1. Introduction

Welcome to Oak Intercultural Psychology INC (“Oak”, “we”, “our”, or “us”).

We are committed to protecting the privacy, confidentiality, and security of personal information entrusted to us in the course of providing psychological and mental health-related services.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information in accordance with applicable laws in Québec and Canada, including:

• Québec Law 25
• The Act Respecting the Protection of Personal Information in the Private Sector (Québec)
• PIPEDA (Personal Information Protection and Electronic Documents Act), where applicable
• Professional obligations applicable to psychological services

2. Who We Are

Oak Intercultural Psychology INC provides psychological and mental health-related services for:

• Adults
• Children and adolescents
• Refugees and asylum seekers
• Individuals referred by insurers or organizations
• Corporate and institutional clients

Offices

Montréal Office
17th floor – 2001 Boulevard Robert-Bourassa
Montréal, Québec H3A 2A6
Canada

Saint-Lambert Office
298 rue Elm
Saint-Lambert, Québec J4P 1W3
Canada

Privacy Contact
Email: admin@oakpsyclinic.com

3. Information We Collect

We may collect the following categories of information:

Identification Information

• Full name
• Date of birth
• Address
• Telephone number
• Email address

Clinical and Health Information

• Psychological history
• Consultation notes
• Assessments and reports
• Mental health-related information
• Referral information

Payment and Billing Information

• Payment records
• Insurance-related information
• Invoices and receipts

Website and Technical Information

When visiting our website, we may collect:

• IP address
• Browser type
• Device information
• Cookies and analytics data
• Website usage information

Communication Information

• Emails
• Website contact forms
• Appointment-related communications
• Telehealth communications

4. How We Use Personal Information

We may use personal information to:

• Provide psychological and mental health services
• Conduct assessments and consultations
• Offer telepsychology or telehealth services
• Respond to inquiries
• Process payments
• Issue invoices and receipts
• Communicate with insurers or authorized organizations
• Improve our services and website
• Meet legal, ethical, and professional obligations
• Protect against fraud, security risks, or misuse

5. Consent

By using our services, website, or communicating with us, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy, subject to applicable legal requirements.

Consent may be withdrawn at any time where legally permissible, although withdrawal may affect our ability to provide services.

For minors, consent may be obtained from a parent or legal guardian when required by law.

6. Telehealth and Digital Platforms

We may use secure third-party platforms and technologies including:

• Google Workspace
• Our CRM/telehealth platform
• Zoom
• Microsoft Teams

These platforms may store or process information outside Québec or Canada.

Although we take reasonable measures to ensure confidentiality and security, no electronic communication system can be guaranteed to be completely secure.

Clients participating in telehealth services acknowledge the inherent risks associated with online communications.

7. Disclosure of Information

We do not sell personal information.

We may disclose information:

• With client consent
• To insurers or authorized payers
• To healthcare professionals involved in care
• When legally required
• In emergency or safety situations
• To regulatory or professional authorities where required

Service providers assisting us in operations may access information only as necessary and under confidentiality obligations.

8. Data Retention

Personal information and clinical records are retained in accordance with:

• Applicable Québec laws
• Professional regulatory obligations
• Insurance and legal requirements

When information is no longer required, it is securely destroyed or anonymized.

9. Security Measures

We implement reasonable administrative, technical, and physical safeguards to protect personal information, including:

• Restricted access to records
• Secure digital systems
• Password-protected accounts
• Encryption where appropriate
• Staff confidentiality obligations

Despite our efforts, no method of transmission or storage is entirely secure.

10. International Data Transfers

Some service providers may process or store information outside Québec or Canada.

Where applicable, we take reasonable steps to ensure that appropriate privacy protections are maintained.

11. Cookies and Website Analytics

Cookies and Website Analytics

Our website may use:

• Cookies
• Analytics tools
• Performance monitoring technologies

These technologies help us:

• Improve website functionality
• Understand website traffic
• Enhance user experience

Users may disable cookies through browser settings, although some website features may not function properly.

12. Marketing Communications

In the future, we may send newsletters or informational communications.

Users may unsubscribe at any time using the unsubscribe option included in communications.

We do not send marketing communications without appropriate consent where legally required.

13. Your Rights

Subject to applicable laws, individuals may request:

• Access to personal information
• Correction of inaccurate information
• Withdrawal of consent
• Information regarding how data is used
• Deletion where legally permissible

Requests may be sent to:
admin@oakpsyclinic.com

14. Confidentiality Incidents

In the event of a confidentiality or security incident involving personal information, we will take measures required under applicable laws, including:

• Assessing risks
• Mitigating harm
• Notifying affected individuals when required
• Maintaining incident records

15. Children and Minors

We provide services to minors in accordance with applicable Québec laws and professional standards.

Parents or legal guardians may be involved where legally required or clinically appropriate.

16. Third-Party Websites

Our website may contain links to third-party websites or platforms.

We are not responsible for the privacy practices or content of external websites.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The most recent version will always be available on our website.

18. Contact Us

For questions regarding privacy or personal information:

Oak Intercultural Psychology INC
Email: admin@oakpsyclinic.com

Montréal Office
17th floor – 2001 Boulevard Robert-Bourassa
Montréal, QC H3A 2A6

Saint-Lambert Office
298 rue Elm
Saint-Lambert, Québec J4P 1W3