Privacy Policy

This policy explains how Jacqueline Gokavi Counselling handles personal information. I’m a Registered Social Worker in private practice in Saskatoon, and I work on my own, so “I” in this policy means me.

It covers my clients, anyone who contacts me or books a consultation, and visitors to this website. I follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and the Standards of Practice of the Saskatchewan Association of Social Workers (SASW).

I’m responsible for all the personal information in my practice, and I act as its privacy officer.

When you book. Your name, email address, phone number, date of birth, address and an emergency contact, collected through my booking system, Jane.

When we work together. Your intake and consent forms, the health and personal history that’s relevant to counselling, my session notes, and records of our appointments and payments.

When you pay. Card payments are processed through Jane, so I never see or keep your full card number. I keep a record of what you paid so I can give you receipts for insurance claims.

When you contact me. Your name, email address and whatever you write in your message, whether you email me or use the contact form.

When you visit this website. See “Visiting this website” below.

I only collect what I need for the purposes below.

• To provide counselling and plan our work together.
• To book appointments, send reminders and stay in touch about your sessions.
• To take payment and give you receipts for insurance claims.
• To meet my legal and professional duties, including keeping records as SASW requires.
• To answer your questions when you contact me.
• To keep this website secure.

I don’t use your information for anything else without asking you first.

Before we start working together, I’ll explain how I handle your information and the limits of confidentiality, and ask for your written consent. When you email me or send a message through the website, you’re agreeing to my using your details to reply.

You can withdraw your consent at any time, subject to legal and professional requirements, such as my duty to keep records. If withdrawing it means I can’t keep working with you, I’ll explain why. Sessions are never recorded without your written consent.

What you share with me is confidential. I’ll only share your information with someone else, such as your doctor, with your written consent. That consent names what will be shared, who it goes to and for how long.

There are a few situations where the law or my professional standards require or allow me to share information without your consent:

• If I believe there’s a clear and serious risk that you’ll harm yourself or someone else.
• If I learn that a child, or another vulnerable person, is being abused or neglected or may be. The law requires me to report it.
• If a court orders me to release information. I’ll share only what’s required and tell you when I can.
• If SASW requires it as part of a complaint or investigation under The Social Workers Act.
• If an account goes unpaid and is sent to a collection agency. Only your name, contact details and the amount owing would be shared.

I may consult with other professionals to make sure you get good care. When I do, I don’t share anything that would identify you.

I use a few trusted services to run my practice. Each may only use your information to provide its service to me, and must keep it secure.

• Jane (Jane Software Inc., Vancouver) for booking, client records, intake forms, payments and video sessions. Jane stores my practice’s records on servers in Canada. Appointment reminders by email or text are sent through Jane’s messaging providers, which may handle your contact details in the United States.
• Google Workspace for email. Emails you send me, including messages from the contact form, are stored in my email account. Google may store them outside Canada.
• IONOS, which hosts this website.
• Wordfence, a security service that checks visitors’ internet addresses against known attacks to protect this website.

Information stored or handled outside Canada is subject to the laws of that country, and its courts, police and national security authorities may be able to access it.

This website doesn’t use analytics, advertising trackers or cookies of its own. Like most websites, its server keeps a log of each visit (your internet address, browser and the pages you viewed), which is used only to keep the site running and secure.

The map at the bottom of each page and the building view on the Contact page come from Google Maps, and Google may set cookies and collect information when they load. Booking takes you to my Jane booking site, which has its own privacy policy.

The contact form doesn’t keep a copy of your message on the website. It’s sent straight to my email. Please don’t include personal health details: email isn’t a secure place for them.

• Client records are kept in Jane, which encrypts them, and I sign in with two-factor authentication.
• My computer and phone are protected with a password or passcode.
• Any paper records are kept in a locked cabinet in my locked office.
• I’m the only person with access to client files.
• This website uses an encrypted connection (HTTPS) and is monitored for security threats.

Email and text messages aren’t fully secure, so I use them for scheduling and keep clinical conversations to our sessions. Virtual sessions use Jane’s secure, encrypted video. Please join from a private space where you won’t be overheard.

I keep client records for at least 7 years after the last entry in your file, as SASW requires. After that, I destroy them securely: paper is shredded and electronic records are permanently deleted.

If you contact me and don’t become a client, I delete your message once I no longer need it to reply.

If I close my practice, or if I die or become unable to practise, another Registered Social Worker will keep the files securely for the rest of that time and help clients get copies of their records.

You can ask to see the personal information I hold about you and to have a copy. Email me your request, and I’ll respond within 30 days. Looking at your file is free. I may charge a small fee for copies, and I’ll tell you the cost first.

In rare cases the law may let me hold back part of a file, for example if it would reveal someone else’s personal information. If that happens, I’ll explain why in writing.

If something in your file is wrong, tell me and I’ll correct it. If we disagree about a correction, I’ll add your note to your file.

If your personal information is lost, stolen or accessed without permission in a way that could cause you significant harm, I’ll tell you as soon as possible and report it to the Office of the Privacy Commissioner of Canada, as PIPEDA requires.

If you have a question about this policy or how I’ve handled your information, please contact me first. I’ll do my best to resolve it.

Jacqueline Gokavi, RSW, Privacy Officer
info@jacquelinegokavi.ca
3337B 8 St E, Unit 112, Saskatoon, SK  S7H 4K1

If you’re not satisfied with my answer, you can contact the Office of the Privacy Commissioner of Canada (opens in a new tab) at 1-800-282-1376. For concerns about my professional conduct, you can contact the Saskatchewan Association of Social Workers (opens in a new tab).

I may update this policy from time to time. The date at the top shows when it last changed. If I make an important change, I’ll let current clients know.