Privacy policy

Privacy and Confidentiality

Personal information is gathered and stored in accordance with guidelines set out by the BC College of Social Workers and the Personal Information Protection Act (PIPA). Only the information necessary to provide you with effective services will be gathered, and all information provided is stored in a secure, confidential manner, and only disclosed to third parties with your prior, voluntary and written consent. You may authorize the clinic to disclose specific information to third parties (eg doctor; other professionals) at any time if it is seen as beneficial for your progress.

Your client records are the property of Valley Reflections Counselling and are kept for the required seven-year period. If you wish to view your file, please submit a written request so your counsellor can arrange a time to review it with you. While you may not change the information contained in your file, you may submit corrections for any inaccuracies of fact to be added to your file. If a copy is required for any reason, there will be a $100 fee to cover any expenses associated with providing it.

To ensure your privacy, counsellors will not initiate contact with clients in any public settings, whether in person or online, or respond to messages, 'friend requests' or other contacts made through social networking sites, nor will they investigate clients through search engines or social media sites, except in the event of serious concerns for your safety. Social Workers will neither solicit public reviews nor respond to reviews posted online voluntarily by clients.

For your part, you agree not to share or post digital or other electronic communications received from your counsellor, or about other recipients of services, without proper, prior consent.

Limitations to Confidentiality

Counsellors have a legal obligation to break confidentiality if:

  • there is imminent danger of harm to yourself or others;

  • a child or vulnerable adult is being, or at risk of being, neglected or abused in any way;

  • any criminal behaviour or activity is reported;

  • a court, or other authorized legal body, orders the disclosure of your records.

Please note: Valley Reflections does not provide evidence (ie letters, assessments, progress notes, prognoses, detailed reports) for court/legal purposes.

To ensure effective services, counsellors may seek consultation or supervision regarding their cases. Such consultation is done anonymously (ie client names are not used) and in confidence (ie those consulted are also bound by confidentiality).

Telehealth presents specific risks to confidentiality, and while every effort is made to ensure an equivalent level of confidentiality as for in-person sessions, the risk of breaches is much higher for telehealth due to the nature of electronic transmission and its inherent use of third-party services. No electronic transmission system is considered completely safe from intrusion, and interception of communications by third parties is, technically, possible. Clients will be informed should Valley Reflections become aware of any such breach.

Client Responsibilities for Telehealth

For telehealth counselling to be positive, effective and confidential, clients are responsible for preparing for their session by ensuring they have:

• a space that is private, undisturbed and free of distractions;

• met all the technological requirements outlined elsewhere (ie appropriate device, up to date browser or app; functional camera & speakers) and are connected to a secure, confidential internet service (ie not a public/free Wi-Fi service);

• prepared themselves and are on time for their appointment;

• affirmed they reside within the province of British Columbia and have provided the required emergency contact information for their community;

• provided their location for each session and a phone number to be used in the event of crisis or technical difficulties so the session can either be completed using a different medium, or rescheduled.

Clients are personally responsible for payment of their telehealth session, which is charged at the same rate as in-person services. If seeking coverage through their extended health insurance, please confirm coverage before your session, as it may or may not be reimbursed in the same way as in-person services.