Communications Policy

EFFECTIVE DATE: SEPTEMBER 01, 2024

LAST UPDATED: JULY 06, 2026

I. INTRODUCTION

As a virtual narrative practice and community hub, the Groundfire Counselling & Community Work (GCCW) team primarily communicates via electronic communication such as email, text/instant messaging, telephone, video call (including but not limited to Cliniko, Proton, Zoom, Doxy, Signal), and more (the “electronic communication(s)”). The following information is outlined for your informed consent in engaging with these forms of electronic communication for the purpose of receiving counselling services from your GCCW practitioner.

II. POLICY STATEMENT

GCCW will use reasonable means to protect the security and confidentiality of information sent and received using electronic communications. However, because of the risks outlined below, we cannot guarantee the security and confidentiality of electronic communication.

1. In continuing to engage with us, you acknowledge, understand and accept the following risks:

   1. Use of electronic communications to discuss sensitive information can increase the risk of such information being disclosed to third parties.
   2. Despite reasonable efforts (including end-to-end encryption, password protection, multifactor authentication (MFA), VPN use, etc.) to protect electronic communication’s privacy and security, it is impossible to completely secure the information.
   3. Employers and online services may have a legal right to inspect and keep electronic communications that pass through their system.
   4. Electronic communications can introduce malware into a computer system, potentially damaging or disrupting the computer, networks, and security settings.
   5. Electronic communications can be forwarded, intercepted, circulated, stored, or changed without our or your knowledge or permission.
   6. Even after the sender and recipient have deleted copies of electronic communications, backup copies may exist on a computer system.
   7. Electronic communications may be disclosed in accordance with a duty to report or a court order.
   8. Using social videoconferencing services such as Skype or Facebook video call may be more open to interception than other forms of videoconferencing. For this reason, your GCCW practitioner will attempt Cliniko, Proton Meet, and Doxy before turning to Zoom, and will not recommend social videoconferencing platforms over more-secure platforms.

2. If email or text messaging is used as an e-communication tool, the following are additional risks:

   1. Email, text messages, and instant messages can be misdirected, resulting in an increased risk of being received by unintended and unknown recipients.
   2. Email, text messages, and instant messages can be easier to falsify than handwritten or signed hard copies. It is not feasible to verify the true identity of the sender or to ensure that only the recipient can read the message once it has been sent.

3. By interacting with GCCW through electronic communications, you acknowledge and agree to the following:

   1. While we will attempt to review and respond to your electronic communications such as email and text in a timely manner, we cannot guarantee that all electronic communications will be reviewed and responded to within any specific time period.
   2. If your electronic communications require or invite a response from us and you have not received a response within a reasonable time, do follow up with us to determine whether we have received the electronic communication and when we will respond.
   3. Electronic communications may be printed or transcribed in full and included in your client file if relevant or necessary (for example, if you send a list of accessibility or accommodation requests, we may transcribe that information into your file to ensure your practitioner has the information they need to provide accessible service).
   4. You agree to inform us or your practitioner of any information you do not want sent via electronic communications.
   5. Some electronic communications might not be used for therapeutic purposes. Where applicable, the use of these electronic communications will be limited to education, information, and administrative purposes.
   6. We cannot assume responsibility for information loss due to technical failures associated with your software or internet service provider.

III. BEST PRACTICES FOR ELECTRONIC COMMUNICATIONS

To communicate with GCCW using electronic communications, you agree to:

1. Reasonably limit or avoid using an employer’s or other third party’s computer.
2. Let us know of any changes in your email address, mobile phone number, or other account information necessary to communicate via electronic communications.
3. Take reasonable precautions to preserve the confidentiality of electronic communications, such as using screen savers and safeguarding computer passwords for email, instant messaging, and/or text messaging.
4. If you require immediate assistance or are in crisis, please call any of the crisis lines or emergency services listed on our website or take other measures as appropriate, such as going to the nearest Emergency Department or urgent care clinic.

IV. CONTACT

If you have any questions about this Privacy Policy, you can contact us:

• By email: info@groundfireccw.ca
• Through our contact form: Contact

V. HISTORY

ADOPTED: SEPTEMBER 01, 2024

REVISED: SEPTEMBER 23, 2024

LAST REVIEWED: JULY 06, 2026