Privacy and information handling
This policy explains how BrainLab Psychology Group handles personal information submitted through this website and what happens to information entered into certain website tools.
This policy covers website inquiries, professional referrals and the limited website measurement described below. It also explains how BrainLab’s browser-based planning and screening tools handle information entered into them.
BrainLab is responsible for personal information under its custody or control. Questions or concerns can be directed to BrainLab’s Privacy Officer at info@brainlabpsychologygroup.ca.
Depending on the form, BrainLab may collect basic contact details, administrative information, information a person chooses to provide about the service requested, and professional-referral information. BrainLab asks only for information needed to understand and respond to the request and coordinate an appropriate next step.
Please do not send detailed clinical records through a general website form or ordinary email unless BrainLab has provided an appropriate secure method.
BrainLab uses information from website forms to respond to inquiries, understand the requested service, coordinate appropriate next steps, review professional referrals and carry out related administrative work.
Submitting an inquiry is an initial administrative and service-access step. It does not by itself establish a therapeutic, assessment or other professional relationship. Information is handled according to its purpose and the privacy obligations that apply.
BrainLab uses Zoho Forms as a service provider for website inquiries. BrainLab’s Zoho account is hosted using data-centre infrastructure in the United States, so information may be processed or stored outside Canada and may be subject to the laws of that jurisdiction. BrainLab remains responsible for information under its control and uses administrative, technical and contractual safeguards appropriate to the information.
General website forms and ordinary email are not intended for detailed clinical records. If an inquiry moves forward, information needed for the next step may be transferred to the approved operational or clinical system suited to that purpose.
BrainLab limits access to authorized people who need the information for their work. It uses safeguards suited to the information and how it is handled, although no method of transmission or storage can be guaranteed to be completely secure.
How long website-inquiry information is kept depends on the purpose of the inquiry and what happens next. BrainLab retains it only as long as reasonably needed and disposes of it according to its retention procedures.
Information may need to be kept longer if it becomes part of an operational or clinical record, or if a legal, privacy, regulatory or litigation hold applies.
BrainLab uses privacy-oriented Plausible analytics to understand overall website use, how visitors find the site, whether general website actions are completed and how the site performs. Plausible may process page paths, referring websites, campaign tags, general device or browser categories, broad country-level location, general conversion events and website performance data. It operates separately from Google Ads measurement.
On assessment-related commercial pages, visitors can choose whether to allow limited Google Ads conversion measurement. The Google tag does not load unless a visitor selects Allow measurement. If allowed, Google may receive technical identifiers, such as an ad-click identifier and a cookie stored by this website, to help BrainLab understand whether an ad led to a completed assessment inquiry. The choice is stored on the visitor’s device and can be changed through Advertising privacy choices. Declining does not affect the website, an inquiry or a BrainLab service.
Google Ads measurement is limited to assessment-related pages and confirmation that an assessment inquiry was completed. BrainLab has not enabled enhanced conversions or features that send user-provided contact information for advertising. BrainLab does not use this measurement to personalize advertising based on health information.
BrainLab does not intentionally send form contents or the following information to Plausible or Google Ads:
Screening answers and scores are calculated in the visitor’s browser. BrainLab does not receive or store questionnaire responses, scores, interpretation bands, subscales or safety responses. Refreshing or closing the page clears the questionnaire unless the visitor chooses to print or save a copy.
A screening result is not a diagnosis or a clinical record held by BrainLab. The screening pages include the safety and interpretation guidance needed to use each tool appropriately.
Your Assessment Plan keeps broad planning categories—but not names, contact details, questionnaire answers or scores—in the current browser tab for up to 24 hours. Creating a plan does not send it to BrainLab. Before continuing to an inquiry, a visitor reviews and chooses any information proposed for the form. Submitting the inquiry is a separate step.
The visitor’s device may also remember Calm and Focus display preferences and the Google Ads measurement choice. On a shared device, use Reset my plan and Reset to default in Display options when finished. Screening responses, scores and crisis-related responses never enter the Assessment Plan.
Contact BrainLab’s Privacy Officer at info@brainlabpsychologygroup.ca to ask how BrainLab handles personal information, request access to information BrainLab holds about you, request a correction or make an internal privacy complaint. BrainLab may need to confirm your identity and will respond according to applicable law.
If a health-information privacy concern is not resolved directly with BrainLab, you may contact the Information and Privacy Commissioner of Ontario. The IPC explains its complaint process and applicable time limits.
Next step
Contact BrainLab’s Privacy Officer for questions about this policy or how BrainLab handles personal information.
