Client & Website Privacy Policy

Information We Collect

What we collect depends on how you interact with us.

When you use the contact form or book a consultation

• Parent or guardian name, email address, and phone number.
• Your child's age and any details you choose to include in your message.
• Scheduling details you provide to our booking provider when you reserve a consultation time.

When you complete the child intake questionnaire

The intake questionnaire collects considerably more, because our clinical team needs it to assess whether and how we can help your child:

• Child identity: Name, date of birth, gender, and school or grade level.
• Guardian contact: Name, relationship to the child, address, city, province, email, and phone number.
• Health information: Current and previous diagnoses, other medical concerns or conditions, known allergies, gestational age at birth, developmental history, communication level, sensory profile, challenging behaviours, and any previous therapy received.
• Funding and financial information: Funding source, Ontario Autism Program (OAP) authorisation details, Special Services at Home (SSAH) details, and insurance information.
• Goals and context: Therapy goals, primary languages spoken at home, how you heard about us, and any additional comments.

When you apply for a job

• Your name, contact details, resume, and any information you include in your application.

Automatically, when you browse

• Limited technical information such as IP address and request metadata, used for security, abuse prevention, and rate limiting. See our Cookie & Tracking Notice for detail.

We collect only what is reasonably necessary for the purposes described below. You are never required to complete the intake questionnaire in order to speak with us — you can always call or email instead.

Why We Collect It

• To respond to your enquiry and arrange a consultation.
• To determine clinical suitability, plan assessments, and design and deliver an individualised ABA therapy program for your child.
• To coordinate care within your child's circle of care, including our supervising Registered Behaviour Analysts and therapists.
• To administer funding and billing, including OAP and SSAH claims and insurance submissions.
• To meet legal, regulatory, and professional obligations, including record-keeping requirements and mandatory reporting duties.
• To protect the security and integrity of our website and systems.

We do not sell your information, we do not rent it, and we do not use it for advertising or profiling.

Consent

We collect, use, and disclose personal health information with your knowledge and consent, except where the law permits or requires us to act without it. When you submit the intake questionnaire, you are asked to give express consent, and that acknowledgement is recorded with your submission.

You may withdraw your consent at any time, subject to legal or clinical record-keeping requirements, by contacting our Privacy Officer. Withdrawing consent may mean we can no longer provide some or all services. We will explain the consequences before acting on your request.

Where a child is capable of consenting on their own behalf under PHIPA, that child's own decision governs. Otherwise a parent, guardian, or substitute decision-maker acts for them.

Who We Share It With

We disclose information only where necessary, and only to:

• Your child's circle of care — our clinical staff and supervisors involved in delivering the program.
• Other providers you direct us to, such as a physician, school, speech-language pathologist, or occupational therapist, with your consent.
• Funding bodies and insurers where you have asked us to support a claim, limited to what the claim requires.
• Service providers who host our systems, deliver email, or provide appointment scheduling. They are bound to protect the information and to use it only for the services they provide to us.
• Authorities, where disclosure is required or permitted by law — including our duty to report a child in need of protection to a Children's Aid Society under the Child, Youth and Family Services Act.

Our appointment scheduling is handled by Calendly, and some infrastructure providers we rely on may store or process data outside Canada. Where that is the case, the information is subject to the laws of that jurisdiction and may be accessible to foreign courts and authorities. Intake questionnaire responses are stored encrypted in our own database.

How We Protect It

• The website is served over HTTPS, and submissions are encrypted in transit.
• Sensitive intake fields — identity, contact, health, and financial data — are encrypted at rest in our database using per-category encryption keys.
• Access is limited to staff who need it to do their work, under confidentiality obligations.
• Staff receive privacy and security training on hire and periodically thereafter, under our internal Employee Security Policy.
• Notification emails to our clinical team about new intake submissions deliberately exclude identifying details.

If a privacy breach occurs that creates a real risk of significant harm, we will notify affected individuals and the Information and Privacy Commissioner of Ontario as required by PHIPA.

How Long We Keep It

We keep personal health information for as long as required to provide care and to meet our legal and professional record-retention obligations. Clinical records for a child are generally retained for at least ten years after the child reaches the age of eighteen, consistent with regulatory guidance for regulated health professionals in Ontario.

Enquiries that do not lead to services are kept only as long as needed to respond, and incomplete intake questionnaires that are never submitted are discarded. Information is securely destroyed or anonymised at the end of its retention period.

Your Rights

Subject to limited legal exceptions, you have the right to:

• Ask what information we hold about you or your child, and get a copy of it.
• Ask us to correct information you believe is inaccurate or incomplete.
• Withdraw your consent to further collection, use, or disclosure.
• Ask us to explain our information practices, or raise a concern about how we handled your information.

We respond to access and correction requests within 30 days where possible, and will tell you in writing if we need longer or if we must refuse a request, along with the reason and your right to complain.

Children's Information

This website is intended for parents, guardians, and caregivers, not for children. We do not knowingly permit children to submit information to us directly. All information about a child reaches us through a parent, guardian, or substitute decision-maker, or through a referring professional acting with consent.

Contact Our Privacy Officer

Our Privacy Officer is our designated contact person for the purposes of PHIPA. Direct any question, access or correction request, or complaint to:

• Email: contactus@kidstruecare.com
• Phone: +1 (647) 770-4285
• General enquiries: contactus@kidstruecare.com

For written legal notices:

If you are not satisfied with our response, you may complain to the Information and Privacy Commissioner of Ontario (for health information) at ipc.on.ca, or to the Office of the Privacy Commissioner of Canada (for other personal information) at priv.gc.ca.

Changes to This Policy

We may update this policy to reflect changes in law, technology, or our practices. The Last Updated date at the top of this page always shows the current version. If a change materially affects how we handle information about you or your child, we will take reasonable steps to notify you directly.