Privacy Policy

About ViaPsych

ViaPsych is a matching and coordination platform that connects individuals with licensed psychologists for diagnostic assessments and clinical consultations. ViaPsych is not a healthcare provider and does not provide clinical services. All clinical services are provided independently by licensed psychologists who are not employees or agents of ViaPsych.

This Privacy Policy governs the collection, use, and disclosure of personal information by ViaPsych in connection with our platform and services. Our practices are governed by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy legislation, including the Personal Health Information Protection Act (PHIPA) where applicable.

By using the ViaPsych platform, submitting an intake request, or applying to join the provider network, you consent to the collection, use, and disclosure of your personal information as described in this policy.

Information We Collect

From clients

When you submit a matching request through ViaPsych, we collect the information you provide in the intake form, which may include:

• Your name, email address, and phone number
• Your province and location preferences
• The type of service you are seeking
• Who the service is for (yourself, a child, a family member)
• Any language preference for your matched clinician
• Relevant clinical context you choose to share to assist with matching
• Insurance or benefits information relevant to your request
• Any additional context you provide in open-text fields

You are not required to provide detailed clinical or health information to submit a request. We ask only for what is necessary to identify a suitable match.

From clinicians

When you submit a provider application, we collect the information you provide in the application form, which may include:

• Your name, professional title, and credentials
• Your regulatory college registration number and current registration status with the College of Psychologists of Ontario (CPO), including whether you are in autonomous practice or supervised practice
• Details of your graduate degree, graduate program, and institution
• Whether your graduate program was accredited and by which accrediting body
• Details of any predoctoral residency or internship completed
• Details of any supervised practice completed or currently in progress
• Your areas of competence as declared to the CPO
• Languages in which you provide services
• Your practice location and service delivery preferences
• Your areas of practice and availability
• Contact and professional website information

This information is collected to support accurate clinical matching and to ensure alignment with current standards from the College of Psychologists of Ontario related to competency, supervision, and scope of practice.

Website usage data

We collect standard website usage information through cookies and analytics tools, including IP addresses, browser type, pages visited, and time spent on the site. This information is used to improve the platform and is not linked to personally identifiable information unless you have submitted a form.

How We Use Your Information

ViaPsych uses the personal information you provide solely for the following purposes:

• To review your intake request and identify a suitable licensed psychologist match
• To contact you to confirm your request, communicate your match, and coordinate next steps
• To share relevant intake information with your matched psychologist to facilitate the connection
• To process and manage provider applications
• To communicate operational information about the platform
• To comply with legal obligations

We do not use your personal information for marketing purposes, nor do we sell your information to third parties. We do not use your information for any purpose beyond those listed above without your explicit consent.

Disclosure of Information

ViaPsych does not sell, rent, or trade your personal information. We disclose your information only in the following circumstances:

To your matched psychologist

In order to facilitate your match, ViaPsych shares relevant intake information with the psychologist identified for your request. This includes your name, contact information, service type, and relevant context you provided. By submitting an intake request, you consent to this limited information sharing for the purpose of coordination.

Service providers

ViaPsych may use third-party service providers to operate the platform, including hosting, communication, and analytics services. These providers are contractually required to handle your information securely and use it only for the purposes for which it was shared.

Legal requirements

We may disclose personal information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the safety of any individual.

Clinical Information

ViaPsych is a coordination platform, not a clinical provider. We do not receive, store, or have access to clinical records, assessment reports, diagnostic conclusions, or any information generated during your appointments with your matched psychologist.

All clinical records are the responsibility of your psychologist and are managed in accordance with their professional obligations, including PHIPA where applicable. Requests for clinical records should be directed to your psychologist directly.

The personal information you share with ViaPsych through the intake form is limited to what is necessary to identify and coordinate your match. We encourage you not to share detailed clinical histories or sensitive health information in intake forms beyond what is reasonably necessary to describe your service needs.

Data Retention

ViaPsych retains personal information only as long as necessary for the purposes for which it was collected, or as required by law.

• Client intake information is retained for the duration of the coordination process and for a reasonable period following the confirmation of a match to manage any questions or concerns arising from the process.
• Provider application information is retained for the duration of your participation in the network and for a reasonable period following the end of the relationship.
• Website analytics data is retained in accordance with the data retention policies of the applicable analytics platform.

When your information is no longer required, we take reasonable steps to securely destroy or de-identify it.

Security

ViaPsych implements reasonable administrative, technical, and physical safeguards to protect personal information from unauthorized access, use, disclosure, or loss.

No method of transmission over the internet or electronic storage is completely secure. While we take reasonable precautions to protect your information, we cannot guarantee absolute security. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately at the address below.

Your Rights

Under PIPEDA and applicable Ontario privacy legislation, you have the following rights with respect to your personal information held by ViaPsych:

• Right of access: You may request access to the personal information we hold about you.
• Right to correction: You may request that we correct inaccurate or incomplete personal information.
• Right to withdrawal of consent: You may withdraw consent to the collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions. Note that withdrawal of consent may affect our ability to complete the coordination service.
• Right to complain: You have the right to complain to the Office of the Privacy Commissioner of Canada (OPC) or the Information and Privacy Commissioner of Ontario (IPC) if you believe your privacy rights have been violated.

To exercise any of these rights, contact us at the address provided in Section 12.

Cookies and Tracking

The ViaPsych website uses cookies and similar tracking technologies to improve your experience and understand how the site is used. Cookies are small text files stored on your device when you visit our site.

We use the following types of cookies:

• Essential cookies: Required for the site to function. These cannot be disabled.
• Analytics cookies: Used to understand how visitors interact with the site. This information is collected in aggregate and is not linked to individual identities.

You can control the use of non-essential cookies through your browser settings or through our cookie consent banner. Disabling analytics cookies will not affect your ability to use the platform.

Third-Party Links

The ViaPsych website may contain links to third-party websites, including clinician practice websites. ViaPsych is not responsible for the privacy practices or content of third-party sites. We encourage you to review the privacy policies of any site you visit that is not operated by ViaPsych.

Changes to This Policy

ViaPsych may update this Privacy Policy from time to time to reflect changes to our practices, legal requirements, or the platform. The effective date at the top of this policy reflects the date of the most recent revision.

Material changes to this policy will be communicated to registered users by email. Continued use of the ViaPsych platform following notification of changes constitutes your acceptance of the updated policy.

Contact Us

For privacy-related questions, requests, or concerns, please contact ViaPsych at:

We will respond to privacy inquiries within a reasonable timeframe, in accordance with applicable privacy law. If you are not satisfied with our response, you have the right to contact the Office of the Privacy Commissioner of Canada or the Information and Privacy Commissioner of Ontario.

Office of the Privacy Commissioner of Canada
www.priv.gc.ca | 1-800-282-1376

Information and Privacy Commissioner of Ontario
www.ipc.on.ca | 1-800-387-0073