Privacy Policy
Effective Date: August 26, 2026
f(mind) | Function of the Mind (“f(mind),” “we,” “our,” or “us”) is committed to respecting and protecting your privacy.
This Privacy Policy explains how we may collect, use, store, protect, and disclose personal information when you visit our website, contact us, subscribe to our communications, attend a workshop or event, access resources, or inquire about or receive psychotherapy services.
We aim to handle personal information in accordance with applicable Canadian and Ontario privacy legislation, including Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and, where applicable, the Personal Information Protection and Electronic Documents Act (PIPEDA).
1. Information We May Collect
The information we collect depends on how you interact with f(mind).
We may collect information such as:
your name;
email address;
telephone number;
information you submit through website contact or inquiry forms;
information related to psychotherapy consultations or appointments;
workshop, speaking, partnership, or event inquiries;
newsletter subscription information;
information you voluntarily provide when communicating with us;
technical information such as your browser, device, IP address, pages visited, and website activity; and
other information reasonably required to provide a service you request.
If you become a psychotherapy client, we may also collect personal health information, including information about your mental health, personal history, relationships, treatment, appointments, clinical care, consent, and billing.
2. How We Use Personal Information
We may use personal information to:
respond to questions and inquiries;
schedule and provide psychotherapy consultations and services;
communicate with clients regarding appointments and care;
administer intake and consent processes;
maintain clinical and administrative records;
process payments and provide receipts;
respond to workshop, speaking, collaboration, partnership, or media inquiries;
register or communicate with individuals regarding workshops and events;
provide requested resources;
send newsletters, articles, educational materials, and updates when you have chosen to receive them;
operate, maintain, secure, and improve our website;
understand how visitors interact with our website;
fulfill legal, regulatory, ethical, and professional obligations; and
carry out other purposes that are explained to you when information is collected.
We aim to collect only the amount of personal information reasonably necessary for the purpose for which it is being collected.
3. Psychotherapy and Personal Health Information
Information collected in connection with psychotherapy may constitute personal health information under Ontario law and is subject to additional privacy protections.
Personal health information may include information relating to:
your physical or mental health;
your personal and family history;
your relationships and life circumstances;
the care or treatment you receive;
appointment and attendance history;
clinical assessments and notes;
intake and consent documentation;
communication relating to your care;
billing and insurance information; and
other information contained within your clinical record.
Where required, f(mind) will obtain your consent before collecting, using, or disclosing your personal health information.
Personal health information will only be collected, used, or disclosed as permitted or required by law and in accordance with applicable professional obligations.
Additional information regarding confidentiality, record keeping, electronic communication, informed consent, and limits to confidentiality may be provided to psychotherapy clients as part of the clinical intake and consent process.
4. Jane App
f(mind) uses Jane App, a third-party practice management platform, to support the delivery and administration of psychotherapy services.
Jane may be used for functions including:
online appointment booking;
appointment scheduling and management;
client accounts and the client portal;
intake forms;
consent forms;
clinical documentation and records;
appointment reminders and communications;
billing and payment processing;
receipts; and
virtual care, where applicable.
Information stored within Jane may include your name, contact information, appointment history, billing information, intake information, consent documentation, clinical records, and other personal health information relating to your care.
Where f(mind) has custody or control of your clinical information, f(mind) determines what patient information is collected, how it is used, who may access it, and how long it must be retained in accordance with legal and professional requirements.
Jane acts as a service provider that stores and processes information on behalf of the practitioner or clinic, except for certain account authentication information that Jane manages directly.
Your use of Jane may also be subject to Jane’s own privacy notice, security practices, and terms of use.
When you click a booking, client portal, or similar link on the f(mind) website, you may be redirected to a Jane-hosted website or application.
5. Confidentiality and Limits to Confidentiality
Information shared in psychotherapy is generally confidential.
However, confidentiality is not absolute. There are circumstances in which information may be disclosed without consent where permitted or required by law or professional obligations.
These circumstances may include situations involving legal reporting requirements, court orders, certain risks of serious harm, concerns involving children or vulnerable persons, or other circumstances permitted or required by applicable law.
The specific limits of confidentiality relevant to psychotherapy will be reviewed as part of the informed consent process.
6. Website Contact Forms
Our website is hosted using Squarespace and may contain forms that allow visitors to submit information.
When you submit information through a website form, we may collect information such as your:
name;
email address;
phone number;
organization;
reason for contacting us; and
message.
Website forms should be used for general inquiries, workshop and speaking inquiries, collaborations, partnerships, media inquiries, and other non-urgent communications.
Please do not include detailed personal health information, clinical histories, highly sensitive information, or urgent mental-health concerns in a general website contact form.
Individuals seeking psychotherapy are encouraged to use the secure booking and client-management options provided through Jane App where appropriate.
Submitting a website form does not establish a therapist-client relationship.
7. Email Communication
f(mind) may communicate with you through email where appropriate.
Our general contact email is:
Although reasonable care is taken when using electronic communication, ordinary email cannot be guaranteed to be completely private or secure.
For this reason, we encourage psychotherapy clients to avoid sending unnecessary or highly sensitive personal health information by regular email.
Where available and appropriate, secure systems such as the Jane client portal may be used for clinical or administrative communication.
8. Newsletter and Substack
f(mind) may use Substack to publish articles, reflections, mental-health education, resources, and newsletter communications.
If you voluntarily subscribe, information such as your email address may be collected and processed for purposes including:
delivering newsletters;
sharing new articles;
providing educational resources;
announcing workshops or events;
sharing updates from f(mind); and
other communications you have chosen to receive.
You may unsubscribe from optional marketing or newsletter communications at any time using the unsubscribe link provided in the communication.
Unsubscribing from newsletters will not prevent f(mind) from sending administrative or service-related communications that are reasonably necessary in connection with services you have requested.
Information you provide through Substack may also be processed according to Substack’s own privacy practices and terms.
9. Resources and Google Drive
The f(mind) website may provide access to educational resources through third-party services such as Google Drive.
When you access an embedded or externally linked resource, the third-party provider may receive technical or usage information in accordance with its own privacy practices.
Resources available through the f(mind) website are intended for general educational purposes and should not be considered a substitute for individualized psychotherapy, psychological assessment, medical care, diagnosis, or emergency support.
10. Cookies and Website Analytics
Our website may use cookies and similar technologies.
Cookies are small files or pieces of information stored on your device that may help the website:
function properly;
remember preferences;
maintain security;
understand website traffic;
measure website performance; and
understand how visitors interact with pages or features.
Squarespace may use necessary cookies to securely operate the website. Depending on the settings and features enabled on the website, analytics or performance cookies may also be used.
Third-party services embedded or linked through the website may place or use their own cookies or similar technologies.
Where applicable, you may be provided with options to manage non-essential cookies through a cookie banner or your browser settings.
Disabling certain cookies may affect how some parts of the website function.
11. Third-Party Service Providers
f(mind) uses or may use third-party platforms to support its website, clinical services, communications, and resources.
These may include:
Jane App
For psychotherapy booking, client management, intake and consent forms, clinical records, billing, payments, client portal access, appointment communication, and related practice-management functions.
Squarespace
For website hosting, website functionality, analytics, and website forms.
Substack
For newsletters, articles, educational content, and email subscriptions.
Google services, including Google Drive
For hosting or sharing certain resources and supporting business-related functions.
Other third-party services may also be used where reasonably necessary to operate f(mind).
These service providers have their own privacy policies, security practices, and terms.
Some third-party providers may store or process information outside of Canada. Where information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction.
We take the nature and sensitivity of information into account when choosing services used to support our operations.
12. External Links and Embedded Content
The f(mind) website may contain links to or embedded content from external websites and services, including:
Jane App;
Substack;
Google Drive;
Instagram;
YouTube;
LinkedIn; and
other resources or platforms.
Clicking an external link may take you to a website that is not controlled by f(mind).
Those websites may collect information according to their own privacy policies and practices.
f(mind) is not responsible for the privacy, security, or content practices of external websites or services.
13. How We Protect Your Information
We take reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information in our custody or control.
Measures may include:
password protection;
access controls;
secure practice-management systems;
encryption provided by service providers;
limiting access to information to individuals who require it;
secure record-management practices;
device and account security measures; and
appropriate disposal or deletion practices.
No electronic transmission or storage system can be guaranteed to be completely secure.
14. Who May Access Your Information
Access to personal information is limited to individuals or service providers who reasonably require access for an authorized purpose.
Personal health information will not be disclosed to third parties without consent unless the disclosure is permitted or required by law.
Where third-party service providers process information on behalf of f(mind), they may only receive the information reasonably required to provide their services, subject to applicable agreements, policies, and legal requirements.
15. We Do Not Sell Personal Information
f(mind) does not sell or trade personal information or personal health information.
Personal health information will not be used for marketing purposes without appropriate consent.
16. Retention of Information
Personal information is retained only for as long as reasonably necessary to:
fulfill the purpose for which it was collected;
provide requested services;
maintain appropriate business and administrative records; and
satisfy applicable legal, regulatory, tax, insurance, ethical, and professional requirements.
Clinical records may be subject to specific mandatory retention periods established by legislation and professional standards.
Because healthcare professionals may be legally required to retain clinical records for a specified period, requests to delete personal health information cannot always be accommodated.
When information is no longer required, reasonable steps will be taken to securely destroy, delete, or anonymize it where appropriate.
17. Access to Your Personal Health Information
You may have the right to request access to personal health information held about you, subject to limited exceptions permitted by law.
To request access to your records, please contact:
f(mind) | Function of the Mind
Privacy Contact: Chinwendum Onyeocha, Registered Psychotherapist (Qualifying)
Email: fmindcollective@gmail.com
We may need to verify your identity before providing access to personal or health information.
Where permitted by law, reasonable fees may apply to certain record-access requests.
18. Correcting Your Information
You may have the right to request correction of personal health information where you believe that a record is inaccurate or incomplete.
Correction requests should identify the information you believe requires correction and explain the requested change.
Requests may be sent to:
Certain information may not be eligible for correction where an exception applies under applicable law.
19. Withdrawing Consent
Where we rely on your consent to collect, use, or disclose information, you may generally withdraw that consent at any time by contacting us.
Withdrawal of consent may be subject to legal, contractual, clinical, regulatory, or professional limitations.
Withdrawing consent may also affect our ability to provide certain services.
Withdrawal of consent does not necessarily require the deletion of records that f(mind) is legally or professionally required to retain.
20. Privacy Breaches
A privacy breach may include the loss, theft, unauthorized access, collection, use, disclosure, copying, modification, or disposal of personal information or personal health information.
If a privacy breach occurs, f(mind) will take reasonable steps to contain, investigate, and address the incident.
Where required by law, affected individuals and the appropriate regulatory authority will be notified.
21. Children and Youth
Privacy, confidentiality, consent, and capacity in psychotherapy involving children or adolescents depend on the circumstances of the individual client and applicable Ontario law.
Where services are provided to a young person, questions regarding:
consent to treatment;
capacity;
parental or guardian involvement;
access to records; and
confidentiality
will be addressed as part of the intake and informed consent process.
A young person’s privacy rights are not determined solely by age, and individual circumstances may affect how consent and confidentiality are handled.
22. Website and Educational Content Are Not Therapy
Visiting the f(mind) website, reading educational materials, downloading resources, subscribing to a newsletter, submitting a general inquiry, or interacting with social-media content does not establish a therapist-client relationship.
Educational information provided by f(mind) is general in nature and is not intended to:
diagnose a mental-health condition;
provide individualized treatment;
replace psychotherapy;
replace psychological or medical assessment;
replace medical advice; or
provide emergency or crisis intervention.
A therapist-client relationship is established only after appropriate arrangements, consent, and intake processes have been completed.
23. Emergencies and Crisis Support
The f(mind) website, email account, website forms, social-media accounts, and newsletter are not monitored as emergency or crisis services.
If you are experiencing an immediate emergency or believe you or another person may be in immediate danger, call 911 or attend the nearest emergency department.
If you require urgent mental-health or crisis support, please contact an appropriate crisis service available in your location.
Do not rely on email, website forms, social media, or the f(mind) website for urgent assistance.
24. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect:
changes to our services;
changes to the technology or platforms we use;
changes to privacy practices;
changes to professional requirements; or
changes to applicable legislation.
The most current version will be posted on the f(mind) website with an updated effective date.
25. Questions, Privacy Requests, or Complaints
If you have questions about this Privacy Policy, our information practices, your personal information, or your personal health information, please contact:
Privacy Contact
Chinwendum Onyeocha, Registered Psychotherapist (Qualifying)
f(mind) | Function of the Mind
Email: fmindcollective@gmail.com
You may contact us to:
ask questions about our privacy practices;
request access to your personal health information;
request a correction;
withdraw consent where applicable; or
raise a privacy concern or complaint.
We encourage individuals to contact us directly first so that we have an opportunity to understand and address the concern.
If you believe your personal health information has been improperly handled and your concern is not resolved, you may have the right to submit a complaint to the:
Information and Privacy Commissioner of Ontario (IPC)
The IPC oversees Ontario’s health privacy legislation, including PHIPA.
Depending on the nature of the information and circumstances involved, privacy matters may also fall within the jurisdiction of another applicable Canadian privacy regulator.