PRIVACY POLICY

Effective Date: 2025 02 13

Last Updated: 2025 02 13

At The LGBTQ+ Relationship Room, we are committed to protecting the privacy and confidentiality of our clients. This Privacy Policy outlines how we collect, use, store, and disclose personal information, including information processed through AI-assisted therapy tools. We comply with the Personal Health Information Protection Act (PHIPA) in Ontario and the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada.

By accessing our services, you consent to the collection, use, and disclosure of your personal information in accordance with this Privacy Policy.

We collect and process the following types of personal information:

• Full name, date of birth, and contact details
• Medical and mental health history relevant to therapy
• Therapy session notes and progress reports
• Communication records (emails, messages, or phone calls)

• Insights generated from AI-assisted tools used for therapy, including emotion analysis and behavioral pattern tracking
• Anonymized data trends used to enhance therapy effectiveness
• AI-driven session summaries (when applicable)

• IP address, browser type, and usage patterns on our website
• Cookies and analytics data to improve user experience

We use your personal information for the following purposes:

• Therapeutic Services: Providing individualized therapy, including AI-assisted insights where applicable
• Session Documentation: Keeping accurate records to track progress and ensure quality care
• Communication: Responding to inquiries, scheduling appointments, and sending relevant therapy resources
• AI-Assisted Therapy Enhancement: Using AI-generated insights to improve therapy outcomes, always under therapist review and approval with anonymized data 
• Legal & Compliance Requirements: Meeting obligations under PHIPA, PIPEDA, and other applicable laws

• AI tools are used only as a supplementary resource to support therapeutic insights and improve client outcomes.
• Identifying information is never shared, and always anonymized 
• AI does not replace human decision-making in therapy. Jace Armstrong, MSW, RSW, personally reviews all AI-generated data
• AI data is not used for automated decision-making without client consent.
• AI is used for transcribing and supervision only and is deleted afterwards

We take the security of your information seriously and implement the following safeguards:

• End-to-End Encryption: All therapy session notes and AI-assisted data are securely stored using encryption protocols. 
• Access Control: Only authorized personnel can access personal and health information.
• Secure Cloud Storage: We use Canadian-based secure servers to comply with PHIPA regulations.
• Data Retention: Records are stored for 10 years from the last client interaction, as required by Ontario law.

We do not sell or share personal health information with third parties for marketing purposes. Information is disclosed only in the following cases:

• Client Consent: When you provide explicit permission to share data with other healthcare providers or third parties.
• Legal Compliance: If required by law, court order, or to prevent harm to yourself or others (as per PHIPA and professional duty to report).
• Technology Providers: Secure third-party service providers (e.g., AI analytics software, encrypted communication tools) that assist in therapy delivery, all of whom comply with PHIPA/PIPEDA.

You have the right to:

• Access Your Records: Request a copy of your therapy notes and AI-generated insights.
• Request Corrections: Ask for corrections to inaccurate or incomplete information.
• Withdraw Consent: Opt out of AI-assisted therapy features at any time without affecting your access to traditional therapy.
• Request Deletion: Ask for the deletion of records, subject to legal and regulatory retention requirements.

To exercise these rights, please contact us at admin@therelationshiproom.ca

• AI-generated recommendations do not constitute medical or clinical diagnoses.
• AI tools are only an adjunct to traditional therapeutic methods and are reviewed by a qualified therapist.
• Clients are encouraged to discuss AI-generated insights directly with Jace Armstrong to ensure a holistic and accurate interpretation.

Our website uses cookies and analytics to:

• Improve functionality and user experience
• Track how visitors engage with content
• Ensure secure logins for virtual therapy sessions

You can adjust cookie preferences through your browser settings.

We may update this Privacy Policy from time to time to reflect changes in legal requirements, AI technology use, or security practices. Clients will be notified of any material changes.

For questions or concerns about this Privacy Policy, please contact:

Jace Armstrong, MSW, RSW

Founder, The LGBTQ+ Relationship Room

admin@therelationshiproom.ca

Ontario, Canada