Arktos Privacy Policy

Last revised: September 12, 2025

 

PRIVACY POLICY

 

At Arktos Wellness Services Canada Ltd. (“Arktos”, “we,” or “our”), your privacy and the confidentiality of your personal and health information are very important to us. This Privacy Policy explains how we collect, use, store, and protect your information in the course of providing our mental health and wellness services.

 

We will only use your personal information in accordance with this policy, unless otherwise required by applicable law. We comply with the Personal Health Information Protection Act, 2004 (PHIPA), the Personal Information Protection and Electronic Documents Act, 2000 (PIPEDA), and other applicable privacy laws and practices.

 

1. What Information do We Collect

 

We collect only the information necessary to provide our wellness and mental health services, including:

• Personal identifiers (e.g., name, contact details, date of birth).

• Health information (e.g., clinical notes, treatment progress, session details).

• Administrative information (e.g., scheduling, billing, payment records).

• When you visit our website, we may collect non-identifiable information (such as browser type or time spent on pages) to improve the user experience. We do not collect identifiable health information through our website. You may adjust your browser settings to disable cookies.

 

Group workshops and bootcamps are conducted through Zoom One Business (“Zoom”) with a Business Associate Agreement. We do not record Zoom sessions or use AI features during group workshops or virtual services.

 

2. How and Where Your Information is Stored

 

The security of your personal information is a top priority for us. We use physical, electronic, and administrative measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. Your information is stored in a combination of secure physical and electronic systems as follows:

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1. Physical Storage:

   • Paper records predating electronic transition are stored in a locked and secure Arktos-controlled file cabinet.

2. Electronic Storage:

• Jane App

1. An electronic medical records platform that stores data securely in Canada, encrypted in transit and at rest.

2. This is used for storage of all 1 on 1 virtual sessions, clinical notes, scheduling and billing information.

3. Video and audio for virtual sessions necessarily pass through Jane’s secure servers but are not recorded or stored once the session ends

4. Payment processing through Jane is conducted by external PCI-compliant providers; Jane only retains limited payment details

• Microsoft OneDrive

  • We use this for limited storage of session notes or administrative documents.

  • It is encrypted, password-protected, and access is restricted to Arktos.

• Removable Hard Drive: This is used for encrypted backup storage of all records.

• Zoom (for groups and workshops)

  • This is used exclusively for group workshops and bootcamps.

  • Limited data (such as participant names or attendance) may transfer to or be stored in the United States of America (the “U.S.”) and therefore, subject to U.S. laws such as the Patriot Act. In these circumstances, the governments, courts, law enforcement, or other regulatory agencies of the U.S. may be able to obtain access to this information

  • No session records or other AI features are used.

  • Direct messaging is disabled.

  • End-to-end encryption is enabled, though encryption may be temporarily lowered to enable breakout rooms for group interactions.

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Please note that for 1 on 1 sessions, your rights and service terms are also described in our Services Agreement, which is provided at intake.

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3. Retention and Secure Destruction

 

Retention Period:

• We keep records for:

  • 10 years after your last session, or

  • 10 years after you turn 18 (if you were a minor at your last session).

This is required by law and by regulatory bodies that oversee healthcare professionals in Canada.

 

Secure Destruction:

• When records are no longer needed, we securely destroy them:

  • Paper: Shredded using secure methods.

  • Electronic: Permanently deleted using industry-standard practices.

 

4. How We Use and Share Your Information

 

We use your information to:

• Provide mental health and wellness services.

• Maintain records and comply with legal obligations.

• Administer scheduling, billing, and client communications.

• Carry out our obligations and enforce our rights arising from contracts with you.

• For any other purposes with your consent.

 

We do not sell or disclose your information to any third parties. We only share it when:

• It’s necessary for your care (e.g., with another provider in your “circle of care”).

• Required by law (e.g., child protection, subpoenas).

• You give consent.

 

5. Safeguards We Use

 

We protect your information using physical, technical, and organizational safeguards, including:

• Locked storage for paper records.

• Encryption and password protection for electronic records.

• Limited access on a need‑to‑know basis for staff and subcontractors.

• Staff and facilitators are trained and contractually bound to protect your privacy.

 

6. Your Rights

 

You have the right to:

• Ask questions about how your information is collected, used, or stored.

• Access your records and request corrections to ensure accuracy.

• Withdraw consent for future collection, use, or disclosure under certain circumstances, subject to legal or contractual limits. To withdraw your consent, if applicable, contact us using the contact information below. Please note that if you withdraw your consent, we may not be able to provide you with a particular service. We will explain the impact to you at the time.

• Request deletion of information if permissible by law.

 

To exercise these rights or if you have any questions about our privacy practices or this Privacy Policy, please contact us directly at 778.533.6533 or email us at admin@arktoswellness.ca. We will do our best to address your concerns.

 

7. Changes to our Privacy Policy

 

This Privacy Policy is also available upon request. 

 

It is our policy to post any changes we make to our privacy policy on this page. If we make material changes to how we treat our users' personal information, we will notify you by email. We include the date the privacy policy was last revised at the top of the page. You are responsible for ensuring we have an up-to-date, active, and deliverable email address for you, and for periodically visiting your profile on Jane (https://arktoswellness.janeapp.com) and this privacy policy to check for any changes.