Privacy Policy

Effective date: September 1, 2025

Entity: Psychport Inc. ("Psychport", "we", "us", "our")

Website: https://psychport.ca

Contact (Privacy Officer): info@psychport.ca

1) Scope

This Policy explains how we collect, use, disclose, and protect personal information when you use Psychport's website, therapist directory, account areas, and related services (the "Services"). By using the Services, you agree to this Policy.

Psychport is a directory and community platform for mental-health professionals. We are not a healthcare provider and do not provide medical advice. Individual therapists and clinics using Psychport ("Clinicians") operate independently and remain responsible for their own professional and legal obligations.

2) PHIPA Status & Roles

PHIPA status. Psychport does not collect, store, access, or otherwise handle Personal Health Information (PHI) on our systems. Psychport is not a "health information custodian" (HIC) under Ontario's Personal Health Information Protection Act, 2004 (PHIPA).

Any PHI that a website visitor ("Visitor") chooses to share with a Clinician occurs outside of our Services (for example, by emailing the Clinician directly).

When a Visitor communicates with a Clinician by email, phone, or other channel not provided by Psychport, the Clinician is solely responsible for that information and for compliance with PHIPA (or other applicable laws).

Controller. For public website use, clinician listings, user accounts, marketing, analytics, and payments, Psychport acts as the data controller of the personal information we collect and process.

Service Provider/Processor (limited). If we ever provide optional tools where a Clinician instructs us to process personal information on their behalf (and not PHI), we act as their service provider/processor under a separate agreement. Psychport does not offer features for storing or managing PHI.

Important: Do not upload, enter, or transmit PHI through Psychport. If you are a Visitor seeking care, contact Clinicians directly using their listed contact details. If you are a Clinician, do not use Psychport to collect or store PHI.

3) Information We Collect (No PHI)

You provide (non-PHI):

  • Clinician/clinic profiles: name, practice details, credentials, regulatory number, specialties, modalities, location, images, pricing, availability preferences.
  • Verification: identity/credential documents and related metadata.
  • Account & communications: account details, support messages, feedback, surveys, onboarding information.
  • Marketing preferences: newsletter opt-in, communication settings.

Automatically collected:

  • IP address, browser/device type, operating system, pages viewed, timestamps, approximate location.
  • Cookies and similar technologies for security, functionality, performance, and preferences.

Third parties:

  • Payment processor (Stripe): transaction status, billing contact, limited payment metadata. We do not store full card numbers.

4) How We Use Information

We use non-PHI personal information to:

  • Provide, secure, and maintain the Services.
  • Create and manage Clinician listings and user accounts.
  • Verify credentials and prevent fraud.
  • Process payments, subscriptions, and refunds.
  • Communicate with you (support, onboarding, service notices).
  • Personalize and improve the Services.
  • Market Psychport with appropriate consent.
  • Comply with legal obligations and enforce our Terms.

5) Cookies & Analytics

We use essential cookies for security and login. Optional cookies may support performance analytics, remembering preferences, and advertising/retargeting (if enabled). You may disable cookies in your browser; some features may be limited.

6) Payments

Payments are processed by Stripe. Psychport does not collect or store your full credit-card details. Stripe securely handles card data; we receive limited transaction records for receipts, dispute resolution, and accounting.

7) Sensitive Information (No PHI on Psychport)

Do not provide PHI or highly sensitive medical details on Psychport. We do not host intake forms that collect PHI. If you choose to email a Clinician directly and share PHI, that communication is outside our Services and is the Clinician'sresponsibility under PHIPA or other applicable laws.

8) How We Share Information

We do not sell personal information. We may share personal information with:

  • Service providers (hosting, email, analytics, support, payments) under appropriate contractual safeguards.
  • Clinicians only to the extent you intentionally engage with features that share your non-PHI information with them (e.g., following or bookmarking a profile, if such features exist).
  • Legal authorities where required by law.
  • Successors in case of merger, acquisition, or sale, subject to continued protection consistent with this Policy.

9) International Transfers

Information may be stored or processed outside your province or country. We apply appropriate safeguards in such cases.

10) Security

We use administrative, technical, and physical safeguards (including encryption in transit, access controls, and monitoring). No system is completely secure. You are responsible for maintaining secure passwords and devices.

11) Retention

We retain data only as long as necessary for the purposes described:

  • Account data: while active plus a reasonable period.
  • Verification files: deleted after review unless required by law.
  • Marketing preferences: until you change or withdraw consent.
  • Transaction records: retained as required by tax and accounting laws.

12) Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or restrict processing of your personal information; to data portability; to object; and to withdraw consent. To exercise rights, email info@psychport.ca.

13) Email Marketing

We send marketing emails only with your consent or as allowed by law. You may unsubscribe at any time. Service-related messages (e.g., receipts, security alerts) will still be sent.

14) Children's Privacy

The Services are intended for individuals 18 years or older. We do not knowingly collect data from children under 18.

15) Clinician Responsibilities

Clinicians are responsible for the accuracy and legality of their listings and for complying with their own privacy, professional, and record-keeping obligations. Clinicians must not use Psychport to collect, store, or manage PHI. Any PHI received via email, phone, or other off-platform channels is the Clinician's responsibility under PHIPA or other applicable laws.

16) Automated Decision-Making

Psychport does not make legally significant decisions based solely on automated processing. Any matching or discovery tools are assistive only.

17) Third-Party Links

Our Services may link to third-party websites or tools. Their practices are governed by their own privacy policies.

18) Changes to this Policy

We may update this Policy. The effective date will always be updated, and material changes will be communicated as appropriate. Your continued use of the Services means you accept the revised Policy.

Contact

Privacy Officer

info@psychport.ca

Psychport Inc.