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Privacy Policy – Mountain Speech Language Services

Last Updated: November 2025

Mountain Speech Language Services (“MSLS,” “we,” “our,” “us”) is committed to protecting your privacy and safeguarding all personal and personal health information (“PHI”) entrusted to us. As a regulated health care provider in Ontario, our clinic follows all applicable privacy laws, including:

  • Personal Health Information Protection Act, 2004 (PHIPA)
  • Personal Information Protection and Electronic Documents Act (PIPEDA)
  • Canada’s Anti-Spam Legislation (CASL)
  • Relevant standards set by the College of Audiologists and Speech-Language Pathologists of Ontario (CASLPO)

This privacy policy explains how we collect, use, disclose, store, and protect your information when you receive services from us or visit our website.

1. Information We Collect

We collect only the information necessary to provide safe, effective, and appropriate speech-language pathology services.

Personal Information

This may include:

  • Name, address, date of birth
  • Contact information (phone number, email)
  • Emergency contact information
  • Billing/insurance details

Personal Health Information (PHI)

This may include:

  • Medical history and developmental history
  • Assessment results, therapy goals, treatment plans, progress notes
  • Reports from other professionals (with consent)
  • Audio/video recordings (if applicable and with consent)
  • Information shared during virtual care sessions

Website and Email

  • Information voluntarily submitted through our website contact form
  • Email correspondence
  • Cookies or analytics tools (e.g., for website performance; not for identifying individuals)

2. How We Use Your Information

We use your information to:

  • Provide speech-language pathology assessment and treatment
  • Coordinate care with other professionals or agencies (with your consent)
  • Book appointments and manage scheduling
  • Communicate with you about services, progress, and administrative needs
  • Prepare invoices, receipts, and documentation for insurance or funding programs
  • Improve our services and meet regulatory standards
  • Maintain an accurate clinical record as required by CASLPO and PHIPA

We do not use or share your information for marketing without your explicit consent under CASL.

3. How We Obtain Consent

We obtain consent:

  • Implicitly when you voluntarily provide information to receive SLP services
  • Explicitly and in writing for:
    • Release of records to third parties
    • Collection of information from other sources
    • Video or audio recordings
    • Email communication involving PHI
    • Virtual care sessions

Consent may be withdrawn at any time unless withdrawing consent would prevent us from providing safe care or fulfilling legal obligations.

4. Sharing Your Information

We only share your information with:

  • You (the client or substitute decision maker)
  • Other health care providers or agencies with your consent
  • Funding or insurance programs when necessary for payment (e.g., OAP, WSIB, insurance providers
  • Our internal clinical team when required for continuity of care
  • Technology providers who support secure platforms (e.g., Jane EMR, password-protected email, secure virtual care services)

When We May Share Without Consent

PHIPA allows disclosure without consent only in specific situations, such as:

  • If required by law (e.g., court order, mandatory reporting)
  • To reduce a serious risk of harm
  • For regulatory audits (e.g., CASLPO)
  • For professional liability protection

We do not sell or trade personal information.

5. How We Protect Your Information

We use physical, administrative, and technological safeguards to protect your information, including:

Physical Safeguards

  • Locked filing cabinets for paper records
  • Secure office environment

Technical Safeguards

  • Encrypted electronic medical record system (EMR)
  • Password-protected computers and devices
  • Secure cloud storage hosted in Canada (or compliant with PHIPA)
  • Encrypted virtual care platforms

Administrative Safeguards

  • Staff confidentiality agreements
  • Privacy training for all team members
  • Policies for secure email, texting, record retention, and disposal

Email and Digital Communication

Email is not always fully secure. We will:

  • Obtain your consent before using email for PHI
  • Limit PHI shared through email whenever posible
  • Use encryption or secure messaging when available

6. Virtual Care & Telepractice

We offer secure virtual SLP sessions.
By participating in virtual care, you acknowledge that:

  • There are risks associated with online communication
  • We use secure platforms compliant with PHIPA
  • You are responsible for securing your own environment during virtual sessions (e.g., private space, secure Wi-Fi)

7. Access to Your Record

Under PHIPA, clients have the right to:

  • Access their personal health information
  • Request corrections to their record
  • Obtain copies (fees may apply for copying or transfer)

Requests can be made in writing to our Privacy Officer (contact below).

8. Record Retention & Destruction

We retain clinical records:

  • 10 years after the last interaction
  • 10 years past age 18 for minors

After this period, records are securely destroyed (paper shredding or secure digital deletion).

9. Website & Cookies

Our website may use cookies or analytics tools to:

  • Improve functionality
  • Monitor website traffic

These tools do not identify individual users.
You may adjust your browser settings to disable cookies.

10. Your Rights

You have the right to:

  • Know how your information is collected, used, and shared
  • Access or request corrections to your record
  • Withdraw consent
  • File a complaint if your privacy rights are breached

11. Complaints or Questions

If you have concerns about your privacy or how your information is handled, please contact:

Privacy Officer: Melissa Mascio, Owner & Clinical Director
Mountain Speech Language Services
Email: melissam@mountainspeech.ca
Phone: 289-212-6099

If your concern is not resolved, you may contact:

Information and Privacy Commissioner of Ontario (IPC)
www.ipc.on.ca
1-800-387-0073

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in laws or clinic practices. Updates will be posted on our website, and the “Last Updated” date will be revised.

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