PRIVACY POLICY

Last updated: September 5, 2026

Rory Batchilder Psychotherapy is committed to respecting and protecting your privacy. This Privacy Policy describes how personal information may be collected, used, protected and disclosed when you visit this website, contact the practice, or receive psychotherapy services.

Rory Batchilder, M.Ed., RP, CCC (CRPO Registration #002563) is a Registered Psychotherapist providing virtual psychotherapy and related professional services from Ontario, Canada.

1. Privacy Responsibility

As an independent Registered Psychotherapist, Rory Batchilder is the Health Information Custodian responsible for personal health information held by the practice. Client information is handled in accordance with applicable Ontario law, including the Personal Health Information Protection Act, 2004 (PHIPA), and the professional standards of the College of Registered Psychotherapists of Ontario (CRPO).

2. Information Collected Through This Website

When you visit this website, certain technical information may be collected automatically by the website platform and its service providers. This may include your IP address, browser or device type, pages visited, referring website, approximate location, and the date and time of your visit. Cookies and similar technologies may also be used for website operation, security and analytics.

If you contact the practice through a website form, email, telephone or another contact method, information you voluntarily provide—such as your name, email address, telephone number and message—may be received and used to respond to your inquiry.

Please do not include unnecessary sensitive personal or health information in a general website contact form or ordinary email. Initial website inquiries should generally be limited to the information necessary to establish contact and determine whether services may be appropriate.

3. Personal Health Information and Psychotherapy

Once you become a client, the practice may collect and maintain personal health information reasonably necessary to provide psychotherapy, document care, communicate with you, arrange appointments, process payments or eligible third-party funding, and meet professional, ethical and legal obligations.

Client records may include clinical records, appointment information and financial records.

Personal health information obtained through the therapeutic relationship is not sold or used for advertising or marketing purposes.

4. How Personal Information Is Used

Information may be used as reasonably necessary to:

• respond to inquiries about services;
• arrange and manage appointments;
• provide psychotherapy and related professional services;
• communicate with clients;
• maintain appropriate clinical, appointment and financial records;
• prepare invoices and process payments, insurance or eligible third-party funding;
• operate and secure the practice and website; and
• comply with professional, regulatory and legal obligations.

Only information reasonably necessary for these purposes is collected, used or disclosed.

5. Confidentiality and Limits to Confidentiality

Information disclosed in psychotherapy is confidential and is not ordinarily disclosed to another person or organization without the client's consent.

There are, however, circumstances in which disclosure may be required or permitted by law or professional obligations. These can include certain situations involving risk of serious harm, child-protection obligations, a valid court order or other lawful authority, or other circumstances in which disclosure is authorized or required by law.

The nature and limits of confidentiality are discussed more fully with clients as part of the psychotherapy informed-consent process.

6. Electronic and Virtual Practice

Psychotherapy services are provided virtually. Reasonable safeguards are used when communicating, maintaining records and providing services electronically. These may include appropriate access controls, passwords, security measures and technology selected with the sensitivity of personal health information in mind.

No electronic communication, videoconferencing platform, email system or internet transmission can be guaranteed to be completely secure. Clients are encouraged to use appropriate privacy precautions when participating in virtual psychotherapy.

7. Service Providers

The practice may use third-party service providers for functions such as website hosting, electronic communications, videoconferencing, scheduling, payment processing, record keeping or other administrative services.

Reasonable steps are taken to protect personal health information and to select and use services appropriate to the sensitivity of the information involved.

Some technology providers may process or store information outside Ontario or Canada. Information processed in another jurisdiction may be subject to the laws of that jurisdiction.

8. Security and Safeguards

Reasonable administrative, technical and physical safeguards are used to protect personal health information against theft, loss and unauthorized access, use, disclosure, copying, modification or disposal.

Records are maintained and disposed of in a manner intended to preserve their confidentiality and security.

In the event of a privacy breach, the practice will take reasonable steps to contain and investigate the incident and will provide notifications required by applicable law.

9. Access and Correction of Client Records

Clients generally have the right under PHIPA to request access to their personal health information and to request correction of information they believe is inaccurate or incomplete, subject to exceptions provided by law.

Requests may be directed to Rory Batchilder. Formal access requests will be addressed within the time periods required under PHIPA.

If a client is dissatisfied with the handling of an access or correction request, or has concerns regarding the privacy of their personal health information, they may contact the Information and Privacy Commissioner of Ontario (IPC) and/or the College of Registered Psychotherapists of Ontario (CRPO), as applicable.

10. Retention and Disposal of Records

Clinical, appointment and financial records are retained for the periods required by applicable law and CRPO professional standards. When records are no longer required to be retained, they are disposed of securely in a manner appropriate to the sensitivity of the information.

11. Cookies and Website Analytics

This website may use cookies or similar technologies necessary for website functionality and to understand general website usage. Third-party website providers may also collect technical information in accordance with their own privacy policies.

Visitors can generally control or delete cookies through their browser settings, although disabling cookies may affect some website functions.

12. External Links and Online Resources

This website may contain links to external websites, questionnaires, educational resources or other third-party services. Rory Batchilder Psychotherapy does not control the privacy, security or content practices of those external services. Visitors should review the applicable privacy policies before providing personal information to a third-party website.

13. Changes to This Privacy Policy

This policy may be updated periodically to reflect changes in professional requirements, applicable law, technology or practice operations. The most current version will be posted on this website with its revision date.

14. Privacy Questions, Requests or Complaints

Privacy questions, concerns, access or correction requests, or complaints may be directed to:

Rory Batchilder, M.Ed., RP, CCC
CRPO Registration #002563
Rory Batchilder Psychotherapy
Ottawa, Ontario, Canada
Telephone: (613) 898-1685
Email: Please use the contact information provided on this website.

Individuals may also contact the Information and Privacy Commissioner of Ontario regarding concerns about the handling of personal health information or their rights under PHIPA.