Privacy Policy
Updated June 5, 2026
At Terra Counselling, we are committed to protecting your privacy and handling your personal information with care, confidentiality, and respect. This Privacy Policy explains how we collect, use, store, and protect information shared through our website, communications, and counselling services.
By using our website, contacting us, or engaging with our services, you agree to the practices described in this policy.
You can familiarize yourself with our privacy practices, accessible via the headings below, and contact us if you have any questions.
Information We Collect
We may collect personal information that you voluntarily provide, including:
- Name
- Email address
- Phone number
- Emergency contact information
- Information submitted through contact forms or consultation requests
- Appointment and billing information
- Insurance information, when applicable
- Information shared during the counselling process
We may also collect limited technical information automatically through website analytics tools, such as:
- IP address
- Browser type
- Device information
- Pages visited
- Approximate geographic region
- Website usage patterns
Please avoid sharing sensitive or detailed clinical information through public website forms or unsecured email whenever possible.
How We Use Information
We use information only as reasonably necessary to:
- Respond to inquiries and consultation requests
- Provide counselling and psychotherapy services
- Schedule and manage appointments
- Maintain clinical and administrative records
- Process payments and provide insurance receipts
- Communicate regarding care, services, or scheduling
- Improve website functionality and user experience
- Meet legal, ethical, and professional obligations
We do not sell personal information or use clinical information for advertising purposes.
Consent
By contacting us, submitting forms, booking appointments, or participating in services, you consent to the collection and use of your information as described in this policy.
Where appropriate, consent may be:
- Implied for purposes directly related to providing services
- Explicit for uses outside normal care or administrative purposes
You may withdraw consent where legally and professionally permitted, understanding that certain records may still need to be retained to comply with legal, ethical, insurance, or regulatory requirements.
Website Forms and Communications
If you submit a form through our website, we may use your information to:
- Respond to your inquiry
- Schedule a consultation
- Provide information about our services
We may communicate with you by:
- Phone
- Secure booking systems
- SMS/text messaging, if consented
Please note that standard email and SMS communications may not always be fully secure. We encourage clients not to send highly sensitive clinical information through these channels.
SMS Communications
If you consent to receive text messages from Terra Counselling, we may send SMS communications related to:
- Appointment reminders
- Scheduling updates
- Follow-up communication
- Clinic updates
- Educational or psychoeducational content related to our services
Message frequency may vary depending on your interaction with our clinic. Standard message and data rates may apply based on your mobile carrier plan. You may opt out of SMS communications at any time by replying STOP or by contacting us directly.
Phone numbers and SMS consent information are not shared with third parties or affiliates for marketing purposes.
Cookies and Website Analytics
Our website may use cookies or similar technologies to improve website performance and understand general visitor activity. These tools may collect non-clinical information such as:
- Browser type
- Device type
- Pages visited
- Time spent on pages
You can modify your browser settings to disable cookies if preferred.
Third-Party Platforms and Services
To support our operations and services, we may use secure third-party platforms, including:
- JaneApp for appointment booking, intake forms, and secure record management
- Zoom for virtual counselling sessions
- Secure payment processors
- Encrypted email or communication systems
These providers maintain their own privacy and security practices. We make reasonable efforts to use reputable platforms appropriate for professional counselling services.
Disclosure of Information
We may share information only:
- With your consent
- When necessary to coordinate care
- With trusted service providers supporting clinic operations
- When required or permitted by law
- Where there are concerns regarding safety, risk of harm, abuse, neglect, or legal obligations
We do not sell or trade personal information.
Retention of Information
We retain records only for as long as necessary to:
- Provide services
- Comply with professional and legal obligations
- Maintain required clinical documentation
- Resolve disputes or enforce agreements
Retention periods may vary based on applicable laws, insurance requirements, and professional standards.
Your Privacy Rights
Subject to legal and professional limitations, you may have the right to:
- Request access to your personal information
- Request corrections to inaccurate information
- Withdraw consent where applicable
- Ask questions about how your information is handled
Requests may be submitted in writing using the contact information below.
Third-Party Links
Our website may contain links to external websites or platforms. We are not responsible for the privacy practices or content of third-party sites and encourage you to review their policies independently.
Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in services, technology, legal requirements, or professional standards.
Updated versions will be posted on this page with a revised effective date.
Contact Us
If you have questions or concerns regarding this Privacy Policy or how your information is handled, please contact:
Terra Counselling
📧 contact@terracounselling.com
📞 778-375-2180
🌐 terracounselling.com