How does KAYDA HEALTH INC manage privacy?

Privacy Policy

KAYDA HEALTH INC.

Last updated: October 11, 2026

At Kayda Health Inc. (Kayda Health, the PRACTICE, we, us, or our), protecting your privacy and maintaining the confidentiality of your personal information are important responsibilities.

We recognize that people seeking counselling may share sensitive information about their health, relationships, personal experiences, and circumstances. We are committed to collecting and handling this information respectfully, responsibly, and in accordance with applicable privacy legislation and professional standards.

This Privacy Policy explains how we collect, use, store, protect, and disclose personal information, as well as your rights regarding that information.

It applies to visitors to our website, people who contact us about services, current and former clients, and individuals whose information is collected through our practice operations.

Our privacy practices are guided by British Columbia's Personal Information Protection Act (PIPA), applicable Canadian privacy legislation, and the professional standards governing our clinicians, including those of the BC Association of Clinical Counsellors (BCACC).

1. Personal Information We Collect

We collect personal information that is reasonably necessary to respond to inquiries, provide counselling services, maintain clinical records, administer the practice, and meet our professional and legal obligations.

Depending on how you interact with Kayda Health, this may include:

Personal and Contact Information

Name, preferred name, pronouns, date of birth, and contact information
Address and emergency contact details
Parent, guardian, or substitute decision-maker information when applicable

Clinical and Health Information

Information about your physical and mental health, personal history, symptoms, and reasons for seeking counselling
Intake forms, assessments, treatment plans, progress notes, and clinical correspondence
Information shared during counselling sessions
Relevant information from other healthcare professionals or authorized third parties
Consent forms and records of decisions regarding treatment and disclosure

Appointment, Billing, and Insurance Information

Appointment history and scheduling preferences
Billing information, receipts, and payment records
Insurance details required for direct billing or reimbursement
Communications relating to appointments and services

Website and Electronic Communication Information

Information submitted through website forms or other inquiries
Emails, text messages, and other correspondence
Technical information such as IP address, browser type, device information, website activity, and cookies

We aim to collect only information relevant to the purposes for which it is needed.

2. How We Collect and Use Information

Personal information may be collected directly from you, through your interactions with our website or booking system, during counselling services, or from other individuals or organizations where you have provided authorization or where permitted by law. We use this information to:

Respond to inquiries and help individuals access appropriate services
Schedule, deliver, and document counselling services
Maintain accurate clinical and administrative records
Process payments, issue receipts, and administer insurance claims
Communicate about appointments, services, and relevant practice information
Support clinical consultation, supervision, and continuity of care in accordance with confidentiality obligations
Meet legal, ethical, professional, and regulatory requirements
Maintain and improve our website and administrative operations
Provide newsletters or promotional communications where consent has been obtained or otherwise permitted by law

We do not sell client clinical records or use confidential clinical information for advertising purposes.

Personal information will not be used or disclosed for unrelated purposes without appropriate consent or other lawful authority.

3. Clinical Records and Jane App

Kayda Health uses Jane App, a cloud-based practice management platform provided by Jane Software Inc., to support the delivery and administration of counselling services. Jane may be used for:

Online booking and appointment scheduling
Intake and consent forms
Electronic clinical records and progress notes
Billing, payments, and insurance administration
Appointment notifications and client communications
Secure virtual counselling services
Other practice management functions

Kayda Health's Jane account uses Canadian data hosting for its primary client records.

Jane employs security measures, including encryption and controlled access, to help safeguard personal information.

Kayda Health remains responsible for determining how client records are collected, used, accessed, retained, and disclosed in accordance with applicable privacy legislation and professional obligations.

Access to Clinical Records

Access to clinical records is restricted according to professional roles and responsibilities.

Clinicians ordinarily access clinical records associated with clients receiving services from them. They do not have general access to other clinicians' client records.

Authorized practice personnel may have access to information necessary to perform designated administrative, clinical, supervisory, privacy, or records management responsibilities, subject to appropriate permissions and confidentiality obligations.

Information may also be accessed or disclosed where permitted or required by law.

Processing Outside Canada

Although Kayda Health's primary Jane data storage is located in Canada, certain optional platform features and supporting services may involve temporary processing or storage of limited personal information outside Canada.

Jane identifies features such as SMS reminders, secure messaging, telehealth, and AI-assisted documentation as services that may involve processing outside the selected Canadian hosting region.

Information processed in another country may be subject to that country's laws, including lawful access requests by public authorities.

For further details, please review Jane's Privacy Notice:

https://jane.app/legal/privacy-notice

4. AI-Assisted Clinical Documentation

Some Kayda Health clinicians may offer AI-assisted clinical documentation through Jane's AI Scribe feature.

AI Scribe is used to assist clinicians in preparing clinical notes. Its use may involve temporary processing of session information through authorized technology service providers, including processing in the United States.

AI Scribe is used only when the client has completed the separate consent process for this service.

Clients may decline AI-assisted documentation and continue receiving counselling services without using this feature.

General consent to counselling or electronic recordkeeping does not constitute consent to AI-assisted documentation.

Clinicians remain responsible for reviewing, correcting as necessary, and maintaining the accuracy and appropriateness of clinical documentation.

5. Confidentiality and Disclosure of Information

Counselling services are confidential. Kayda Health and its clinicians protect information shared during treatment in accordance with professional standards, privacy legislation, and applicable legal obligations.

Information will generally be disclosed to third parties only with appropriate authorization or where disclosure is otherwise permitted or required by law.

As outlined in our Consent to Service, exceptions to confidentiality may include circumstances involving:

A serious risk of harm to the client or another person where disclosure is legally permitted
Concerns that a child or youth needs protection under applicable child protection legislation
Disclosure required through lawful court orders, subpoenas, or other legal proceedings
Information requests or disclosures authorized by the client or another legally authorized individual
Regulatory, insurance, billing, audit, or other legal requirements where disclosure is appropriately authorized or legally permitted

Where appropriate and legally permissible, we make reasonable efforts to inform clients about requests for or disclosures of their information.

Privacy and Confidentiality for Children and Adolescents

Kayda Health respects the privacy and confidentiality of children and adolescents receiving counselling, regardless of their age or capacity to consent independently.

Under British Columbia's Infants Act, a person under 19 may be capable of independently consenting to counselling when the applicable legal requirements are met.

The extent to which a parent or guardian may access or authorize disclosure of a young person's clinical information depends on applicable privacy legislation, the young person's capacity to exercise their privacy rights, and the requesting person's legal authority.

Payment for counselling does not, by itself, provide a parent or guardian with unrestricted access to clinical records or session information.

Requests involving minors' records are considered individually in accordance with applicable law and professional obligations.

Clinical Supervision and Consultation

Clinicians may seek professional consultation or clinical supervision to support safe, ethical, and effective care.

Reasonable efforts are made to protect client confidentiality during these processes, including limiting identifying information wherever practical.

Insurance and Direct Billing

Where clients request direct billing or insurance-related documentation, certain information may be shared with insurers or benefits administrators as authorized or otherwise lawfully permitted.

This may include identifying information, dates of service, professional credentials, billing details, and information reasonably required to process or verify claims.

Additional information will be disclosed only with appropriate authorization or another lawful basis.

6. Website Privacy, Cookies, and Analytics

Our website, www.kaydahealth.ca, is hosted through Wix.

When you visit our website, certain technical information may be collected automatically, including your IP address, browser and device information, pages visited, referral sources, and general website activity.

Our website may use cookies, pixels, and similar technologies to support functionality, understand website traffic, measure the effectiveness of communications, and improve the visitor experience.

Analytics and Advertising Technologies

Kayda Health uses website analytics and advertising-related tracking tools.

Depending on the tools enabled and your privacy choices, these technologies may collect information about interactions with our website and may involve third-party providers, including providers that process information outside Canada.

Such information may include page visits, referral sources, technical identifiers, and interactions with website content.

We recognize that visiting a mental health website can involve sensitive interests. We therefore aim to limit unnecessary collection and sharing of information through tracking technologies.

Clinical session notes and information stored in Jane's clinical records are not provided to advertising platforms for targeted advertising.

Managing Cookies

You can manage or restrict cookies through your browser settings and, where available, the privacy or cookie preferences provided on our website.

Disabling certain cookies may affect some website features.

For information about data collected through a specific analytics or advertising provider, please refer to that provider's privacy documentation.

7. Website Forms and Electronic Communications

When you contact Kayda Health through a website form, email, telephone, or another communication channel, we may collect the information you provide to respond to your inquiry and assist with accessing services.

Website inquiries may be managed through Wix, email systems, or our practice management platform, depending on the nature of the inquiry.

We encourage individuals to avoid including detailed clinical or highly sensitive personal information in general website contact forms or ordinary email communications unless specifically requested through an appropriate channel.

Email and Text Communications

Email and text messaging may be used for appointment scheduling, reminders, administrative communications, and other purposes consistent with client preferences and consent.

Although reasonable safeguards are used, ordinary email and SMS communication may carry privacy risks, including interception, misdelivery, or access by others who use the same device or account.

Clients may discuss communication preferences and privacy concerns with their clinician or Kayda Health.

Electronic messaging is not intended for emergencies or urgent crisis support.

8. Third-Party Service Providers

Kayda Health uses external service providers to support its website, communication systems, clinical operations, and administrative functions.

These may include:

Jane Software Inc. for practice management and clinical records
Wix for website hosting and related functionality
Email and business communication providers
Payment processors and insurance administration services
Website analytics and advertising technology providers
Other service providers reasonably necessary for practice operations

Providers may process limited personal information to perform services on our behalf, according to their respective roles and applicable agreements.

We seek to use service providers with reasonable privacy and security safeguards appropriate to the information being handled.

Access to client information is limited to what is reasonably necessary for an authorized purpose.

We do not authorize third-party service providers to use confidential clinical information for their own unrelated marketing purposes.

9. Information Security

Kayda Health uses reasonable physical, administrative, and electronic safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, loss, or destruction. These safeguards may include:

Restricted access to electronic records
Individual user accounts and role-based permissions
Password and authentication protections
Secure, encrypted technology platforms
Confidentiality obligations for clinicians and authorized personnel
Procedures for appropriately handling, storing, transferring, and disposing of records

Despite these precautions, no electronic communication or storage system can be guaranteed completely free from risk.

Where a privacy or security incident occurs, Kayda Health will assess the circumstances, take appropriate corrective action, and provide notifications where required by applicable law or professional obligations.

10. Clinical Record Retention and Disposal

Kayda Health retains clinical records in accordance with applicable laws, BCACC professional standards, and relevant recordkeeping obligations.

Retention requirements may vary depending on factors such as the client's age, the nature of the records, and applicable legal or professional requirements.

Clinical records may be retained after counselling services have ended, including where the client requests that the records be deleted.

When records are no longer required and are eligible for disposal, reasonable steps are taken to ensure they are securely destroyed or otherwise disposed of in a manner that protects confidentiality.

Different retention periods may apply to website inquiries, general correspondence, and administrative information that do not form part of the clinical record.

11. Accessing, Correcting, and Releasing Personal Information

Individuals have rights under applicable privacy legislation to request access to personal information held about them and to request corrections to inaccurate information.

Clients may also authorize Kayda Health to disclose information to individuals or organizations of their choosing, such as other healthcare professionals, schools, insurers, or family members, subject to applicable legal requirements.

Where an individual cannot exercise these rights independently, an appropriately authorized representative may be permitted to act on their behalf.

Requests for access, correction, or release of personal information will be reviewed in accordance with applicable privacy legislation and professional obligations.

We may request reasonable information to verify identity or legal authority before releasing or changing records. Written authorization may be required for disclosures to third parties.

Certain information may be withheld or disclosure limited where permitted or required by law, including where another person's privacy may be affected or information is subject to legal privilege.

Requests will be addressed in accordance with applicable legal timelines, fees, and exceptions.

Where a requested correction to a clinical record is not appropriate, a request for correction or statement of disagreement may be documented as required by law.

12. Consent and Withdrawal of Consent

Kayda Health obtains consent for the collection, use, and disclosure of personal information where required by law.

Clients receive information about counselling services, confidentiality, and relevant practice policies through our informed consent process.

Additional consent may be requested for particular activities, including AI-assisted documentation, direct billing, release of clinical information, or other purposes where appropriate.

Individuals may withdraw consent to certain uses or disclosures of personal information, subject to legal, professional, and contractual limitations and reasonable notice.

Withdrawal of consent does not necessarily require the deletion of information already collected or records that must be retained to meet legal or professional obligations.

Clients are encouraged to discuss concerns about consent or privacy with their clinician or Kayda Health.

13. Privacy Questions, Concerns, and Complaints

Kayda Health welcomes questions or concerns about how personal information is collected, used, stored, or disclosed. Individuals may contact our designated privacy contact to:

Ask questions about our privacy practices
Request access to or correction of personal information
Raise a concern regarding confidentiality or information security
Request information about relevant service providers
Submit a privacy-related complaint

We will review concerns and respond in accordance with applicable privacy requirements.

Individuals may also contact the Office of the Information and Privacy Commissioner for British Columbia if they have concerns about their privacy rights.

https://www.oipc.bc.ca

14. Changes to This Privacy Policy

Kayda Health may update this Privacy Policy periodically to reflect changes in legislation, professional standards, technology, or practice operations.

The most recent revision date will be displayed at the top of this page.

Material changes affecting the handling of client information will be communicated where required or appropriate.

15. Contact Information

Kayda Health Inc.

Attention: Thea Megas, MC, RCC-ACS

Owner & Privacy Contact

202-2700 Barnet Highway
Coquitlam, BC V3B 2B8

Email: thea@kaydahealth.ca

Phone: (778) 716-8255

Website: https://www.kaydahealth.ca

For general scheduling and administrative inquiries, please contact connect@kaydahealth.ca.