Privacy Policy

Last updated: [April  11, 2026]

Who we are

This website is operated by K.A. KHAN PSYCHOTHERAPY PROFESSIONAL CORPORATION.

We operate under the names “Soulful Oasis Wellness” and “Soulful Oasis”.

Clinic address:

50 Sunny Meadow Blvd, Unit #203

Brampton, ON L6R 0Y7

Canada

How to contact us about privacy

If you have questions about this policy or want to make a privacy request, contact our Privacy Team:

Email: info@soulfuloasiswellness.com

What this Privacy Policy covers

This policy explains how we collect, use, share, and protect personal information and personal health information when you:

• visit our website

• contact us through our website contact form

• book appointments through JaneApp

• attend appointments, including virtual sessions provided through JaneApp

What information we collect

Depending on what you do (website inquiry, booking, intake forms, therapy services), we may collect:

• Name

• Email address

• Phone number

• Date of birth

• Address

• Emergency contact information

• Insurance information (when needed)

• Payment information (processed through JaneApp and its payment processor)

• Appointment details (date/time, practitioner, service type)

• Clinical information and clinical notes (stored in JaneApp)

How we collect information

1) Website contact form

When you submit the website “contact me” form, we receive the details so we can reply to you.

2) Booking, intake forms, and virtual sessions (JaneApp)

Appointments, intake forms, reminders, payments, and virtual sessions are handled through JaneApp.

3) Cookies and analytics

We use cookies and similar technologies (for example, Google Analytics) to understand how people use our website and to improve it.

We may also use advertising tools in the future (for example, Google Ads).

Cookies (plain-English notice)

Cookies are small files stored on your device.

We use cookies and similar tools to:

• understand website traffic and improve our website

• measure which pages are helpful

• support marketing/advertising (now or in the future)

You can usually control cookies through your browser settings (block or delete cookies).

Some parts of a website may not work as expected if cookies are blocked.

How we use your information

We use information to:

• Evaluate your health-related needs;

• Recommend appropriate treatment options; and

• Provide therapy and related healthcare. 

• respond to inquiries

• schedule appointments

• deliver virtual sessions

• send booking confirmations and appointment reminders

• process payments and issue receipts

• manage clinic operations (record-keeping and administration)

• comply with professional, legal, and regulatory requirements

• comply with valid legal demands (for example, a court order)

• Insurance and legal requests

Third party payers, when applicable, may request specific information about your healthcare:

• Extended-health benefits insurers, for example, often have your consent for us to release information about session dates, duration and the clinical provider’s information (name, title, registration number); and

• Auto insurers, WSIB, Long-Term Disability insurers and legal representatives may request information related to your health conditions, treatment needs, treatment progress and disability in order to make determinations of your entitlement to funding.

We may disclose information:

• with your consent/authorization for insurance-related needs (for example, receipts or insurer requests you approve), and/or

• when required by law (for example, a valid court order).

• We do not use ads to target people based on sensitive health information

• We do not use personal health information to build advertising audiences or to target you based on sensitive health details.

Who we share information with

We share information only when needed to provide services or run the website, or when legally required. This may include:

• JaneApp (booking + video + forms)

• Email services used to deliver inquiries to us (for example, Zoho Mail)

• GoDaddy (website hosting and website operations)

• Payment processors used through JaneApp (to process payments securely)

• Analytics providers (for example, Google Analytics)

We do not sell your personal information.

How we protect your information

We take reasonable steps to protect information against theft, loss, and unauthorized access.

This includes limiting access to authorized team members and using secure systems for booking and virtual sessions.

Email safety (important)

Email is convenient but is not always the most secure method for sharing sensitive clinical details.

Please avoid sending highly sensitive personal health information by regular email unless we confirm a secure method.

How long we keep information (retention)

We keep information only as long as needed for the purposes described above and as required by applicable law and professional standards.

Possible compliance risk – requires human/legal review:

Specific record retention timelines can vary based on the type of record and whether the client is a minor. If you want an exact retention period stated here (for example “10 years”), it should be confirmed against your regulatory and legal requirements and your clinic’s record-keeping policy.

Your privacy rights (access and corrections)

You may request access to your information and request corrections if information is inaccurate.

To make a request, contact our Privacy Team at: info@soulfuloasiswellness.com

Clients under 18

We may accept clients under 18 on a case-by-case basis.

Consent and access rules may involve a parent/guardian or substitute decision-maker depending on the situation and applicable Ontario rules.

Changes to this policy

We may update this policy from time to time. The “Last updated” date will reflect the most recent version.

Questions and Complaints:

If you have any questions about our privacy practices and procedures, we encourage you to contact us:

Dr. Khulood Agha Khan
Privacy Officer
Soulful Oasis Wellness
50 Sunny Meadow Blvd Suite 203, Brampton, ON L6R 0Y7 

Tel: (905) 636-7676
Email: info@soulfuloasiswellness.ca

If we cannot satisfy or resolve your concerns, you have the right to file a complaint with your clinician’s regulatory body:

The College of Psychotherapists of Ontario
375 University Avenue, Toronto, Ontario M5G 2J5
Tel: (416) 479-4330
Fax: (416) 639-2168
Web: www.crpo.ca

This privacy policy adheres to the Personal Health Information Protection Act (PHIPA, 2004). PHIPA designates the Information and Privacy Commissioner of Ontario (IPC) to provide oversight to ensure healthcare organizations are compliant with privacy legislation. You also have the right to contact the IPC for assistance in resolving privacy matters related to our clinic:

Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400, Toronto, Ontario, M4W 1A8
Tel: (416) 326-3333 or (800) 387-0073
Fax: (416) 325-9195
Web: www.ipc.on.ca