Privacy Commitment
The National Institute of Hypnotherapy is committed to protecting the privacy, confidentiality, and security of your personal information. We recognize the importance of safeguarding the information entrusted to us and strive to maintain the highest standards of privacy protection.
This Privacy Policy outlines how we collect, use, disclose, store, and protect personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and any applicable provincial privacy laws.
1. Collection of Personal Information
We collect only the information reasonably necessary to provide our professional services and operate our practice effectively.
Depending on the services you receive, we may collect:
- Name, address, telephone number, and email address
- Date of birth
- Emergency contact information
- Health, wellness, and personal history relevant to the services provided
- Intake forms, assessments, session notes, and treatment records
- Appointment and scheduling information
- Payment and billing information
- Communications between you and our practice
Personal information is collected directly from you whenever possible and only with your knowledge and consent.
2. Use of Personal Information
Your personal information may be used for the following purposes:
- Determining suitability for services
- Developing and delivering individualized care
- Maintaining clinical records
- Scheduling appointments and communicating with you
- Processing payments and issuing receipts
- Managing administrative and business operations
- Meeting legal, ethical, professional, and regulatory obligations
We will not use your personal information for purposes other than those identified above without your consent, unless required or permitted by law.
3. Disclosure of Personal Information
We do not sell, rent, or trade personal information.
Information may be disclosed only under the following circumstances:
- With your express consent
- To other healthcare or wellness professionals involved in your care, where appropriate and authorized
- When required by law, court order, subpoena, or regulatory authority
- Where there is a legal or ethical duty to report, including situations involving risk of serious harm to yourself or others
- To trusted third-party service providers who assist in the operation of our practice, such as secure scheduling systems, electronic records systems, website providers, payment processors, or cloud storage providers
All service providers are expected to maintain appropriate privacy and security safeguards and access information only as necessary to perform their services.
4. Professional Consultation and Quality Assurance
To ensure the highest quality of care, practitioners may occasionally engage in professional consultation, supervision, peer review, or case discussion.
Any such discussions are conducted confidentially and, whenever possible, identifying information is removed or minimized. These consultations are undertaken solely for professional development, quality assurance, and client care purposes.
5. Storage and Protection of Information
We take reasonable administrative, technical, and physical safeguards to protect personal information from loss, theft, unauthorized access, disclosure, copying, use, or modification.
Safeguards may include:
- Secure electronic record systems
- Password-protected and encrypted devices
- Secure cloud storage solutions
- Restricted access to client information
- Confidentiality agreements where appropriate
- Secure disposal of records when no longer required
While no system can guarantee absolute security, we continuously strive to maintain industry-standard safeguards to protect your information.
6. Record Retention
Client records are retained in accordance with applicable legal, professional, and regulatory requirements. Once the required retention period has expired, records will be securely destroyed or permanently deleted in a manner that protects confidentiality.
7. Electronic Communications
While reasonable precautions are taken to protect electronic communications, email and internet-based communications may not be completely secure.
By communicating with us electronically, you acknowledge and accept the inherent risks associated with electronic communication.
Virtual sessions may be conducted using secure platforms selected to support privacy and confidentiality.
8. Website Information and Cookies
Our website may collect limited technical information such as IP addresses, browser type, pages visited, and website usage statistics. This information is used to improve website performance and user experience.
Our website may also use cookies or similar technologies. You may adjust your browser settings to manage cookie preferences.
9. Your Rights
Subject to legal and professional limitations, you have the right to:
- Access your personal information
- Request corrections to inaccurate or incomplete information
- Withdraw consent for certain uses of your information
- Ask questions about how your information is handled
- File a complaint regarding our privacy practices
Requests will be addressed within a reasonable timeframe and in accordance with applicable legislation.
10. Privacy Questions Contact
Questions, concerns, requests for access, or privacy-related complaints may be directed to:
info@nihyp.com
11. Changes to This Policy
This Privacy Policy may be updated periodically to reflect changes in legal requirements, technology, or business practices.
The most current version will always be available on our website. Continued use of our services following any updates constitutes acceptance of the revised policy.
Last Updated: 31 May 2026
