Privacy Policy

Information We Collect

We collect only the information necessary to provide therapy services and operate our website. This includes:

• Personal information: name, email address, phone number, mailing address, and emergency contact details.
• Personal Health Information (PHI): your child's name, date of birth, clinical assessments, session notes, treatment plans, progress reports, and billing information related to therapy services.
• Website information: information submitted through our contact forms (name, email, and message), and basic non-identifying analytics data (browser type, pages visited, time spent).

How We Use Your Information

• To provide and coordinate therapy services for your child.
• To maintain clinical records and track progress.
• To communicate with you about appointments, treatment plans, and billing.
• To process OAP funding claims and insurance submissions.
• To meet regulatory requirements from CPBAO, BACB, and the Ministry of Children, Community and Social Services (MCCSS).
• To improve our website and services.

We do not use your personal information for marketing purposes without your explicit consent.

Consent

By engaging in therapy services with Xable, you provide implied consent for the collection and use of your information for treatment purposes. You may withdraw or limit your consent at any time by contacting us in writing, unless disclosure is required by law.

Disclosure of Information

We do not sell, rent, or trade your personal information. We may disclose information without consent only when required or permitted by law, including:

• Risk of serious harm to the individual or others.
• Child protection concerns under the Child, Youth and Family Services Act.
• Court orders or legal proceedings.
• Regulatory investigations by CPBAO, BACB, or other bodies.
• Lawful audits.

Only the minimum necessary information is disclosed in these circumstances.

Safeguards

We use administrative, physical, and technical safeguards to protect your information. These include secure digital records, password-protected devices, encrypted communication where possible, locked storage for physical files, and limited access for authorized personnel only.

Record Retention

Clinical records are retained for a minimum of ten (10) years after the last appointment. Records for minor clients are retained for ten (10) years after the client turns eighteen (18). Records are securely destroyed when the retention period ends.

Your Rights

Under PIPEDA and PHIPA, you have the right to:

• Access your personal information and clinical records.
• Request corrections to your information.
• Obtain copies of your records.
• Request restrictions on how your information is shared.

All requests must be made in writing. We will respond within 30 days.

Electronic Communication

Email, text messaging, and telehealth sessions involve inherent privacy risks. By communicating with us electronically, you acknowledge these risks. We use secure, encrypted platforms wherever possible and never discuss PHI through unsecured channels.

Website Privacy

• Our contact form collects your name, email, and message only. No PHI is submitted through website forms.
• We use Microsoft Clarity for basic analytics (non-identifying usage data).
• Cookies may be used to improve website functionality. No Personal Health Information is stored in cookies.
• Form submissions are processed through Formspree, a third-party form service.

Third-Party Service Providers

We may use third-party providers for practice management, telehealth, secure email, cloud storage, payment processing, and form handling. These providers are contractually bound to meet Canadian privacy standards and are only given the minimum information necessary to perform their services.

Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on this page with an updated date. Your continued use of our services constitutes acceptance of any changes.

Contact Us

For questions or concerns about this Privacy Policy, contact our Privacy Officer:

Afsheen Sheikh

Xable Therapy Services

Oakville, Ontario, Canada

Email: info@xable.ca

Phone: (289) 430-5730

If your concerns are not resolved, you may contact the Information and Privacy Commissioner of Ontario at ipc.on.ca or 1-800-387-0073.