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Privacy Policy

Day-to-Day Practices

Jeff Long Counselling is committed to confidentiality and privacy practices that safeguards the privacy of personal health information (PHI) and personal information (PI). This statement outlines how I manage personal PHI and PI and how I adhere to the privacy and confidentiality of my clients, with the underlying goal of maintaining the provisions of the Personal Health Information and Protection Act (PHIPA) and the Personal Information Protection and Electronic Act (PIPEDA).

In order to provide counselling services, Jeff Long Counselling is required to create and maintain PHI and PI, which, in my case, is stored electronically in Owl Practice, a practice management system, which is secure and complies with provincial and federal regulations and my College, the Ontario College of Social Workers and Social Service Worker. This is the system used for scheduling, billing and to provide virtual sessions. Paper files are kept in a locked filing cabinet.

Jeff Long Counselling is committed to only asking for PHI and PI that is required in order to conduct counselling and/or other aspects related to my social work business. Examples of information I might ask for include completing a self-reporting test or completing a questionnaire. This information helps inform your assessment and treatment plan. Secondary information I might need to ask you for would be information related for invoicing purposes, including financial information, your mailing address or your email. Encryption and passwords are used on my computers and computer programs.

Privacy Policy

This Privacy Policy outlines the principles and guidelines by which Jeff Long Counselling protects the personal information collected in the course of serving clients and how I use or disclose client information in my operations.

Jeff Long Counselling is responsible for all PHI and PI under its control. This includes information that may transfer to third parties for processing or for providing ongoing services to clients.


Jeff Long Counselling services are confidential and none of your information about you, or your counselling, will be shared with anyone without your informed consent. I do have legally mandated situations in which I am required to disclose client information. Examples of this would include a ‘duty to report’ issue, when concerns are raised in relation to the welfare of a child, when subpoenaed for a legal case, or when there are concerns for a client’s imminent safety or the imminent safety of someone else.

Jeff Long Counselling is required to retain client notes for seven years. You have a right to see your client notes, should you want to. Client fees may be charged for the release of your files. If you have questions related to privacy of information or confidentiality, please contact Jeff Long Counselling.

Limiting collection

Jeff Long Counselling will by fair and lawful means limit the collection of PHI and PI to that which is necessary for the purposes identified by your treatment plan or your business with the business.

Limiting use, disclosure and retention

Jeff Long Counselling will not use or disclose PHI and PI for purposes other than those for which it was collected, except with the consent of the client, or as required or as authorized by law. PHI and PI will be retained only as long as necessary for the fulfillment of those purposes.

Safeguards and security

Jeff Long Counselling will protect PHI and PI with appropriate encryption and security safeguards.

Transparency regarding policies and procedures

Jeff Long Counselling will provide specific information about its policies and procedures regarding the management of PHI and PI when asked.


Upon receiving written request, and subject to exemptions stipulated by law, Jeff Long Counselling will inform a client of the existence, use and disclosure of their PHI and PI and will provide access to that information. A client will be entitled to challenge the accuracy and completeness of the information and have it amended where inaccuracies exist.


Jeff Long Counselling has an e-privacy commitment for the website registered under This e-privacy commitment explains the manner in which Jeff Long Counselling will deal with any PHI and PI it gathers through its websites. Jeff Long Counselling is committed to providing an online experience that respects and protects your personal privacy related choices and concerns.

Normal website usage

Users can visit the Jeff Long Counselling website to view the service offerings, without revealing any personal information.

Dealings with personal information

Jeff Long Counselling gathers PHI and PI via the website using Owl Platform, which is found on the website.


Jeff Long Counselling website automatically recognizes your domain name, IP address, browser version, operating system, and other data about your computer, as well as the site you used to reach us. Jeff Long Counselling uses a browser feature called a “cookie” to collect information anonymously and track user patterns. This cookie is a small text file that is placed on your hard disk by our software. It remains there unless you delete it.

The use of cookies is an industry standard. Many major browsers are initially set up to accept them. You can reset your browser to either refuse to accept all cookies or to be notified when you have received a cookie.


The Jeff Long Counselling website may contain links to other sites. When you click on links that take you to third-party websites, you will be subject to the third parties privacy policies. Jeff Long Counselling is not responsible for the actions of third parties or for their privacy practices.


Jeff Long Counselling uses industry-standard technologies when transferring PHI and PI to and receiving PI from its website users to help ensure the security and confidentiality of that data.