Privacy Policy

Galia Wellness Services

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Effective Date: July 31 2025
Last Updated: February 14 2026
 

Galia Wellness Services is committed to protecting the privacy, confidentiality, and security of your personal and personal health information. Privacy practices are guided by:
 

The ethical standards of the Canadian Counselling and Psychotherapy Association (CCPA)

Manitoba’s Personal Health Information Act (PHIA)

The federal Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable

This policy outlines how information is collected, used, disclosed, stored, and protected within private practice.

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1. Trustee Responsibility Under PHIA

Under PHIA, Galia Wellness Services is considered a trustee of personal health information and is legally responsible for:

Protecting your information

Limiting its collection to what is necessary

Ensuring appropriate use and disclosure

Maintaining safeguards

Responding to access and correction requests

Only information necessary to provide counselling services is collected.

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2. Professional Ethical Obligations (CCPA)

As a Canadian Certified Counsellor (CCC), services are delivered in accordance with the CCPA Code of Ethics and Standards of Practice.

These standards require:

Strict confidentiality

Secure record keeping

Clear informed consent

Transparency about risks and limits of confidentiality

Protection of client dignity and autonomy

Ethical obligations extend to electronic communication, documentation, supervision, and consultation.
 

3. Limits of Confidentiality

Confidentiality is fundamental to counselling. However, disclosure may occur without consent when required or permitted by law, including:

Risk of serious harm to yourself or others

Suspected child abuse or neglect

Court order or subpoena

Legal or regulatory requirements

If disclosure is required, only the minimum necessary information will be shared.
 

4. Federal Privacy Law (PIPEDA)

PIPEDA applies to private-sector organizations engaged in commercial activity. While PHIA governs personal health information in Manitoba, PIPEDA may apply to:

Electronic communications

Website data collection

Billing and payment processing

Cross-provincial data transmission

In accordance with PIPEDA principles, Galia Wellness Services commits to accountability, limited collection, meaningful consent, safeguards, openness, and access rights.
 

5. Electronic Records & Practice Management Software

Clinical records and client information are stored using Owl Practice, a Canadian practice management platform designed for health professionals.

Security features include:

Encrypted data storage

Secure servers

Role-based access controls

Password-protected accounts

Owl Practice maintains its own privacy and security standards. Clients are encouraged to review Owl Practice’s Privacy Policy directly at:

https://owlpractice.ca/privacy-policy/

While reasonable safeguards are used to protect electronic information, no online system can guarantee absolute security. By engaging in electronic communication or using the client portal, you acknowledge and accept the inherent risks associated with digital transmission.
 

6. Website & Digital Communication Risks

The Galia Wellness Services website may automatically collect limited non-identifying information such as IP address, browser type, and pages visited for analytics and functionality purposes.

If you submit information through a website form or email:

It will be used only to respond to your inquiry.

Email is not a fully secure method of communication.

Sensitive personal health information should be shared through the secure client portal whenever possible.
 

7. Use and Disclosure of Information

Your information may be used for:

Providing counselling services

Clinical documentation

Appointment scheduling

Billing and insurance claims

Professional consultation or supervision (with identifying details removed whenever possible)

Legal or regulatory compliance

Information is never sold or used for marketing purposes.

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8. Retention and Secure Destruction

In accordance with PHIA and professional standards:

Adult records are retained for at least 10 years from the date of last service.

Minor records are retained for 10 years after the client reaches age 18.

After this period, records are securely destroyed in a manner that protects confidentiality.

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9. Client Rights

Under PHIA, you have the right to:

Request access to your personal health information

Request corrections to inaccurate information

Receive information about how your data has been used or disclosed

File a privacy complaint

Requests must be made in writing and will be responded to within legislated timelines.

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10. Privacy Complaints

If you have concerns about how your information has been handled, you are encouraged to contact:

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Caroline Winship, CCC

Galia Wellness Services

P.O. Box 23, Wabowden MB R0A 1S0

1- 888 - 664 - 6458

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If concerns are not resolved, you may contact the Manitoba Ombudsman’s Office.