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Privacy Policy

 Last updated: July 10th 2026

Kaïa Psychologie Inc. ("Kaïa", "we", "us", or "our") respects your privacy and is committed to protecting the personal information you entrust to us. This Privacy Policy explains what personal information we collect through our website and online tools, why we collect it, how we use and protect it, who we share it with, and the rights you have under Québec's Act respecting the protection of personal information in the private sector (as modernized by Law 25).

Scope 

This policy covers personal information collected through our website (kaiapsychology.com), our contact and booking tools, our email communications, and our analytics. Clinical and therapeutic records created in the course of professional services are additionally protected by professional secrecy and by the specific consents you provide at intake, and are governed by the rules of the relevant professional orders (OPQ, OTSTCFQ, OSQ) and applicable law.

1. Who is responsible for your personal information

Kaïa Psychologie Inc. is responsible for the personal information it holds. We have designated a Person Responsible for the Protection of Personal Information (Privacy Officer), whom you can contact for any question, request, or complaint regarding this policy or your personal information:

  • Privacy Officer, Kaïa Psychologie Inc.

  • Email: info@kaiapsychology.com

  • Phone: (514) 500-1021

  • Address: 5929 Trans-Canada Highway, Suite 110, Saint-Laurent, Québec H4T 1Z6

2. What personal information we collect

Depending on how you interact with us, we may collect:

  • Information you give us through the contact form: your name, email address, phone number, the subject you select ("what can we help with"), and the content of your message.

  • Information you give us when you book an appointment: appointments are booked through Jane (our third-party booking and practice-management platform), where you create an account and provide the information required to schedule and attend a session.

  • Information collected automatically when you visit the site: through cookies and similar technologies, we and our providers may collect your IP address, device and browser type, pages viewed, and how you arrived at and moved through the site (see Section 7).

  • Information for email communications: if you subscribe to or receive our newsletters, your email address and engagement with those emails.

Sensitive information. The reason you select or describe when contacting us may reveal information about your health or personal situation. Health information is sensitive personal information. We only collect it where you choose to provide it, we use it only to respond to you and provide our services, and we obtain your express consent for its collection and use.

3. Why we collect your personal information

We use your personal information to:

  • respond to your inquiries and communicate with you;

  • schedule, confirm, and provide appointments and services;

  • match you with an appropriate clinician;

  • send you administrative messages and, with your consent, newsletters or updates;

  • operate, secure, analyze, and improve our website;

  • meet our professional, legal, and regulatory obligations.

We collect only the personal information necessary for these purposes.

4. Consent

We collect, use, and disclose your personal information with your consent. By submitting a form or booking an appointment, you consent to the collection and use of that information for the purposes described above. For sensitive information (such as health-related details), your consent is express. Where we use non-essential cookies or send marketing emails, we rely on your opt-in consent.

You may withdraw your consent at any time (this will not affect the lawfulness of processing before withdrawal, and may limit our ability to provide certain services). To withdraw consent, contact our Privacy Officer, or use the unsubscribe link in any marketing email.

5. Minors

We do not knowingly collect personal information from a minor under 14 without the consent of a person having parental authority or of the tutor, except where the information is clearly for the minor's benefit. Where our services involve a minor, we obtain the appropriate parental or tutor consent.

6. Who we share your personal information with

We do not sell your personal information. We share it only with service providers who help us operate, and only as needed:

  • Jane (Jane Software Inc.) — appointment booking and practice management (data hosted in Canada);

  • Wix — website hosting and forms;

  • Google — website analytics (Google Analytics 4) and advertising measurement;

  • Wix Email Marketing — sending newsletters and email communications.

  • These providers are permitted to use your information only to provide services to us. We may also disclose personal information where required by law, to protect our rights or the safety of others, or in connection with a professional or regulatory obligation.

7. Cookies and tracking technologies

Our website uses cookies and similar technologies. Strictly necessary cookies are required for the site to function. Non-essential cookies — including analytics (Google Analytics 4) and advertising measurement — are used only with your consent and are not activated by default. When you first visit, our consent banner lets you accept or refuse non-essential cookies, and you can change your choice at any time. You can also manage cookies through your browser settings; refusing them may affect some features.

8. Where your information is stored, and transfers outside Québec

Some of our service providers (including Wix and Google) may store or process your personal information outside Québec, including in the United States. Before transferring personal information outside Québec, we assess whether it will receive adequate protection and put appropriate safeguards in place, consistent with Law 25. By using our site, you understand that your information may be processed in these locations.

9. How long we keep your personal information

We keep your personal information only for as long as necessary for the purposes described in this policy, or as required by law:

  • Contact-form inquiries that do not lead to services: retained for up to 24 months, then destroyed or anonymized.

  • Marketing/newsletter data: retained until you unsubscribe or withdraw consent.

  • Website analytics data: retained according to our provider's settings (Google Analytics — up to [14 months]).

  • Client and clinical records: retained for at least the minimum period required by the relevant professional orders and applicable Québec law, then securely destroyed.

10. How we protect your personal information

We take reasonable physical, organizational, and technological measures to protect your personal information against loss, theft, and unauthorized access, use, or disclosure. No method of transmission or storage is completely secure, but we work to safeguard your information appropriately given its sensitivity.

11. Your rights

Under Law 25, you have the right to:

  • access the personal information we hold about you;

  • request the correction of inaccurate, incomplete, or ambiguous information;

  • withdraw your consent to our use of your information;

  • request portability of the computerized personal information you provided (transmitted to you or, where possible, to another organization);

  • request that we cease disseminating your information or de-index a link, in certain circumstances.

To exercise any of these rights, contact our Privacy Officer at info@kaiapsychology.com. We will respond within 30 days. We may need to verify your identity before acting on a request.

12. Confidentiality incidents

If a confidentiality incident (data breach) occurs involving your personal information, we will take reasonable measures to reduce the risk of harm, keep a register of the incident, and notify the Commission d'accès à l'information (CAI) and affected individuals where the incident presents a risk of serious injury, as required by law.

13. Complaints

If you have a concern about how we handle your personal information, please contact our Privacy Officer first. You also have the right to file a complaint with the Commission d'accès à l'information du Québec (CAI) 

14. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top reflects the most recent version. Material changes will be posted on this page.

15. Contact

Questions about this policy or your personal information: Kaïa Psychologie Inc. — Privacy Officer info@kaiapsychology.com · (514) 500-1021 5929 Trans-Canada Highway, Suite 110, Saint-Laurent, Québec H4T 1Z6

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