Last updated: August 2026
About this Privacy Policy
Sage & Solace Psychotherapy is committed to protecting your privacy and the confidentiality of your personal and personal health information.
Sage & Solace Psychotherapy is owned and operated by Brooke Holman, Registered Psychotherapist (Qualifying), and provides virtual psychotherapy to adults and couples across Ontario.
This Privacy Policy explains how information is collected, used, stored, and protected when you visit this website or communicate with Sage & Solace Psychotherapy.
As a psychotherapy practice in Ontario, the collection, use, disclosure, retention, and protection of personal health information is governed by applicable privacy legislation, including the Personal Health Information Protection Act, 2004 (PHIPA), as well as the professional standards and requirements of the College of Registered Psychotherapists of Ontario (CRPO).
Information Collected Through This Website
When you use the contact form on this website, you may be asked to provide information such as:
- Your name
- Your email address
- The contents of your message
This information is used to respond to your inquiry, answer questions about services, and communicate with you about scheduling or accessing services.
Please protect your privacy when contacting me.
The website contact form is intended for general inquiries and scheduling questions.
Please do not include detailed personal health information, sensitive personal information, or information about a specific mental health concern in the contact form. If you choose to share information through the form, please keep it limited to what is reasonably necessary for your inquiry.
Clinical and Personal Health Information
If you become a client of Sage & Solace Psychotherapy, additional personal health information may be collected as part of providing psychotherapy services.
This may include information such as:
- Intake and assessment information
- Information you provide during therapy
- Clinical and progress notes
- Appointment information
- Information necessary for administrative and billing purposes
- Other information reasonably necessary to provide and manage your care
This information is maintained separately from the general website contact form and is managed through Jane, the practice-management platform used by Sage & Solace Psychotherapy.
Sage & Solace Psychotherapy, operated by Brooke Holman, is responsible for the personal health information collected and maintained in connection with the provision of psychotherapy services. Jane acts as a service provider that stores and processes client information on behalf of the practice. Jane states that client data remains under the control and ownership of the subscribing practice and is stored using encryption and secure data centres.
How Information Is Used
Information may be collected, used, and disclosed as reasonably necessary to:
- Respond to inquiries
- Schedule and manage appointments
- Provide psychotherapy services
- Understand your needs and support your care
- Maintain clinical records
- Communicate with you about your appointments and care
- Process payments and provide receipts
- Meet legal, regulatory, professional, and record-keeping obligations
- Protect the safety and security of the practice and its information systems
Personal health information will only be collected, used, or disclosed as permitted or required by applicable law.
Email Communication
Email may be used to communicate about inquiries, scheduling, appointments, and other administrative matters.
Please be aware that ordinary email is not a completely secure method of communication. Consistent with professional privacy standards, please avoid sending detailed or highly sensitive personal health information by email. Where appropriate, more sensitive information can be communicated through the secure systems used by the practice.
Jane and Client Information
Sage & Solace Psychotherapy uses Jane to manage appointments, collect intake information, maintain clinical records, and support the delivery of virtual psychotherapy.
Jane reports that information stored within its platform is encrypted in transit and at rest, and that Canadian accounts can have data stored in Canadian data centres. Jane also provides security features such as two-step verification and activity monitoring.
Jane’s privacy notice explains that the subscribing clinic or practitioner controls client information and determines what information is collected, how it is used, who has access to it, and how long it is retained.
For questions or requests concerning your personal health information held by Sage & Solace Psychotherapy, please contact Brooke Holman directly.
Consent, Confidentiality, and Disclosure
Confidentiality is an important part of the therapeutic relationship. Sage & Solace Psychotherapy follows applicable privacy legislation and the professional standards of the College of Registered Psychotherapists of Ontario (CRPO) when collecting, using, and disclosing personal health information.
Personal health information will generally be collected, used, and disclosed with your informed consent for the purpose of providing and managing your care. Only information that is reasonably required for the circumstances will be collected, used, or disclosed.
There are circumstances in which information may be collected, used, or disclosed without consent where permitted or required by law. These may include certain legal, regulatory, or safety obligations.
The limits of confidentiality and circumstances in which information may need to be disclosed will be discussed as part of the therapeutic intake process.
Protecting Your Information
Reasonable administrative, physical, and technological safeguards are used to protect personal and personal health information against unauthorized access, collection, use, disclosure, copying, modification, loss, theft, or disposal.
These safeguards include appropriate password protection, secure practice-management systems, access controls, and the use of security features provided by the technology platforms used by the practice.
No method of electronic storage or transmission can be guaranteed to be completely secure. If a privacy breach involving your personal health information occurs, Sage & Solace Psychotherapy will take appropriate steps to contain and address the breach and will provide notification where required by applicable law and professional standards.
Appropriate safeguards are used to protect personal and personal health information while it is being collected, used, maintained, disclosed, transferred, and disposed of, in accordance with applicable privacy requirements and CRPO professional standards.
Retention of Clinical Records
Clinical records are retained in accordance with applicable legal and professional requirements.
Where Sage & Solace Psychotherapy is the custodian of the clinical record, records are retained for at least 10 years from the date of the client’s last interaction with the practice.
Where a client was under 18 years of age, records are retained for at least 10 years from the client’s 18th birthday, or 10 years from the client’s last interaction with the practice, whichever is later.
Records will be securely disposed of when the applicable retention period has ended and there is no other legal or professional requirement to retain them.
Your Rights to Access and Correct Your Information
You have rights under Ontario’s health privacy legislation to request access to your personal health information and, where appropriate, request correction of information that is inaccurate or incomplete.
To request access to or correction of your personal health information, please contact:
Brooke Holman, Registered Psychotherapist (Qualifying)
Sage & Solace Psychotherapy
Email: sageandsolacepsychotherapy@gmail.com
Requests may be required to be made in writing.
Under PHIPA, custodians generally have 30 calendar days to respond to a written access or correction request, although permitted extensions may apply in certain circumstances.
Website Cookies and Analytics
This website does not currently use Google Analytics or similar third-party analytics services.
Like most websites, some essential technical information or cookies may be used by the website, hosting provider, WordPress, or necessary website functionality to allow the site to operate properly.
If analytics or other tracking technologies are added in the future, this Privacy Policy will be updated to reflect those changes.
Sage & Solace Psychotherapy uses third-party services to support the operation of the practice and website, which may include:
- Jane — appointment scheduling, intake information, clinical records, and practice management
- Google/Gmail — email communication
- SiteGround — website hosting and related website infrastructure
- WordPress and website plugins — website functionality, including the contact form
These services may process information on behalf of the practice. They are selected with consideration for privacy and security, and their own privacy policies and terms may also apply.
Privacy Concerns and Complaints
If you have questions or concerns about how your personal or personal health information is collected, used, disclosed, or protected, please contact me first:
Brooke Holman, Registered Psychotherapist (Qualifying)
Sage & Solace Psychotherapy
sageandsolacepsychotherapy@gmail.com
I will make reasonable efforts to address your concerns and work with you to resolve privacy issues.
If you are not satisfied with the response or wish to make a formal complaint regarding your personal health information, you may contact the Information and Privacy Commissioner of Ontario (IPC).
The IPC oversees Ontario’s health privacy legislation and provides a process for complaints relating to access, correction, and the collection, use, or disclosure of personal health information.
Changes to This Privacy Policy
This Privacy Policy may be updated from time to time to reflect changes to the practice, website, technology used, or applicable legal and professional requirements.
The date at the top of this page indicates when the policy was most recently updated.