Privacy Policy

for Typeform Data Collection

1. Introduction

At Newmarket Therapy Centre (the “Centre,” “we,” “us,” or “our”), protecting your personal information is a top priority. This Privacy Policy explains how we collect, use, disclose, and protect your information when you submit responses through our Typeform intake form at www.newmarkettherapy.com. By providing your information via Typeform, you consent to the practices described below.

2. Information We Collect

Through our Typeform intake form, we collect only the following information:

  • First Name (for personalized appointment scheduling)
  • Email Address (for communicating about intake and appointments)
  • Phone Number (for appointment reminders and follow-up)
  • Insurance Coverage Details (yes/no, and if yes, for which types of practitioners)
  • Therapist Preference (e.g., gender, modality, or specific therapist request)
  • Appointment Type (online, in-person, telephone)
  • Time of appointment (morning, afternoon, evening, weekends).

We do not collect any personal health information (e.g., medical diagnoses, symptoms) via this form. Any detailed health or clinical information is gathered separately through our telephone intake or secure forms.

3. Purpose of Collection

We collect your first name, contact details, insurance coverage information, and therapist preference strictly for the following purposes:

  • Scheduling an initial intake appointment or phone consultation
  • Verifying eligibility for insurance coverage
  • Matching you with an appropriate therapist based on your stated preference
  • Sending you appointment confirmations and reminders

We do not use your contact details for marketing or newsletters. We use the insurance coverage data solely to ensure we match you with a therapist that meets your insurance requirements, and we use therapist preference to best pair you with a provider.

4. Consent and Withdrawal

Prior to submitting your information, you will be asked to check a consent box that states:

“I consent to Newmarket Therapy Centre storing and using my first name, email, phone number, insurance coverage details, therapist preference, appointment type, and appointment availability to schedule appointments and confirm billing eligibility. I understand that Typeform stores my information on servers located outside Canada.”

Your consent is voluntary but required to proceed with this form. You may withdraw your consent at any time by contacting us at [email protected] or (289) 500-8039. Upon request, we will delete your data from our Typeform account and cease any further communication, subject to any legal obligations to retain records (e.g., billing audit requirements).

5. Storage and Security

  • Typeform Hosting: All submissions are stored on Typeform’s servers, which are located outside Canada (primarily in the European Union or the United States).
  • Data Security Measures: Typeform employs industry-standard measures, including encryption of data in transit (TLS/SSL) and encryption at rest. We review Typeform’s security documentation regularly to ensure compliance with PIPEDA standards.
  • Retention Period: We retain your information in our Typeform account only as long as necessary to complete the intake and initial billing verification (typically up to one year after our last meaningful communication). After that, we permanently delete your data from Typeform’s servers.

6. Third-Party Disclosure

We do not share your information with third parties, except as described below.

  • Service Provider: Typeform acts as our data processor. We have a Data Processing Agreement with Typeform that requires them to safeguard your data and not use it for any purpose other than providing the Typeform service.
  • Insurance Billing: If you have indicated insurance coverage, we may share your insurance provider’s name and your coverage details with our billing department or third-party billing vendor solely to confirm benefits. We do not share your contact details with any insurer unless you authorize direct billing.
  • Legal Requirements: We may disclose your information if required by law (e.g., court order or subpoena).

7. Your Rights Under PIPEDA

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

  1. Access: Request access to any personal information we hold about you.
  2. Correction: Ask us to correct or update any inaccurate or incomplete personal information.
  3. Deletion: Request that we delete your personal information (subject to any legal retention obligations, such as billing records).
  4. Complain: File a complaint with us if you believe we have violated your privacy rights. If we do not resolve your concern to your satisfaction, you can file a complaint with the Office of the Privacy Commissioner of Canada.

To exercise any of these rights, please contact:
Newmarket Therapy Centre
Attn: Privacy Officer
Email: [email protected]
Phone: (289) 500-8039

We will respond to your request within 30 days or sooner if feasible. If we cannot comply, we will explain the reasons and outline any available recourse.

8. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Any material changes will be posted at www.newmarkettherapy.com/privacy with an updated “Last Updated” date. We encourage you to review this page periodically for the latest information.

Last Updated: June 2, 2025