Privacy Policy
Effective Date: January 12, 2026
Solace Psychology & Wellness (“Solace,” “we,” “our,” or “us”) is committed to protecting the privacy, confidentiality, and security of personal information collected through our clinical services, wellness services, website, digital platforms, and related communications. We recognize the sensitive nature of personal and health information and take our responsibilities seriously.
This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in accordance with:
Alberta’s Personal Information Protection Act (PIPA)
Alberta’s Health Information Act (HIA), where applicable
Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA)
Applicable professional and ethical standards
By accessing our website or engaging in our services, you consent to the practices described in this Privacy Policy. If you do not agree, please discontinue use of our website and services.
1. Scope & Consent
This Privacy Policy applies to all personal information collected by Solace Psychology & Wellness through:
Psychological counselling and assessment services
Product or gift card purchases
Wellness services (including massage therapy and complementary services)
Intake, booking, consent forms, and newsletter subscriptions
Website and social media interactions and digital tools
Communications by phone, email, text, social media, or online platforms
Consent may be express or implied and may be withdrawn at any time, subject to legal and professional obligations.
2. Information We Collect
2.1 Personal & Clinical Information
When you engage in services with Solace, we may collect information necessary to provide safe, ethical, and effective care, including:
Identifiers: Name, contact information, date of birth, emergency contacts
Clinical Information: Health history, presenting concerns, treatment goals, session notes, assessment data
Billing & Insurance Information: Payment details, extended health benefits, claim information
Communications: Emails, messages, appointment reminders, and administrative correspondence. We may retain a log of communications.
Information is collected only as required to provide services, support continuity of care, and meet legal and regulatory obligations.
2.2 Website, Cookies & Analytics Data
When you visit our website, we may collect limited, non-identifying information such as:
IP address (anonymized where possible)
Browser and device type
Pages visited, time spent, and navigation patterns
Cookie and tracking data
Tools may include:
Google Analytics (with IP anonymization)
Website cookies required for functionality
- Meta Pixel
This data is used solely to improve website functionality and user experience and is never linked to your clinical records. You may restrict cookies through your browser settings.
3. How We Use Personal Information
We use personal information for the following purposes:
To provide psychological, wellness, and related services
To conduct assessments and maintain clinical records
To schedule appointments and send service-related communications
To process payments and insurance claims
To ensure compliance with legal, ethical, and regulatory requirements
To improve our services, website, and internal operations
Clinical personal health information is never used for marketing purposes.
4. Disclosure of Personal Information
4.1 With Your Consent
With your informed consent, information may be disclosed for:
Coordination of care with other healthcare providers
Insurance billing or third-party payors
Employer-sponsored or third-party-funded programs (limited to necessary information as required by third party or employer)
4.2 Without Consent (Legal & Ethical Exceptions)
We may disclose personal information without consent when required or permitted by law, including:
Court orders or subpoenas
Reporting child, youth, dependent adult or animal abuse or neglect
Imminent risk of serious harm to you or others
Regulatory or professional investigations
As otherwise required under PIPA, HIA, or PIPEDA
Any disclosure is limited to the minimum information necessary.
4.3 Third-Party Service Providers
We may share limited information with trusted third-party service providers who support our operations, including:
Practice management and booking systems (e.g., Jane)
Secure electronic record systems
Payment processors
IT, security and website hosting providers
All third-party providers are required to safeguard information and use it only for authorized purposes.
5. Accuracy of Information
We make reasonable efforts to ensure personal information is accurate and up to date. Clients are encouraged to inform us promptly of any changes to their information.
6. Data Storage & Security
We use administrative, technical, and physical safeguards to protect personal information, including:
Secure servers and encrypted platforms
Access controls and role-based permissions
Confidentiality agreements and professional standards
Where possible, records are stored in Canada. Some third-party providers may store or process information outside Canada, where different privacy laws may apply.
In the event of a privacy breach involving personal information, we will notify affected individuals and relevant authorities as required by law.
7. Retention of Information
Records are retained in accordance with legal and regulatory requirements:
Adult clinical records: Minimum of 10 years after the last date of service
Minor clinical records: Minimum of 10 years after the client reaches age 18
Billing and administrative records: At least 7 years
Website analytics data: Retained according to platform-specific policies
Records may be retained longer where required to meet legal, regulatory, or professional obligations. Information is securely destroyed or anonymized when no longer required.
8. Your Rights
Subject to applicable laws, you have the right to:
Request access to your personal information
Request corrections to inaccurate or incomplete information
Withdraw consent for certain uses of your information
Request restrictions on disclosure, where permitted by law
File a complaint with the Office of the Information and Privacy Commissioner of Alberta
Requests may be subject to legal and professional limitations.
9. External Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of external sites and encourage you to review their privacy policies.
10. Children & Minors
We do not knowingly collect personal information from minors without appropriate consent, except as permitted by law. Parents or guardians must contact us regarding their child’s information.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically. Updates will be posted on our website with a revised effective date.
12. Contact Information
For privacy questions, access requests, or concerns, please contact:
Solace Psychology & Wellness
#205, 2435 90B Street SW
Edmonton, AB T6X 1V8, Canada
Email: hello@solacewellness.ca
Phone: 780-702-1079
We aim to respond to privacy-related requests within 30 days, as required by law. Access to personal information may be limited where permitted or required under applicable privacy legislation. In such cases, we will make reasonable efforts to sever or redact non-disclosable information and provide access to the remaining information. Where access cannot be provided, we will communicate the reasons for the refusal, subject to legal or regulatory constraints.