Privacy Policy

Last updated: June, 2025

SolutionFirst Therapy (“we”, “our”, or “the clinic”) is committed to protecting the privacy and confidentiality of all individuals who interact with our website and services. This Privacy Policy outlines how we collect, use, store, and protect your personal information when you visit https://www.solutionfirst.ca or submit a form through our website.

By using this Site, you agree to the practices described in this policy.

1. Optional Use of Forms

Use of the online forms on our website is completely optional. If you prefer not to provide personal information through our forms, you may contact us directly by:

  • 📞 Phone: (647) 765-5624

  • 📧 Email: hello@solutionfirst.ca

  • 📱 Text/SMS: Available through our main clinic number

  • 💬 Contact Form: Accessible on our website

We will never require online form submissions in order to access therapy or communicate with us.

2. Information We Collect

We may collect personal and health-related information, such as:

  • Your name, contact information, and demographic details

  • Therapy preferences or presenting issues

  • Scheduling requests or feedback

  • Form responses used to assist with therapist matching

This information is collected only with your consent and is limited to what is necessary to provide effective support and care.

3. How We Use Your Information

We use your information to:

  • Respond to appointment requests, reschedules, or cancellations

  • Match you with a therapist who fits your preferences

  • Improve our services and operations

  • Maintain communication between you and our clinic

  • Ensure quality assurance and care coordination

Your data is never sold, and is only shared with members of our internal team on a need-to-know basis.

4. Legal Compliance & Confidentiality

We are fully compliant with:

  • The Personal Health Information Protection Act (PHIPA) of Ontario

  • The College of Registered Psychotherapists of Ontario (CRPO) standards of practice

  • The Canadian Counselling and Psychotherapy Association (CCPA) Code of Ethics

  • Any additional federal or provincial privacy requirements applicable in Canada

Your information is kept confidential in accordance with the laws and standards governing healthcare professionals. Submitting information via our forms does not constitute a break in confidentiality.

5. Use of Third-Party Services

To support our operations, we may use secure third-party platforms, including:

  • Form builders (e.g., Tally)

  • Database tools (e.g., Firebase)

  • Workflow automations (e.g., Zapier)

  • Email and calendar systems (e.g., Google Workspace)

We choose these tools based on their strong data protection practices and require that they comply with relevant privacy legislation.

While some of these services may store data outside of Canada, we ensure that all reasonable steps are taken to protect your personal health information and to comply with Ontario and federal privacy laws.

6. Data Retention

We retain form submissions for only as long as necessary to fulfill the purpose for which they were collected, unless otherwise required by law. If you wish to delete your submitted information or request a correction, you may contact us using the details below.

7. Security

We use appropriate technical and organizational measures to safeguard your information. These include:

  • Secure cloud storage

  • Access control to sensitive files

  • Encryption and restricted staff access

  • Regular reviews of our data management practices

Despite our efforts, no method of data transmission or storage is 100% secure. By using this site, you acknowledge and accept this risk.

8. Your Rights

You have the right to:

  • Know what information we hold about you

  • Request a correction of inaccurate data

  • Withdraw your consent at any time (subject to legal or clinical exceptions)

  • Request deletion of your form submission, when applicable

To exercise these rights, please contact us directly.

9. Updates to This Policy

We may update this Privacy Policy as needed to reflect changes in regulations, technology, or our services. Changes will be posted on this page and will take effect immediately.

10. Contact Us

If you have questions about this Privacy Policy or how your data is handled, please contact us:

📞 (647) 765-5624
📧 hello@solutionfirst.ca
💬 Via our website contact form