Privacy Policy

Pacific Solstice Group — Squamish, British Columbia
Last updated: October 12, 2026

Your privacy matters to us, and confidentiality is at the heart of counselling. This Privacy Policy explains what personal information Pacific Solstice Group collects, why we collect it, how it may be used or disclosed, and how we protect it in accordance with British Columbia’s Personal Information Protection Act (PIPA) and applicable professional standards.

Who Is Responsible for Your Information

Pacific Solstice Group is responsible for personal information under its control.

Our Privacy Officer is:

Madison King, MSW, RCC, RSW
Pacific Solstice Group
Email: info@pacificsolsticegroup.com
Phone: 250-896-5903

Questions, requests, or concerns about privacy can be directed to the Privacy Officer.

What We Collect and Why

When you contact Pacific Solstice Group, we may collect your name, contact information, and the contents of your message so that we can respond to your enquiry and, if requested, arrange a consultation or counselling appointment.

Please avoid sending detailed personal or health information through our website contact form or regular email unless necessary.

If you become a client, we collect information reasonably necessary to provide counselling services safely and effectively. This may include:

• Your name and contact information;
• Information you provide during consultations and counselling sessions;
• Clinical notes and other records your counsellor is professionally or legally required to maintain;
• Appointment and scheduling information;
• Billing and payment information; and
• Information required to provide receipts or communicate with third-party payers when you have authorized us to do so.
  
  

Website, Analytics and Advertising

Our website may collect limited technical information required for the website to function.

Pacific Solstice Group does not use remarketing advertising.

Where Google Ads conversion tracking is enabled through our online booking system, a completed booking may be reported to Google Ads as a conversion for the purpose of understanding whether our advertising is effective. No counselling notes, diagnoses, session information, or other clinical information are shared with Google Ads.

Our website’s cookie and analytics practices may be updated as website functionality changes. Where required, this Privacy Policy will be updated to accurately reflect those technologies.

How We Use and Share Your Information

We use personal information only for the purposes for which it was collected or for another purpose permitted or required by law.

Access to client information within Pacific Solstice Group is limited to authorized individuals who require access for legitimate clinical, supervisory, administrative, billing, or practice-management purposes.

We do not sell personal information.

We do not disclose your counselling information to your employer, insurer, WorkSafeBC, family members, or another person or organization without your consent unless disclosure is required or permitted by law.

There are circumstances in which confidentiality may be limited. These can include situations involving a serious risk of harm, concerns regarding the safety or protection of a child, a legal requirement or court order, or another circumstance in which disclosure is authorized or required by law.

Your counsellor will discuss confidentiality and its limits with you as part of the informed-consent process.

Where and How Your Information Is Stored

Pacific Solstice Group uses secure electronic systems to manage and maintain personal information.

Jane: Client records, appointment information, booking information, billing information, and other practice-management information are primarily maintained through Jane, our secure electronic practice-management system. Jane stores Canadian clinic data in Canadian data centres.

reMarkable: Some counsellors may use reMarkable devices as part of clinical documentation and note-taking. Where client information is recorded or temporarily maintained using reMarkable, reasonable safeguards are used to protect the information, including device and account security and limiting access to authorized individuals. Information recorded using reMarkable may also be subject to reMarkable’s cloud-storage and data-processing practices.

Google Workspace: Email and other administrative communications may be managed using Google Workspace. Depending on the service and its configuration, information processed through Google Workspace may be stored or processed outside Canada.

Because electronic service providers may use infrastructure or subprocessors in other jurisdictions, information processed outside Canada may be subject to the laws of those jurisdictions.

Pacific Solstice Group takes reasonable administrative, technical, and physical safeguards to protect personal information. These include restricting access to individuals who require it, using strong passwords and two-step authentication where available, and using secure systems for storing and managing clinical information.

How Long We Keep Information

Client records are retained for the period required by applicable legislation and the professional standards governing the counsellor responsible for the record. Because retention requirements may differ depending on the clinician’s professional designation and the age of the client, the applicable retention period may vary.

After the required retention period has expired, records are securely destroyed or deleted in a manner appropriate to the format in which they are maintained.

Enquiries that do not result in counselling services are retained only for as long as reasonably necessary for administrative and privacy purposes and are then securely deleted.

Your Rights

Subject to applicable legal and professional limitations, you may request access to personal information Pacific Solstice Group holds about you and ask us to correct information you believe is inaccurate or incomplete.

We will respond to access requests within the time required by British Columbia privacy legislation.

You may also withdraw consent to certain uses or disclosures of your personal information. Withdrawal of consent does not override legal, ethical, or professional obligations requiring us to retain particular records or information.

To make an access, correction, or privacy request, contact our Privacy Officer.

Questions or Complaints

If you have a question or concern about how Pacific Solstice Group handles your personal information, please contact:

Madison King, MSW, RCC, RSW
Privacy Officer, Pacific Solstice Group
Email: info@pacificsolsticegroup.com
Phone: 250-896-5903

We encourage you to contact us first so we can respond to your concern.

If your concern is not resolved, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC).
Website: http://www.oipc.bc.ca
Telephone: 250-387-5629
Toll-free in British Columbia: contact Enquiry BC at 1-800-663-7867 and request transfer to 250-387-5629.