

We collect personal information that you provide directly to us, including:

• Name, address, phone number, and email address
• Date of birth and demographic information
• Health insurance information (if applicable)
• Medical and mental health history
• Information shared during therapy sessions
• Payment information
• Emergency contact information

Website and technical information

When you visit our website, we may automatically collect:

• Browser type and version
• IP address
• Device information
• Pages visited and time spent on the website
• Referral sources

How we use your information

We use your personal information for the following purposes:

• To provide therapeutic services
• To communicate with you about appointments and treatment
• To process payments
• To maintain treatment records as required by law and professional standards
• To improve our services and your website experience
• To comply with legal and professional obligations

Confidentiality and disclosure

Your privacy is the cornerstone of the therapeutic relationship. We maintain strict confidentiality standards and will not disclose your personal information except in the limited circumstances set out below.

When we may need to disclose

• With your explicit written consent
• When required by law, including:
  • Reporting suspected abuse or neglect of children, elderly, or vulnerable persons
  • When there is a serious and imminent threat to your safety or the safety of others
  • In response to a court order, warrant, or subpoena
• For emergency medical situations
• For consultation with other healthcare professionals (without revealing identifying information)
• For payment processing purposes (limited to the information required)

Data security

We implement appropriate security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Physical safeguards (secure office access, proper document storage)
• Electronic safeguards (encryption, password protection, secure platforms)
• Administrative procedures (confidentiality training, limited access)

Despite our best efforts, no security system is completely impenetrable. We cannot guarantee the security of our database, nor can we guarantee that information you supply won't be intercepted while being transmitted over the internet.

Electronic communications

Please be aware that email, text messaging, and other electronic communications may not be secure methods of communication. While we take precautions to protect confidentiality, we cannot guarantee the security of information transmitted electronically. For sensitive or urgent matters, we recommend phone or in-person communication.

We use secure, health privacy–compliant (PHIPA) platforms for video sessions and certain communications that adhere to Canadian privacy standards. However, by communicating with us through electronic methods, you acknowledge and accept the inherent risks.

Retention of information

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law or professional standards. Clinical records are typically maintained for a minimum of 7–10 years after the last date of service, or as required by applicable provincial regulations and the Ontario College of Social Workers and Social Service Workers (OCSWSSW) guidelines.

Your rights

You have certain rights regarding your personal information, including:

• Access to your personal information
• Request corrections to inaccurate or incomplete information
• Request restrictions on certain uses and disclosures
• Receive an accounting of disclosures made
• Obtain a copy of your clinical record (fees may apply)
• Revoke authorization for the release of information (except to the extent already disclosed)

Service providers

We may engage trusted third-party service providers to perform functions on our behalf, such as payment processing, scheduling, and electronic health records management. These service providers have access to personal information needed to perform their functions but are prohibited from using it for other purposes and must comply with Canadian privacy legislation.

Children's privacy

Our services are primarily directed to adults. In Ontario, the age of consent to treatment is generally considered to be 12 years of age, though this can vary depending on the minor's capacity to understand the information and appreciate the consequences of their decisions. For clients under 18 years of age, we may require parental or guardian consent depending on the specific circumstances and the minor's capacity to consent.

We do not knowingly collect personal information from children under the age of 13 without parental consent. If we learn we have collected personal information from a child under 13 without proper consent, we will take steps to delete that information promptly. For adolescents aged 13–17, we follow applicable Ontario laws and OCSWSSW guidelines regarding capacity to consent and confidentiality.

Third-party websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these websites. We encourage you to review the privacy policies of any third-party sites you visit.

Updates to this Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or relevant laws. We will notify you of any material changes by posting the updated policy on our website with a new effective date. Your continued use of our services after such modifications constitutes your acknowledgment of the modified Privacy Policy.

Contact us

If you have questions or concerns about this Privacy Policy or our privacy practices, please contact us:

• Email:  hello@clearmoontherapy.com
• Phone:  (647) 372-0577
• Address: 5399 Eglinton Ave W, Suite 204, Etobicoke, ON M9C 5K6

Reply in 24–48 hours.

Effective date

This Privacy Policy is effective as of October 2025.