Confidentiality and Privacy Policy ​​

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​1. Purpose and Scope

​​Unmuddle ADHD is committed to protecting the privacy, confidentiality, and security of all personal and health information entrusted to us by our clients. Our Confidentiality and Privacy Policy outlines our practices regarding the collection, use, disclosure, retention, and protection of such information in accordance with British Columbia (BC) laws and regulations, as well as the ethical and professional standards governing occupational therapy practice in Canada.​ Kara Winlaw, the sole proprietor of Unmuddle ADHD, is a registered Occupational Therapist in good standing with the College of Health and Care Professionals of British Columbia (CHCPBC) and is committed to following their Professional Code of Ethics and Practice Standards.

 

This Policy is developed in accordance with:

• The British Columbia Personal Information Protection Act (PIPA), S.B.C. 2003, c. 63.

• The ethical and practice standards set by the College of Health and Care Professionals of British Columbia (formerly the College of Occupational Therapists of British Columbia - COTBC)

• Other applicable privacy legislation and professional obligations in British Columbia, Canada

This Policy applies to all information collected, used, and disclosed by Unmuddle ADHD, regardless of format (electronic, written, or oral), and applies to all individuals working with Unmuddle ADHD.

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2. Collection of Personal Information

​Unmuddle ADHD collects Personal Information, including Personal Health Information, only when it is necessary for purposes that a reasonable person would consider appropriate in the circumstances. We collect only the minimum amount of information required to fulfill these purposes:

• To provide occupational therapy services, assessment, intervention, and support tailored to individual client needs

• To establish and maintain client records, track progress, and facilitate continuity of care

• To communicate with clients regarding appointments, services, and relevant information

• To process payments and manage billing for services rendered

• To comply with legal, regulatory, and professional obligations (e.g., record-keeping requirements by CHCPBC, reporting as required by law)

• To improve our services through internal quality assurance and evaluation activities

 

Methods of Collection: Information may be collected through various means, including:

• Directly from clients (Voluntary Submission): Via the website (e.g., email or other direct contact forms), intake forms, interviews, and assessments. We are the sole owners of the information collected on this site and only have access to/collect information that you voluntarily give us.

• From authorized third parties with client consent (e.g., other healthcare providers, family members, schools)

• Through secure electronic communication channels (e.g., video conferencing, secure messaging) used for service delivery.

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3. Consent

Unmuddle ADHD is committed to obtaining informed consent before collecting, using, or disclosing your personal and health information.

Informed Consent for Collection

We will always seek your informed consent for the collection of any personal or health-related information. You will be informed of the purposes for which your information is being collected either before or at the time it is collected.

Types of Consent

• Express Consent: This may be provided in writing (e.g., through a signed consent form) or verbally. It is typically required for sensitive information or when the intended use of the information is not immediately obvious.

• Implied Consent: In some situations, your consent may be assumed based on your actions. For example, if you provide your contact details to schedule an appointment, it is understood that we may use that information for scheduling and communication purposes.

Withdrawing Consent

You have the right to withdraw or modify your consent at any time. This must be done in writing and is subject to legal or professional obligations and reasonable notice. Please note that withdrawing consent may impact our ability to provide services, depending on the nature of the information involved.

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4. Use of Personal Information

We collect and use personal information for the following purposes:

• To deliver, manage and administer occupational therapy services

• To develop personalized treatment plans and interventions

• To monitor client progress and adjust therapy as needed

• To maintain accurate and up-to-date clinical records

• To communicate with clients regarding appointments, services, or resources

• To comply with legal, professional, and regulatory obligations

• To process payments and provide receipts

• To evaluate and improve our services

• With a client's explicit consent, to coordinate care with other healthcare providers

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5. Disclosure of Personal Information

Unmuddle ADHD will not disclose Personal Information without the express consent of the individual, except in specific limited circumstances as permitted or required by law or professional standards. We will not sell or rent this information to anyone. We will not share your information with any third party outside of our organization, other than as necessary to fulfill your request (e.g., to process a payment).

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Limits to Confidentiality:

As per the Practice Standards and Code of Ethics of the College of Health and Care Professionals of British Columbia (and consistent with other health professions), confidentiality is waived in the following cases:

• Harm to Self or Others: If the client discloses they may harm themselves or others, and it is necessary to prevent that harm

• Suspicion of Child Abuse or Neglect: If there is suspicion that a child is in need of protection (e.g., subject to abuse or neglect)

• Subpoenaed Records: When required by a valid subpoena, court order, or warrant

• Emergency Situations: In medical emergencies where obtaining consent is impractical or impossible

• To comply with professional regulatory obligations (e.g., quality assurance audit by CHCPBC)

• Service Providers: To third-party service providers who assist us in delivering services (e.g., secure electronic health record systems, billing software), provided they adhere to strict confidentiality and security obligations consistent with this Policy and PIPA. We will ensure such third parties meet these levels of protection

When disclosure is necessary, we will limit the information disclosed to the minimum necessary to fulfill the legal, professional, or ethical obligation.

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6. Accuracy and Retention of Personal Information

Accuracy: Unmuddle ADHD makes reasonable efforts to ensure that Personal Information collected and used is accurate, complete, and up-to-date, particularly when it is used to make decisions about a client or when disclosed to third parties. Clients are encouraged to inform us of any changes to their Personal Information.

Retention: We retain Personal Information only for as long as necessary to fulfill the purposes for which it was collected, to meet legal and professional record-keeping requirements (e.g., as stipulated by CHCPBC bylaws and practice standards), and to resolve disputes or enforce agreements. Once the information is no longer needed, it will be securely disposed of or anonymized.

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7. Security Measures

Unmuddle ADHD takes precautions to protect your information and implements robust administrative, physical, and technical safeguards to protect Personal Information from unauthorized access, collection, use, disclosure, copying, modification, disposal, or similar risks.

Security measures include:​

• Use of secure, encrypted electronic systems for record-keeping and communication 

• Secure electronic health record (EHR) system hosted on Canadian servers

• Password-protected devices and platforms

• Private, secure virtual sessions conducted via PIPEDA-compliant video tools​

• Secure storage of paper records in locked cabinets/offices, restricted access to premises, and secure destruction of physical documents.

• Limited access to personal information on a need-to-know basis only

External Links Disclaimer: This website may contain links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information.

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8. Access to Your Information

You have the right to:

• Request access to your personal information and clinical record

• Request correction of inaccurate or incomplete information

• Be informed of how your data has been used or disclosed

To make a request, please contact us in writing. We will respond within 30 days, in accordance with applicable privacy laws.

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9. Updates to this Policy

We may update this Privacy Policy to reflect changes in our practices or in relevant laws. The most current version will always be posted on our website, and significant updates will be communicated directly to active clients. The continued use of our services after such modifications will constitute acceptance of the updated Policy.

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10. Contact Information

If you have questions, concerns, or complaints about our privacy practices or this policy, please contact:

Kara Winlaw, Registered Occupational Therapist
Unmuddle ADHD
Email: umuddleadhd@gmail.com
Phone: 778-801-8013

You also have the right to contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC) if you are unsatisfied with how your personal information has been handled.

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