Privacy Policy & Confidentiality | Counselling in Colwood, BC | Introspectus Counselling

Your Privacy Matters—Here's How I Protect It

Confidentiality is the foundation of our work together. It creates a safe space where you can explore personal challenges, emotions, and trauma without fear of judgment. As a trauma therapist in Colwood serving Greater Victoria, Sooke, and Vancouver Island, I am committed to protecting your privacy and maintaining strict confidentiality in accordance with British Columbia’s Personal Information Protection Act (PIPA) and the Canadian Counselling and Psychotherapy Association (CCPA) Code of Ethics.

This page outlines exactly how Introspectus Counselling collects, uses, and safeguards your personal health information.

Quick Summary:

Your information is private and protected by BC law
I may need to share information only to prevent serious harm to you, a child, or another person
You control who else I can share information with (like doctors or family)
You can access and correct your records anytime
As a Canadian Certified Counsellor (CCC), my services are eligible for coverage under many extended health insurance plans. Coverage varies by insurer and by plan; please check with your provider to confirm whether CCCs are included in your specific policy.
For secure communication between sessions, use Jane App’s messaging system (not regular email)
Questions? Let's talk about it in your first session

📑 Table of Contents

Legal Framework: What Protects Your Privacy

My duty to maintain your confidentiality is established under British Columbia’s Personal Information Protection Act (PIPA), which governs how private healthcare providers collect, use, and disclose personal information. Additionally, professional standards from the Canadian Counselling and Psychotherapy Association (CCPA) guide my ethical obligations regarding confidentiality.

What this means for you: Multiple layers of legal and professional protection ensure your information stays private.

When I Might Need to Share Information to Keep You Safe

While I prioritize your privacy, there are specific situations where I am legally required or ethically obligated to share information. These exceptions exist to protect you, others, and vulnerable individuals from serious harm.

When I'm Worried About a Child's Safety

In British Columbia, child protection law applies to anyone under 19 years old.

Here’s what you need to know: If I have reason to believe a child under 19 is being harmed or isn’t getting the care they need, BC law requires me to report it to child protection authorities.

I know this can bring up a lot of feelings—especially if you’ve had difficult experiences with the child welfare system, are a parent worried about being judged, or are a young person concerned about what “reporting” means. Let me walk you through how this works and why it matters.

What “Reason to Believe” Actually Means

I don’t need absolute proof or certainty to make a report. If something you share—or something I observe—gives me reasonable concern that a child might be at risk, I’m legally required to act. This might include concerns about:

Physical harm (injuries, excessive discipline, unsafe living conditions)
Sexual abuse or exploitation
Emotional harm (severe bullying, witnessing violence, consistent rejection)
Neglect (lack of food, medical care, supervision, or basic needs)
Exposure to domestic violence that affects a child’s safety or emotional well-being

What Happens If I Need to Make a Report

I’ll talk with you first, whenever possible. Unless doing so would put the child at greater risk, I’ll discuss my concerns with you before making a report. This isn’t about “catching” you—it’s about keeping children safe while preserving our therapeutic relationship as much as possible.
I report to the Ministry of Children and Family Development (MCFD). They’re the ones who investigate and determine next steps, not me. My role is to share concerns, not make judgments about what should happen.
Your confidentiality is still protected in other areas. Reporting a child protection concern doesn’t mean everything you’ve shared is suddenly public. I only disclose what’s necessary to address the specific safety issue.
Our work together can continue. Many clients worry that making a report means the end of therapy. That’s not true. In fact, having a therapist during a difficult time like an MCFD investigation can be incredibly valuable, and I’m here to support you through it.

If You’re a Parent With Concerns

I understand the fear of judgment. Many parents come to therapy because they’re struggling—with their own mental health, with parenting challenges, with past trauma that’s affecting their family. Seeking help is a sign of strength, not a reason for punishment.

My goal is to support you and your family. I only make reports when I believe a child is at serious risk, not because parenting is hard or because you’re having a rough week.

Privacy for Young People: BC’s Mature Minor Doctrine

Here’s what you need to know if you’re under 19:

In British Columbia, there’s no magic age when you automatically get privacy in therapy. Instead, BC uses something called the “mature minor” doctrine, which means:

If you’re mature enough to understand what therapy involves and make informed decisions about your healthcare, you have the same privacy rights as an adult. For many young people, this often becomes relevant in the early to mid-teen years, but it is always assessed individually rather than by age alone.

If you’re not yet considered a mature minor, a parent or guardian will be involved in your care and may have access to information about your therapy.

How I assess maturity: I look at whether you understand:

What therapy is and how it works
The benefits and risks of therapy
Your right to refuse treatment
The limits of confidentiality

This isn’t a test you can “fail”; it’s a conversation to make sure you’re able to make your own healthcare decisions.

For parents: If your teen is assessed as a mature minor, I cannot share information about their therapy without their consent, unless there’s a safety concern (like risk of harm to themselves or others). This is BC law, and it’s designed to encourage young people to seek help when they need it.

If You’re a Young Person (Ages 13-18)

If you’re a teen, you might be wondering: “Does this mean my parents will find out everything I say?”

Not automatically. However, there are some important exceptions:

If I’m worried about your safety (like if you’re being seriously harmed or thinking about suicide), I may need to involve your parents or make a report
If you’re at risk of harming someone else
If a child is being abused

Here’s my approach: I believe therapy works best when young people can be honest without fear. If you’re concerned about what I might need to share with your parents, let’s talk about it openly. I’d much rather have that conversation with you than have you feel like you can’t trust me.

In most situations, I’ll work with you to decide together what your parents need to know and when. Your voice matters.

Why This Law Exists

This isn’t about controlling families or invading privacy. It exists because children depend on adults to keep them safe, and sometimes they can’t speak up for themselves. As a therapist, I’m in a position to notice warning signs and act when needed.

I’ve worked in street outreach and with people facing addiction and homelessness, and I’ve seen firsthand how early intervention can change lives. Reporting isn’t about punishment—it’s about making sure kids get the protection and support they need.

Questions about this? If you have concerns about child protection reporting—whether it’s about your own children, your own childhood, or someone you know—please bring it up. I’d rather address your worries directly than have you hold back in therapy.

When Someone Might Get Seriously Hurt

I have a legal and ethical duty to take action if there is a clear, serious, and imminent risk that you or another identifiable person may suffer serious bodily harm or death.

This duty comes from a Supreme Court of Canada case called Smith v. Jones (1999), which established that when there’s a foreseeable risk of serious harm, the need to protect safety overrides confidentiality.

What Qualifies as “Serious and Imminent”?

The threshold is high. I’m talking about situations where:

The danger is clear and credible based on what you’ve shared or what I’ve observed
The risk is serious, involving significant bodily harm or death (not just general worry or distress)
The harm is likely to happen soon, not at some indefinite point in the future
There’s an identifiable person or group at risk

What This Looks Like in Practice

Examples that would require me to act:

You tell me you’re planning to harm yourself tonight and have the means to do so
You share a detailed, credible plan to seriously harm or kill someone specific
You’re experiencing active psychosis and are at immediate risk of harming yourself or others

Examples that would NOT automatically trigger a report:

You’re feeling depressed and have thoughts of suicide, but have no plan or intent
You’re angry at someone and say “I could kill them” in frustration
You’re worried you might relapse or make a bad decision

The difference? Intent, planning, means, and timeline. I’m looking for imminent danger, not difficult feelings.

How I Handle These Situations

If I become concerned about imminent risk, here’s what happens:

We talk about it directly. I’ll share my concerns with you openly and work with you to create a safety plan. Often, this conversation is enough to de-escalate risk.
I involve you in decisions when possible. If we need to bring in additional support (like a family member, crisis line, or hospital), I’ll discuss options with you first whenever it’s safe to do so.
I take action if necessary. If there’s a clear, immediate danger, I may contact emergency services, warn the person at risk, or help get you to a hospital. This is authorized under BC’s PIPA, which permits disclosure when there are reasonable grounds to believe someone’s health or safety is at risk.
I stay with you through the process. Even if I need to involve others, I’m still your therapist. My goal is to keep you safe while maintaining our therapeutic relationship.

My Professional Judgment

My risk assessment is based on professional training, consultation with supervisors or colleagues when needed, and my experience working with people in crisis. I take these decisions seriously and don’t make them lightly.

If you’re worried about this exception, please talk to me about it. Understanding your concerns helps me support you better.

Vulnerable Adults Who Need Protection

I may report if I believe a vulnerable adult is being abused, neglected, or experiencing self-neglect and cannot seek help independently. I use my professional judgment to assess whether reporting is necessary to protect someone’s safety, and I’ll discuss my concerns with you whenever possible before taking action.

Here’s when I’m most likely to report:

The person is at immediate risk of serious harm
The person lacks capacity to seek help on their own
No other less intrusive options exist to ensure their safety

Who Is a “Vulnerable Adult”?

Under BC’s Adult Guardianship Act, a vulnerable adult is someone who cannot seek support and assistance on their own due to:

Physical restraint or confinement
Physical disability or frailty
An illness, disease, injury, or condition affecting decision-making ability (such as dementia, brain injury, developmental disability, or severe mental illness)

What Might Warrant a Report

Concerns that could lead me to make a report include:

Physical, emotional, sexual, or financial abuse
Neglect or self-neglect affecting health and safety (like living in dangerous conditions without ability to change them)
Exploitation or deprivation of basic necessities

Where Reports Go

I can make reports to designated agencies, including:

The five regional health authorities in BC
Providence Health Care
Community Living BC
The Public Guardian and Trustee (for financial abuse concerns)

Important Context

There is no general duty to report elder abuse in BC. This means I use my professional judgment to determine when reporting is necessary. If you’re caring for an aging parent or worried about your own situation, we can discuss options together without automatically triggering a report.

When the Legal System Gets Involved

I am required to disclose information if ordered to do so by a court, judge, coroner, or other legal authority through a subpoena, warrant, or court order.

However, Canadian courts recognize how important therapy confidentiality is and are generally reluctant to force therapists to share your information.

If I Receive a Subpoena or Court Order

Here’s what I’ll do:

Seek legal counsel immediately through my professional association to understand the order and protect your privacy.
Contest the order when appropriate. Courts apply something called the “Wigmore Criteria,” which is a legal test that weighs four factors: (1) whether the relationship is confidential, (2) whether confidentiality is essential to the relationship, (3) whether the relationship should be protected, and (4) whether disclosing the information would cause more harm than good. I’ll work with legal counsel to argue for protecting your privacy.
Keep you informed unless prohibited by law. You have a right to know what’s happening and may want to hire your own lawyer to intervene.
Disclose only the minimum necessary if ultimately required to comply.

What’s Actually in Therapy Notes

It’s worth knowing that therapy notes typically focus on therapeutic process, treatment planning, and clinical observations—not detailed incident reports. This often limits their usefulness in legal proceedings, and courts take this into account.

Bottom line: I will fight to protect your privacy if someone tries to access your records through the legal system.

Other Legal Requirements

I must disclose information when required by law, such as:

Court orders, subpoenas, or warrants
Coroner’s orders or death investigations where legally mandated

I am authorized by law to disclose information without your consent in certain situations, including:

Emergency situations when there are compelling circumstances affecting your health or safety and I cannot obtain your consent in time (like if you’re unconscious or in a medical crisis). Under PIPA, I must notify you of such disclosure afterward.
Law enforcement investigations when assisting with a criminal investigation is legally authorized
Next-of-kin notification if you’re seriously injured, ill, or deceased and your family needs to be contacted
Coroner’s inquests or investigations into deaths

These situations are rare, but I’m committed to using the minimum necessary disclosure and complying with BC law when they arise.

Still have questions about confidentiality? Contact me at sean@introspectuscounselling.ca or book your first session to discuss your concerns.

You’re in control. With your explicit written consent, I can share information with:

Other healthcare providers involved in your care (family doctor, psychiatrist, specialists, other therapists)
Family members or support persons you designate
Insurance companies or Employee Assistance Programs (EAP) for billing or claims purposes
Legal representatives or advocates acting on your behalf
Schools, employers, or other organizations (only with your specific permission)

How Consent Works

You have the right to:

Specify exactly what information is shared (like a diagnosis, treatment dates, or clinical recommendations)
Choose who receives it (you can authorize sharing with one provider but not another)
Set time limits (consent can expire after a certain date or number of uses)
Withdraw consent at any time (you can change your mind, and I’ll stop sharing information going forward)

I’ll always discuss with you what needs to be shared and why before asking for your written consent.

Between-Session Contact and Crisis Support

I’m here to support you, but I’m not a 24/7 crisis service.

If you need support between sessions:

Non-urgent questions: Use Jane App’s secure messaging, and I’ll respond within 1 business day
Urgent but non-crisis concerns: Email me at sean@introspectuscounselling.ca, and I’ll do my best to respond within 1 business day
Crisis situations: Call 911, go to your nearest emergency department, or contact the BC Crisis Line at 1-800-784-2433

I care about your safety, but I cannot guarantee immediate availability outside of scheduled sessions. Let’s create a safety plan together during our work so you know exactly what to do if you’re in crisis.

→ Learn more: What should I do if I’m having a mental health crisis in Victoria?

Couples and Family Therapy

I currently focus exclusively on individual therapy for adults. If you’re looking for couples or family counseling, I’m happy to provide referrals to trusted colleagues who specialize in this area.

Clinical Supervision and Consultation

To provide you with the highest quality care, I engage in regular clinical supervision and consultation with other qualified professionals. This is a standard part of ethical therapy practice and helps me serve you better.

How I Protect Your Identity

During consultations, I maintain your confidentiality by:

Using non-identifying information whenever possible (like referring to you as “a client in their 30s dealing with anxiety”)
Only revealing your identity when necessary for your care, and with your informed consent or notification
Working with licensed supervisors and consultants who are bound by the same confidentiality standards I follow

When I might need to identify you: In rare cases where non-identifying information isn’t sufficient (such as when consulting on complex trauma or safety planning), I’ll discuss this with you first and get your explicit consent before sharing identifying details.

Small Community Considerations

I practice in Colwood and serve Greater Victoria and Sooke. I know small-town privacy concerns are real. Here’s what I do to protect you:

I don’t discuss clients in public places (coffee shops, grocery stores, community events)
If I see you outside the office, I won’t acknowledge our relationship unless you initiate contact first
In consultations, I avoid specific details that could identify you (like “a client who works at the shipyard” or “someone whose kid goes to Sangster Elementary”)
If someone asks if I know you, I neither confirm nor deny

Your privacy matters, especially in a community where everyone seems to know everyone.

If this concerns you, please bring it up. Your comfort matters.

“If you have specific concerns about being seen in Colwood/Sooke, we can prioritize virtual sessions or discuss a ‘public interaction plan’ during our first meeting.”

Technology, Records, and Data Security

Platforms I Use

I use Jane App for scheduling, client communication, and secure record-keeping. Jane App is a Canadian healthcare platform that supports compliance with BC’s Personal Information Protection Act (PIPA). For Canadian clinics, Jane stores primary clinical data on secure Canadian servers (Montreal). Some limited services, such as text-message reminders or certain telehealth routing, may involve trusted third-party providers outside Canada. These providers are contractually required to meet strict privacy and security standards, but if you prefer, we can disable text reminders or discuss options that keep more of your data within Canada.

How Your Information Is Protected

Encrypted electronic systems with password protection
Two-factor authentication for account access
Automatic encrypted backups stored on secure Canadian servers
Physical documents (if any) kept in locked filing cabinets in my secure office
No use of personal devices for storing client information

Email, Text, and Video Sessions

If we communicate by email or text, or if we do video (telehealth) sessions, please know:

Jane App’s messaging system is secure and encrypted
Important: Email and regular text are not secure. I use these only for scheduling. For any clinical questions or concerns between sessions, please use Jane App’s secure messaging feature.
Video sessions use Jane App’s PIPA-compliant telehealth platform, which is secure and encrypted

I’ll discuss these options with you and get your informed consent before using any electronic communication.

Your Responsibilities During Virtual Sessions

While we secure the connection, you are responsible for the privacy of your physical environment. To ensure confidentiality:

You must be in a private space where you cannot be overheard.
We recommend using headphones.
You must not record sessions without written consent.
If you join a session from a public place (e.g., a café), we may need to terminate the session to protect your privacy.

→ Learn more: Is online therapy as effective as in-person?

What Happens If There's a Data Breach?

If there’s ever a breach of your personal information (like unauthorized access to records), I will:

Notify you as soon as reasonably possible
Assess whether the breach poses a risk of significant harm and, in serious cases, report it to the Office of the Information and Privacy Commissioner for BC
Take immediate steps to contain the breach, prevent further unauthorized access, and review safeguards

While BC’s private-sector privacy law does not yet impose explicit mandatory breach-notification duties on small private practices, the OIPC strongly recommends notification and reporting in serious cases, and this practice follows that guidance.

This is extremely rare with secure platforms like Jane App, but you have a right to know the protocol.

Insurance Billing and Privacy

Good news: My CCC certification means your sessions may be covered by your extended health insurance plan. Many BC insurers include CCCs in their mental health coverage, but you should verify with your specific plan before your first session.

What this means for your privacy

When you submit claims to your insurance company (or I submit them on your behalf through direct billing for select insurers), your insurer will receive:

Session dates and times
My credentials and registration number
A diagnosis code (if required by your plan)
The fee charged

Your insurer does NOT receive:

Detailed session notes
What we discussed in therapy
Treatment plans or clinical assessments

You're in control

Using insurance is entirely optional. If you prefer to pay out-of-pocket to maintain complete privacy from your insurance company, that’s absolutely your choice. We can discuss the pros and cons during your first session.

Direct Billing Availability

I offer direct billing to select insurance providers depending on the insurance company and specific plan. Contact me before your first session at sean@introspectuscounselling.ca to confirm whether I direct-bill your specific plan.

For insurers I don’t direct-bill: You pay $150 at session end, receive a detailed receipt immediately with my CCC registration number, and submit electronically to your insurer (most process claims within 1-2 business days).

Want to know if you’re covered? Check with your insurance provider to confirm that Canadian Certified Counsellors (CCC) are included in your plan, or contact me and I can help you figure it out.

→ Learn more: Does my insurance cover a Canadian Certified Counsellor (CCC)? | Is therapy covered by insurance in Victoria BC?

Your Records and Privacy Rights

What's in Your Records

I maintain clinical records in accordance with PIPA and CCPA standards. Your records include:

Contact and demographic information
Consent forms and service agreements
Assessment notes and treatment plans
Session notes documenting dates, presenting concerns, and therapeutic progress
Any standardized assessment results
Correspondence related to your care

What's NOT in Your Records

I keep brief, professional notes focused on clinical care. I don’t include:

Unnecessary personal details unrelated to therapy
Extensive verbatim transcripts of what you said (unless clinically relevant)
Information about other people in your life (unless directly relevant to your treatment)

My notes exist to provide continuity of care, track progress, and meet legal/professional standards—not to document everything that happens in session.

How Long Records Are Kept

Clinical records are retained for a minimum of seven years from the date of your last session, or longer if required by law or if you were a minor at the time of service.

Why seven years? This protects you if you ever need to:

Reference our work together
Request records for another provider
Continue therapy in the future
Respond to legal or insurance matters

CCPA’s “When Counsellors Cease to Practice” guidelines recommend keeping counselling records for at least seven years.

After the retention period, records are securely destroyed through digital deletion (with overwrite) or physical shredding.

Your Right to Access Your Records

You have the right to see your records. Period.

How to Request Access

Submit a written request (email is fine) specifying what records you’d like to access. I’ll respond within 30 days as required by PIPA and either:

Provide you with copies of your records, or
Explain any limitations and provide you with information about how to request a review

Are There Any Limits?

In rare circumstances, I may limit access to specific portions of your records if:

Disclosure would pose a serious risk to your physical or mental health
The records contain information about another person who hasn’t consented to disclosure
The records are subject to legal privilege or court restrictions

If I limit access, I’ll provide you with written reasons and information about how to challenge that decision through the Office of the Information and Privacy Commissioner.

In practice: I almost never limit access. Transparency builds trust, and I want you to know what’s in your file.

Fees for Copies

I may charge a reasonable fee for:

Photocopying or printing records
Staff time required to compile and prepare records
Secure delivery or mailing costs

I’ll let you know the cost before proceeding.

Correcting Your Records

If you believe your records contain inaccurate or incomplete information, you have the right to request corrections.

How It Works

Submit a written request explaining what you believe is incorrect and what the correction should be.
I’ll review your request and either:
○ Make the correction and notify anyone who received the incorrect information in the past year, or
○ Provide you with written reasons why I’m not making the correction
If I don’t make the correction, you can submit a statement of disagreement that will be attached to your file and provided to anyone who requests your records in the future.

This ensures your voice is heard even if we disagree about what the records should say.

Post-Death Confidentiality

Your confidentiality doesn’t end when you die. Under CCPA standards and BC law, I continue to protect your privacy after death.

Who Can Access Records After Death?

Your records can be released to:

Your estate representative or executor (with proper legal documentation)
Family members authorized by your will or estate plan
Legal authorities with proper court orders

I will not release records to family members simply because they ask. Your privacy is protected even after you’re gone, unless there’s legal authority to release information.

Want to plan ahead? You can include instructions in your will or advance directive specifying who should (or should not) have access to your therapy records after your death. I’ll honor your documented wishes whenever legally permissible.

Administrative Staff and Practice Structure

I work independently and handle all scheduling and administration myself, which means your information stays between us. I have no plans to hire administrative staff, but if this ever changes, I’ll notify you directly and ensure anyone who assists me is bound by the same confidentiality standards.

Questions or Concerns About Privacy

If you have questions about how your personal information is collected, used, or disclosed, please contact me directly. Under the Personal Information Protection Act (PIPA), I serve as the designated Privacy Officer for this practice.

Introspectus Counselling Privacy Officer:
Sean Lewis, MA, MDiv, CCC
Canadian Certified Counsellor
Address: 132-328 Wale Road, Colwood, BC V9B 0J8
Email: sean@introspectuscounselling.ca
Phone: 250-556-4623

Your Right to File a Complaint

You also have the right to file a complaint with the Office of the Information and Privacy Commissioner for British Columbia (OIPC) if you believe your privacy rights have been violated.

Office of the Information and Privacy Commissioner for BC:
Website: www.oipc.bc.ca
Phone: 250-387-5629 (Victoria) or 1-800-663-7867 (toll-free in BC)

Why I Take Your Privacy Seriously

As someone who’s served in the Canadian Armed Forces, worked in trades and run a small business, and spent years in street-level outreach and ministry work, I understand that privacy concerns are about more than paperwork—they’re about survival, dignity, and trust.

In small communities like Colwood and Sooke, privacy matters even more. I know what it’s like to worry about who might see your car in the parking lot or who might overhear something at the coffee shop. I take your confidentiality seriously because I know what’s at stake.

You deserve a space where you can be honest without fear. That’s what I’m here to provide.

Still Have Questions?

I know reading about all the “what-ifs” can feel overwhelming. The reality is that most therapy happens in complete privacy, and these exceptions rarely come up. My priority is always your safety, your trust, and your healing.

If you ever have concerns about confidentiality, please bring them up—whether it’s in your first session or six months down the road. Your comfort matters, and I’d rather address your worries openly than have them silently get in the way of your progress.

Want to learn more about how therapy works or what to expect in your first session?

→ What should I expect in my first therapy session?
→ How do I book an appointment? / How do I get started?
→ Is what I share confidential? (And what are the limits?)

Ready to Start?

Now that you understand how your privacy is protected, let’s schedule your first session.

Or, if you’d like to talk through any confidentiality concerns before booking, contact me at sean@introspectuscounselling.ca and we can set up a brief phone call.

Legal References

This confidentiality policy is based on the following legislation and professional standards:

Introspectus Counselling
Sean Lewis, MA, MDiv, CCC
Canadian Certified Counsellor

132-328 Wale Road, Colwood, British Columbia

This confidentiality policy is reviewed during your initial session and is provided for your reference. It was last updated January 12, 2026.