We collect personal information necessary to provide psychological services, including:

• Contact information (name, address, email, phone number)

• Health, assessment, and clinical information

• Intake and background history information

• Appointment and scheduling information

• Billing and payment information

• Information required for insurance or third-party payors

Olive Grove Psychology Group does not collect personal health information directly through forms embedded on our public website. When clients are invited to complete intake forms, waitlist questionnaires, consent forms, or payment forms, these are delivered through our high-security client portal and practice management system (OWL Practice). Clients may receive an email notification containing a secure link to access these forms.

Psychological questionnaires and standardized assessments may also be administered through secure psychology-specific platforms which are designed specifically for psychological testing and include professional security safeguards appropriate for health information.

Our website provider may collect limited non-identifying information (such as general visitor statistics) necessary for basic website functionality.

Personal information is collected and used for purposes such as:

- Providing psychological assessment and therapy services

- Administering and scoring standardized assessments

- Communicating regarding appointments and services

- Billing and payment processing

- Meeting professional, regulatory, and legal obligations

We collect only the information necessary for these purposes.

Email is used primarily for scheduling and administrative communication. We use secure, encrypted cloud-based email systems with account-level safeguards such as password protection and two-factor authentication. However, email is not fully secure and carries inherent risks, including the possibility of interception, misdirection, or unauthorized access.

Prospective clients and clients sometimes choose to share personal information via email prior to formally becoming a client and going through the consent process. Please be aware that by communicating via email, individuals acknowledge and accept the general risks associated with electronic communication.

Where possible, we limit the transmission of detailed personal health information by email. If a client requests that a report or document be sent by email, it will typically be password protected.

If you have concerns about the security of email communication, you may contact our office by telephone (506-668-8888) or fax (506-247-4198).

Data Storage: Client information is managed through secure professional systems, including:

- OWL Practice (primary practice management and client portal system)

- Secure psychology assessment platforms (Q-global, Q-interactive, PARiConnect, MHS)

- Encrypted local devices used by authorized staff

- Secure encrypted cloud storage for archived records (pCloud)

Credit card payments are processed securely through Stripe (via OWL). Olive Grove Psychology Group does not store full credit card numbers.

Access to personal information is limited to authorized individuals who require it to perform their professional duties.

Record Retention: Records are retained in accordance with the standards of the College of Psychologists of New Brunswick and applicable legislation. Records are typically retained for at least 15 years following last contact, and longer in the case of minors or where otherwise required.

Telehealth services are provided primarily through secure systems integrated within OWL Practice.

If needed due to technical circumstances or clinical considerations, we may use Zoom for Healthcare provided through the Government of New Brunswick. These systems are configured to support encrypted communication.

While no system can guarantee absolute security, we maintain safeguards proportionate to the information entrusted to us.

We use safeguards appropriate to the sensitivity of personal health information, including:

-Encryption in transit and at rest (where supported)

-Two-factor authentication

-Role-based access controls

-Password-protected and encrypted devices

-Secure physical office practices

Cross-Border Processing: We use reputable third-party service providers to support communication, assessment administration, payment processing, and secure storage. Whenever possible, these partners are located inside Canada, keeping client data from crossing (digital) borders. However, in some cases we work with providers that may store or process information outside of Canada. In such cases, information may be subject to the laws of those jurisdictions. We take reasonable steps to ensure that service providers maintain safeguards consistent with Canadian privacy standards and professional obligations.

Clients have the right to request access to their personal information and to request corrections where appropriate, subject to professional and legal limitations. Likewise, questions or concerns regarding privacy practices may be directed to the Privacy Officer. Questions and requests should be made in writing to the Privacy Officer.

The designated Privacy Officer for Olive Grove Psychology Group is:

Dr. Erin DeJong

Email: contactus@ogpg.ca

Subject Line: Attention Privacy Officer