Last updated: August 20, 2026

Beyond Seasons Psychotherapy (“Beyond Seasons,” “we,” “us” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, protect and retain personal information when you visit beyondseasons.ca, use the Beyond Seasons Energy Audit, contact us, subscribe to communications, or use other public-facing Beyond Seasons digital services.

This policy also provides a general statement of our information practices for personal health information under Ontario’s Personal Health Information Protection Act, 2004 (PHIPA). It does not replace the informed-consent, confidentiality or record-management information provided to psychotherapy clients.

1. Who is responsible for your information

Beyond Seasons is responsible for personal information under its control. For personal health information connected with psychotherapy services, Natasha Hoyte, Registered Psychotherapist, acts as the health information custodian and privacy contact.

Privacy contact: Natasha Hoyte, RP

Email: info@beyondseasons.ca

Phone: 437-291-7730

Website: https://beyondseasons.ca

You may contact us with a privacy question, complaint, or request to access or correct information.

2. Scope and location of services

Our website, educational content and wellness resources may be accessed from many countries. Psychotherapy services are provided only where Natasha Hoyte is legally authorized to practise. Beyond Seasons currently offers virtual psychotherapy to eligible clients who are physically located in Ontario at the time of service.

Access to this website from another country does not create a therapist-client relationship or mean that psychotherapy is offered in that country.

3. Information we may collect

Depending on how you interact with us, we may collect:

• Contact information, such as your name, email address and telephone number.
• Appointment and administrative information, such as appointment requests, scheduling details, invoices, payment status and communications about services.
• Personal health information, when you become or seek to become a psychotherapy client and provide information through Jane, an intake process or a clinical communication.
• Energy Audit information, including answers, scores, result categories, contact details and communication preferences you choose to provide through ScoreApp.
• Communication information, including messages, questions, feedback and records of consent or unsubscribe requests.
• Website and device information, such as IP address, browser and device type, approximate location, pages viewed, referring page, dates and times, cookie identifiers and interaction data.
• Information required by law or professional standards, including consent, identity, access, correction, complaint and privacy-incident records.

Please do not send detailed health or crisis information by ordinary email or through a general website field. Use Jane for appointment-related information and follow the urgent-support directions in section 15 when immediate help is needed.

4. How we collect information

We may collect information:

• directly from you when you contact us, book, complete a form, take the Energy Audit, subscribe or communicate with us;
• through Jane when you request or receive psychotherapy services;
• automatically through website logs, cookies and similar technologies;
• from service providers acting on our behalf;
• from another person with your consent or as permitted or required by law.

5. Why we use information

We use information only for reasonable and identified purposes, including to:

• respond to questions and consultation requests;
• determine whether a service is available and appropriate;
• schedule, provide and administer psychotherapy or wellness services;
• create and maintain clinical, consent, billing and business records;
• deliver and improve the Energy Audit and related results;
• send service messages and, where we have the required consent, educational or promotional communications;
• operate, secure, troubleshoot and improve our website and digital services;
• understand website use and the effectiveness of content and referral sources;
• prevent fraud, misuse, security threats or unlawful activity;
• meet legal, regulatory, insurance, accounting and professional obligations;
• respond to lawful requests, complaints, investigations or emergencies.

The Energy Audit is a reflective wellness tool. It is not a diagnosis, crisis assessment or substitute for individualized medical or psychological care. We do not use an Energy Audit score by itself to make a decision that produces legal or similarly significant effects.

6. Consent and other legal bases

We seek meaningful consent appropriate to the sensitivity of the information and the circumstances. Consent may be express or implied where permitted by law. You may withdraw consent for future use, subject to legal, clinical, contractual and record-retention requirements.

Where international privacy law requires a specific legal basis, we may rely on:

• your consent, including for optional analytics or marketing;
• steps you ask us to take or performance of a service agreement;
• compliance with legal and professional obligations;
• protection of vital interests in an emergency where permitted by law;
• our legitimate interests in operating, securing and improving our services, where those interests are not overridden by your rights.

Personal health information is handled in accordance with PHIPA, applicable professional obligations and the consent information provided to clients.

7. Psychotherapy and personal health information

For psychotherapy clients, Beyond Seasons may collect, use and disclose personal health information for purposes including assessment, treatment, care planning, consultation, continuity of care, risk management, billing, legal compliance and professional accountability.

We limit collection, use and disclosure to what is reasonably necessary. We may use or disclose information without consent only where permitted or required by law, including certain urgent safety situations, child-protection duties, court orders, regulatory requirements and privacy-breach reporting obligations.

Clients may request access to or correction of their records, subject to lawful exceptions. Clinical records cannot always be deleted on request because Ontario law and professional standards may require retention.

8. Service providers and external platforms

We use service providers that process information for us or provide a destination you choose to visit. These may include:

• Jane Software Inc. for online booking, forms, telehealth, secure communications, billing and clinical-practice management;
• ScoreApp / Hyper Targeted Marketing Limited for the Beyond Seasons Energy Audit, results and related communications;
• HostGator and WordPress-related providers for website hosting, security, backups, email and site operation;
• Google Analytics, if enabled, for website measurement and aggregated reporting;
• consent, security, spam-prevention, email, payment, accounting and professional-advisory providers;
• external directories and social platforms, including Psychology Today, when you choose to follow those links.

These organizations have their own terms and privacy notices. When they act for Beyond Seasons, we expect them to use information only for authorized purposes and to apply appropriate safeguards. Some platforms may also process information for their own stated purposes.

We do not sell personal information. We do not share personal information for cross-context behavioural advertising.

9. International processing and transfers

Some providers operate or use service providers outside Ontario or Canada, including in the United States and the United Kingdom. Information processed outside Canada may be subject to the laws of the country where it is stored or accessed and may be available to courts, law-enforcement or regulatory authorities in that country.

Jane states that patient data is stored in the regional data centre selected for the practice, while certain features may involve limited processing in other regions. ScoreApp is operated by a United Kingdom company. Website, analytics, email and security providers may also process information in other countries.

Where required, we use contractual, consent and other safeguards appropriate to the information and the transfer.

10. Cookies and analytics

Our website may use:

• necessary cookies for security, consent choices, administration and basic site functions;
• functional cookies for preferences and enhanced features;
• analytics cookies to understand visits, approximate location, device information and interactions;
• marketing cookies only if such tools are added and the required consent is obtained.

Google Analytics, if enabled, may collect a client identifier, session statistics, approximate geolocation, browser/device information and interaction events. We do not intentionally send names, email addresses, clinical details or other directly identifying health information to Google Analytics.

Where consent is required, optional cookies should remain off until you choose to accept them. You may use our cookie-settings tool to change your choice and may also control cookies through your browser. Blocking cookies may affect some site features.

11. Marketing communications

We send promotional or educational electronic messages only where we have consent or another lawful basis. Canadian commercial electronic messages will identify Beyond Seasons, provide contact information and include a working unsubscribe method as required by Canada’s Anti-Spam Legislation (CASL).

You may unsubscribe at any time. We may retain limited information about your request so that we can respect it. Administrative, appointment, safety and service messages may still be sent where necessary and lawful.

Completing the Energy Audit or requesting a consultation does not automatically require you to consent to unrelated marketing.

12. Retention

We retain information only as long as reasonably necessary for the purposes described in this policy and to meet legal, clinical, regulatory, insurance, tax, accounting, security and consent-record obligations.

Clinical records are retained according to Ontario law and CRPO professional requirements. Other retention periods vary by the type of information, the service provider used, whether an account or client relationship remains active, and whether information is needed to respond to a complaint, legal claim, audit or unsubscribe request. Secure backups may retain copies for a limited additional period.

When information is no longer required, we take reasonable steps to securely delete, destroy or de-identify it.

13. Safeguards

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information. Measures may include access controls, passwords and multi-factor authentication, encryption, secure platforms, confidentiality obligations, minimum-necessary access, backups, monitoring, staff or contractor instructions and privacy-incident procedures.

No website, email or electronic system can be guaranteed completely secure. You are responsible for protecting your own devices, passwords and Jane account information.

14. Your privacy choices and rights

Subject to applicable law, you may ask us to:

• explain whether we hold personal information about you and how it is used;
• provide access to personal information or a clinical record;
• correct inaccurate or incomplete information;
• withdraw consent for future processing;
• stop marketing communications;
• delete information that we are not legally or professionally required to retain;
• restrict or object to certain processing;
• provide portable information where required by applicable law;
• explain the safeguards used for an international transfer;
• review a concern or complaint.

We may need to verify identity before completing a request. Some rights are subject to legal exceptions, professional duties and the rights of other people.

If the GDPR, UK GDPR or another international privacy law applies to a particular interaction, you may have additional rights and may complain to the privacy regulator where you live. The fact that the website is available in a country does not by itself mean every law in that country applies to Beyond Seasons.

15. Urgent and crisis situations

Beyond Seasons is not an emergency service. Email, website messages and Energy Audit responses are not continuously monitored.

If you are in Canada and experiencing thoughts of suicide or are worried about someone else, call or text 9-8-8 at any time. If safety is at immediate risk, call 9-1-1 or go to the nearest emergency department. If you are outside Canada, contact your local emergency number or crisis service.

16. Children and young people

This website and the Energy Audit are not designed for children to submit personal information independently. A parent, guardian or caregiver may contact us about services or resources. Consent and capacity for any health service are assessed according to applicable law and professional requirements.

17. External links

Our website links to Jane, ScoreApp, Psychology Today and other external websites. Their privacy practices are governed by their own notices. We encourage you to review them before submitting information.

18. Complaints and regulators

Please contact the Beyond Seasons privacy contact first so we can respond to your concern.

For concerns about personal health information in Ontario, you may contact the Information and Privacy Commissioner of Ontario at https://www.ipc.on.ca/.

For concerns about private-sector personal information under federal Canadian law, you may contact the Office of the Privacy Commissioner of Canada at https://www.priv.gc.ca/.

You may also contact a privacy regulator in your jurisdiction where applicable.

19. Changes to this policy

We may update this Privacy Policy when our services, providers, technology or legal obligations change. The updated version will be posted with a new “Last updated” date. Material changes may also be highlighted through the website or another appropriate notice.