Privacy Policy

Our Commitment to Privacy

Elite Psychology respects the privacy of our clients and families.

Psychological services involve sensitive personal and personal health information. We take reasonable steps to protect this information and handle it responsibly, confidentially, and in accordance with applicable privacy and professional requirements.

This Privacy Policy explains what information we collect, why we collect it, how it may be used or shared, how we protect it, and the choices and rights available to you.

Information We Collect

Depending on the services being provided, we may collect information such as:

• names and contact information;
• dates of birth and identifying information;
• developmental, medical and mental health history;
• family and social history;
• educational and employment information;
• psychological assessment results and test information;
• behavioural and developmental information;
• questionnaires and rating scales;
• information from parents, caregivers, teachers, physicians and other professionals;
• previous reports, medical records and educational records;
• audio or video recordings made as part of an assessment;
• communications with Elite Psychology;
• appointment, billing and administrative information; and
• other information reasonably necessary to provide psychological services.

We aim to collect only the information reasonably necessary for the purposes for which it is being collected.

Why We Collect Information

We may collect and use information to:

• provide psychological assessments and related services;
• understand the reason for referral;
• evaluate psychological, developmental, behavioural, emotional, cognitive or academic functioning;
• communicate with clients, parents, caregivers and authorized professionals;
• score and interpret assessment information;
• prepare psychological reports and recommendations;
• provide feedback;
• coordinate services;
• maintain appropriate clinical records;
• schedule appointments and administer our practice;
• process payments and maintain financial records;
• provide supervision, consultation and quality assurance;
• comply with professional, regulatory and legal requirements; and
• protect the safety and security of clients, staff and others.

Information From Other People and Organizations

Psychological assessments often require information from more than one source.

With appropriate authority or consent, Elite Psychology may request relevant information from schools, teachers, physicians, therapists, healthcare providers, previous assessment providers, government or community services, and other people or organizations involved in a client’s care, education or services.

We aim to request only information reasonably relevant to the assessment or service being provided.

How We Use and Share Information

Personal health information is confidential.

Access within Elite Psychology is limited to authorized people who reasonably need the information to perform their role. Depending on the service, this may include psychological professionals, supervised professionals, psychometrists or testing personnel, administrative personnel, report-preparation personnel, and other authorized members of the service team.

We do not normally disclose personal health information to outside people or organizations without appropriate authority or consent unless disclosure is permitted or required by law.

There are circumstances in which information may need to be disclosed without consent. Examples can include child-protection requirements, serious safety concerns, legal requirements, court orders or other circumstances where disclosure is authorized or required by law.

When information is used or disclosed, we aim to limit it to what is reasonably necessary for the purpose.

Electronic Records and Technology

Elite Psychology uses electronic systems to provide and administer psychological services.

These may include systems used for:

• online intake and consent forms;
• psychological questionnaires and testing;
• electronic health and assessment records;
• scheduling;
• email and text communication;
• videoconferencing;
• document preparation and storage;
• secure file transfer;
• billing and administration; and
• other functions necessary to operate the practice.

No electronic system can be guaranteed to be completely risk-free. Elite Psychology uses reasonable safeguards appropriate to the sensitivity of the information.

Artificial Intelligence and Technology-Assisted Services

Elite Psychology may use artificial-intelligence-assisted and other technology-assisted tools as part of its clinical and administrative workflows.

These tools may assist with activities such as:

• organizing information;
• administrative work;
• documentation;
• scoring workflows;
• reviewing or organizing assessment information;
• preparing drafts or components of psychological reports;
• reviewing recorded assessment information; and
• improving workflow efficiency and quality assurance.

These technologies may process personal health information when necessary for these purposes.

Technology and artificial intelligence do not replace professional responsibility. Qualified psychological professionals remain responsible for clinical interpretation, conclusions, diagnoses, recommendations and final psychological reports.

Elite Psychology takes reasonable steps to select and use technology in a manner appropriate to the sensitivity of the information involved.

Audio and Video Recording

Assessment sessions may be routinely audio and/or video recorded when recording forms part of the assessment process and appropriate consent has been obtained.

Recordings may be used for purposes such as:

• scoring;
• clinical review;
• supervision;
• quality assurance;
• documentation; and
• technology-assisted or AI-assisted review of assessment observations.

Recordings are treated as confidential personal health information and are subject to privacy and security safeguards.

Access is limited to authorized people who reasonably require the recording for their role.

Information Processed or Stored Outside Canada

Some technology providers or service providers used by Elite Psychology may process or store information outside Canada.

When this occurs, Elite Psychology takes reasonable steps to use administrative, technical and physical safeguards appropriate to the sensitivity of the information and applicable privacy requirements.

Information processed or stored outside Canada may also be subject to the laws of the country or jurisdiction where it is processed or stored, including lawful access requirements in that jurisdiction.

Elite Psychology does not guarantee that all personal health information will remain physically stored within Canada.

Electronic Communication

Elite Psychology may communicate through electronic methods such as email, text messaging, online forms, secure electronic systems and videoconferencing.

Electronic communication has inherent privacy and security risks. Although reasonable precautions are taken, ordinary email and text messaging cannot be guaranteed to be completely secure.

Clients and parents may contact Elite Psychology if they have concerns about electronic communication or wish to discuss available alternatives.

Virtual Psychological Services

Some services may be provided through videoconferencing or other remote technologies when clinically appropriate.

Virtual services can involve additional considerations, including:

• internet or technology interruptions;
• limitations in observing certain behaviours;
• privacy within the client’s physical environment; and
• risks associated with electronic transmission.

Elite Psychology may recommend or require an in-person component when this is clinically necessary for an appropriate assessment.

Protecting Information

Elite Psychology uses reasonable administrative, technical and physical safeguards appropriate to the sensitivity of personal health information.

These may include measures designed to:

• restrict access to authorized personnel;
• protect electronic accounts and systems;
• securely store records;
• manage access permissions;
• protect information during transmission and storage;
• maintain confidentiality among staff and service providers;
• respond to suspected privacy or security incidents; and
• securely dispose of information when appropriate.

Safeguards are reviewed and adjusted as technology, risks and practice operations change.

Record Retention and Destruction

Elite Psychology maintains clinical and administrative records in accordance with applicable legal, regulatory and professional requirements.

Records are retained for the required period and are then securely destroyed or deleted in a manner appropriate to the type and sensitivity of the information.

Some information may need to be retained longer where required by law, professional standards, litigation holds or other legitimate requirements.

Accessing or Correcting Your Information

Individuals may have rights under applicable law to request access to personal health information about themselves or their child and to request correction of information they believe is inaccurate or incomplete.

Some limitations may apply, including special requirements concerning psychological test materials, information about another person, or information that cannot legally or professionally be released.

Please contact Elite Psychology if you would like to request access to or correction of a record.

Privacy Breaches

Elite Psychology takes suspected privacy breaches seriously.

If a privacy or security incident occurs, we will assess the circumstances, take reasonable steps to contain and address the incident, and provide notifications where required by applicable law.

Children and Legal Guardians

Many Elite Psychology clients are children.

Parents or legal guardians may provide information and exercise certain rights on behalf of a child when they have the legal authority to do so.

Custody arrangements, court orders, the child’s capacity to make certain decisions, or other legal circumstances can affect who may consent to services or access information.

Parents and guardians should tell Elite Psychology about any legal arrangements that may affect consent, access to records or disclosure of information.

Consent and Your Choices

Where consent is required, we aim to ensure that consent is informed and voluntary.

Consent may generally be withdrawn going forward, subject to legal, professional and practical limitations. Withdrawal cannot undo information already appropriately collected, used or disclosed before consent was withdrawn, and some records may still need to be retained.

Questions about consent or privacy can be discussed with Elite Psychology at any time.

Questions, Concerns and Complaints

If you have questions about this Privacy Policy, how your information is handled, or wish to raise a privacy concern, please contact Elite Psychology using the contact information provided on this website.

Individuals may also have the right to make a complaint to the appropriate privacy regulator or professional regulatory body.

Changes to This Policy

Elite Psychology may update this Privacy Policy as our services, technologies, legal requirements or privacy practices change.

The current version will be posted on this website with the date it was last updated.