Privacy Policy

Effective date: September 9, 2026

1. Who we are

Andrea Pastoor Psychotherapy ("we," "us," "our," or "the practice") is a counselling practice located in Maple Ridge, British Columbia, operated by Andrea Pastoor, a Registered Clinical Counsellor (RCC) with the BC Association of Clinical Counsellors (BCACC). This policy explains how we collect, use, disclose, and protect personal information gathered through our website, our email marketing, and our online booking system, and it describes the choices available to you.

For questions about this policy or to exercise any of the rights described below, contact:

Privacy Officer: Andrea Pastoor
Email: andrea.counsellingservices@gmail.com
Location: Maple Ridge, British Columbia, Canada

2. Scope of this policy

This policy covers personal information collected through our website (such as contact-form submissions and analytics data), our email newsletter and marketing communications, and our online booking platform. It applies to website visitors, newsletter subscribers, and prospective and current clients.

This policy does not replace the confidentiality agreement and informed consent you review and sign with Andrea before or at the start of counselling. Your clinical file — session notes, treatment records, and related health information — is governed by that separate consent process, by the BCACC Code of Ethical Conduct and Standards of Clinical Practice on Privacy and Confidentiality, and by applicable BC and federal privacy law. Section 10 below summarizes how those clinical records are handled; where the two documents overlap, your signed clinical consent form governs your therapy records specifically.

3. The laws that apply to us

As a private-sector organization based in British Columbia, we collect, use, and disclose personal information in accordance with BC's Personal Information Protection Act (PIPA). Where we use service providers located outside BC or Canada, or where our activities otherwise fall within its scope, the federal Personal Information Protection and Electronic Documents Act (PIPEDA) may also apply. Our email marketing complies with Canada's Anti-Spam Legislation (CASL). As a Registered Clinical Counsellor, Andrea is additionally bound by the BCACC Code of Ethical Conduct and Standards of Clinical Practice.

4. Information we collect

4.1 Information you give us directly

Contact details you provide through our website's contact or inquiry form, such as your name, email address, phone number, and the content of your message.
Booking and intake information you provide through Jane App, our practice management and scheduling platform, when you request or book an appointment — for example your name, email, phone number, and any intake details Jane's booking form asks for.
Email address and name if you subscribe to our newsletter or mailing list through Flodesk, our email marketing platform.
Any other information you choose to share with us by email, phone, or through our contact form.

4.2 Information collected automatically

When you visit our website, we and our service providers automatically collect some information through cookies and similar technologies, including:

Device and browser information (such as browser type, device type, and operating system).
Usage information (such as pages viewed, time spent on the site, links clicked, and the site you arrived from).
Approximate location derived from your IP address.

We collect this information using Google Analytics, and where we run Google Ads campaigns, using Google's advertising cookies for conversion tracking and remarketing. Section 6 explains this in more detail and how you can opt out.

5. How we use your information

To respond to inquiries submitted through our website or by email or phone.
To schedule, confirm, and manage appointments through Jane App.
To send email newsletters, updates, and marketing communications about our services, with your consent, through Flodesk.
To understand how visitors use our website and to improve its content and performance, using Google Analytics.
To run and measure the performance of Google Ads campaigns promoting our services.
To meet legal, regulatory, and professional obligations, including those set by BCACC.

We do not sell your personal information, and we do not use it for any purpose beyond what is described in this policy without first obtaining your consent.

6. Email marketing (CASL)

We only send marketing emails to people who have given express consent — for example, by subscribing through a sign-up form on our website — or where implied consent exists under CASL (for instance, if you're an existing client and the message relates to our services). Every marketing email we send through Flodesk clearly identifies us as the sender, includes our contact information, and provides a working unsubscribe link. If you unsubscribe or otherwise withdraw consent, we will stop sending marketing emails within 10 business days, as required by CASL. Withdrawing consent to marketing emails does not affect appointment-related or other service communications, which are sent on a different basis.

7. Cookies, Google Analytics, and Google Ads

Our website uses cookies and similar tracking technologies for the purposes described below. You can control or disable cookies through your browser settings; doing so may affect how parts of our site function.

7.1 Google Analytics

We use Google Analytics to understand how visitors interact with our website — for example, which pages are viewed and how visitors arrive at our site. Google Analytics collects information such as your IP address, device and browser type, and browsing activity on our site, and processes it on Google's servers, which may be located outside Canada, including in the United States. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on, available at tools.google.com/dlpage/gaoptout.

7.2 Google Ads

Where we run Google Ads campaigns, Google may use cookies to measure ad performance (conversion tracking) and to show our ads to people who have previously visited our site (remarketing). Because our services relate to mental health, we do not build or use remarketing audiences based on visitors' inferred health conditions, and we configure our advertising in line with Google's policy on health in personalized advertising, which restricts targeting based on sensitive health interests. You can review or adjust the ads you see across the web, or opt out of personalized advertising from Google, at adssettings.google.com. You can also visit the Digital Advertising Alliance of Canada at youradchoices.ca for broader opt-out tools.

7.3 Managing cookies

Most browsers let you block or delete cookies through their settings menu. Because our site relies on a small number of third-party tools rather than a large advertising network, we have not implemented a separate cookie-consent banner; if you would like one added, or would like more granular control offered on the site, let us know and we can add it.

8. Who we share information with

We share personal information with the following categories of service providers, each of which processes information on our behalf and under its own privacy policy:

Jane App — our scheduling and practice management platform, which stores appointment and client contact information. See Jane App's privacy policy for details on how it handles and stores data.
Flodesk — our email marketing platform, which stores the email addresses and names of newsletter subscribers. See Flodesk's privacy policy for details on how it handles and stores data.
Google (Google Analytics and Google Ads) — used for website analytics and advertising, as described in Section 7.
Our Marketing Partners

We do not otherwise sell, rent, or trade your personal information to third parties. We may disclose personal information where required by law, to protect the safety of a client or another person, or in the other limited circumstances described in Andrea's clinical consent documentation and the BCACC Standards of Practice on Privacy and Confidentiality.

9. Storage and cross-border transfer of information

Some of the service providers we use — including Google and Flodesk — store or process information on servers located outside Canada, including in the United States. This means that information may be accessible to courts, law enforcement, or national security authorities under the laws of those jurisdictions. By providing us with your personal information, you acknowledge this possibility. We choose service providers that maintain their own privacy and security commitments, and we only share the minimum information necessary for them to provide their service to us.

10. Clinical records (a note, not a substitute for your consent form)

Session notes, treatment plans, and other clinical health information created in the course of counselling are kept separately from website and marketing data, are not shared with Jane App's or Flodesk's marketing features, and are not used for advertising or analytics purposes. These records are collected, stored, retained, and disclosed in accordance with the BCACC Code of Ethical Conduct, the BCACC Standards of Clinical Practice on Privacy and Confidentiality, and the informed consent you review and sign with Andrea directly. That signed consent document — not this website policy — sets out the specific limits of confidentiality (for example, where disclosure is required by law or to prevent serious harm), how to access your clinical records, and how long they are retained.

11. How long we keep your information

Website contact-form inquiries: retained only as long as needed to respond to your inquiry, then deleted or archived.
Newsletter subscriber information (Flodesk): retained until you unsubscribe or request deletion.
Booking and appointment information (Jane App): retained for as long as you remain a client and thereafter in line with the retention period set out in your clinical consent documentation and BCACC's current record-keeping standards.
Website analytics data (Google Analytics): retained according to our Google Analytics account settings, which we periodically review.

12. Your privacy rights

Under PIPA, you have the right to:

Ask what personal information we hold about you and how it's being used.
Request access to your personal information.
Request that we correct inaccurate or incomplete information.
Withdraw consent to a particular use of your information — such as marketing emails — at any time, subject to legal or contractual restrictions and reasonable notice.

To exercise any of these rights, contact Andrea at andrea.counsellingservices@gmail.com. We will respond within the timeframes required by PIPA. If you're not satisfied with how we've handled your personal information, you can contact the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca).

13. How we protect your information

We take reasonable administrative, technical, and physical measures to protect personal information against loss, theft, and unauthorized access, use, or disclosure. This includes relying on service providers (Jane App, Flodesk, Google) that maintain their own industry-standard security safeguards, and limiting access to client and subscriber information to what is needed to provide our services.

14. Children's privacy

Our website is not directed at children, and we do not knowingly collect personal information from children through our website or email marketing for marketing purposes. If counselling services are provided to a minor, the collection, use, and consent process for that client's clinical information is handled directly with the client and, where required, their parent or guardian, as part of the intake and consent process — not through this website policy.

15. Changes to this policy

We may update this policy from time to time to reflect changes in our practices, our service providers, or the law. The "Effective date" at the top of this policy will be updated when changes are made. We encourage you to review this policy periodically.

16. Contact us

If you have questions, concerns, or requests regarding this policy or your personal information, please contact:

Andrea Pastoor, Andrea Pastoor Psychotherapy
Email: andrea.counsellingservices@gmail.com
Location: Maple Ridge, British Columbia, Canada