PERSONAL INFORMATION POLICY
Collection of Personal Health Information
We collect personal health information about you directly from you or from the person acting on your behalf. The personal health information that we collect may include, for example, your name, date of birth, address, and health history. We only collect information we need to offer counselling services or to treat you.
We strive to keep your personal health information as accurate, complete and up to date as possible taking into account its uses and your interests.
Uses and Disclosures of Personal Health Information
We use and disclose your personal health information to treat and care for you, including sharing your information with other health care professionals involved in your treatment,
Information is also shared with your assigned decision maker, including parent or guardian, to obtain their consent for ongoing treatment if you are found incapable, or have not reached the age of majority for the province of NL.
We use information to get payment for your treatment, care and services (from MCP, your private insurer, guarantor or other referral and payor sources)
If required, we will share your information to comply with legal and regulatory requirements,, including, to fulfill purposes permitted/ required by law(subpoena/court order/search warrant, Public Health, Hwy traffic Act, Child Protection Act)
If necessary, information may be shared with your contact person(s) in an emergency, or if you or others are at risk.
You may withdraw your consent or place conditions on your consent for some of the above collections, uses and disclosures, or access and correct your personal records, by informing us directly (subject to legal exceptions).
We may not be able to fulfill your wishes if they impact on our ability to deliver treatment to you or if we are legislated to use or disclose the information to which you object. In these cases, we will discuss your objection with you.
We take steps to protect your personal information from theft, loss and unauthorized access, copying, modification, use, disclosure and disposal.
We conduct audits and complete investigations to monitor and manage our privacy compliance.
We take steps to ensure that everyone who performs services for us protects your privacy and only uses your personal information for the purposes to which you have consented.
You can go directly to the Aspens & Oaks Privacy Officer (in confidence) to report incidents where you think that Confidential Information has been handled incorrectly. See email below.
We keep billing records that include payment information and documentation of the services provided to you. This information may be used to obtain payment for these services.
Retention and Destruction of Information
We keep your personal information only as long as it remains necessary or relevant for identified purposes or as required by law.
Personal information that is no longer necessary or relevant for the identified purposes or required to be retained by law is destroyed according to privacy and security standards (cross shredded).
Aspens & Oaks service philosophy advocates ‘informed consent’ for clients.To that end we try to inform clients about our policies and procedures especially as they relate to privacy and the protection of their personal health information. If you have any concerns or thoughts on how we can improve service delivery, please feel free to contact us at
We reserve the right to make changes our stated parameters regarding your personal information at any time and make the new privacy practices effective for all personal health information.
Limits of Assurance:
We try to honour our client’s wishes regarding privacy, but we cannot guarantee total privacy or anonymity due to being seen attending counselling, e.g., entering our premises or other clients seeing you in our waiting areas.