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Privacy Policy

Effective date: October, 2025

Ar'Rifqa Counselling Services (“we”, “our”, “the Practice”) operates https://arrifqacounselling.com (the “Website” or “Service”).

This Privacy Policy outlines how we collect, use, and protect personal information obtained through this Website and associated online systems. By accessing or using this Website, you consent to the terms described herein.

Purpose

We collect and handle limited personal information to communicate with prospective clients, manage inquiries, and improve our online services. All processing complies with the Personal Health Information Protection Act (PHIPA), the Personal Information Protection and Electronic Documents Act (PIPEDA), and professional obligations under the College of Registered Psychotherapists of Ontario (CRPO).

1. Information Collection and Use

We use the collected information primarily for our own internal purposes, such as providing, maintaining, evaluating, and improving our counselling services and Website, fulfilling requests for information, and providing customer support.

2. Types of Data Collected

a) Personal Information

You may voluntarily provide identifying details such as your name, email address, telephone number, and general information included in contact or intake forms. This information is used solely for administrative purposes, and responding to inquiries, scheduling, and providing requested information about our services.

b) Usage Data

When you visit our Website, certain technical data may be collected automatically (e.g., IP address, browser type, device information, pages visited, and visit duration). This information supports system security and helps us understand how the site is used.

c) Cookies and Tracking Technologies

Our Website employs cookies and comparable technologies to manage user sessions, remember preferences, and ensure secure navigation.

Cookies are small text files placed on your device. You may adjust your browser settings to refuse cookies or alert you when one is being used; however, some Website functions may be limited if cookies are disabled.

3. Use of Data

Ar'Rifqa Counselling Services uses the collected data for purposes including:

  • To provide, maintain, and improve our Website Service.
  • To respond to inquiries and manage appointments.
  • To notify you about changes to our Website Service.
  • To allow participation in interactive Website features when chosen.
  • To provide customer support and administrative assistance.
  • To perform analytics and gather information to improve our Service.
  • To monitor and ensure the security of our systems.
  • To comply with professional and legal obligations under PHIPA and CRPO.

4. Data Management and Safeguards

We utilize secure, encrypted client-relationship and data-management platforms to process form submissions, appointment requests, and other administrative records.
These systems may store information on servers located within or outside Canada, subject to contractual safeguards ensuring compliance with Canadian privacy standards.

Access to electronic data is restricted to authorized personnel who are bound by confidentiality agreements.
While we implement strong technical and organizational security measures, no digital transmission or storage method can be guaranteed to be completely secure, and users acknowledge this inherent risk when providing information electronically.

5. Analytics and System Performance

We may use standard analytics and diagnostic tools to assess Website performance and user experience. These tools collect aggregated, non-identifiable metrics such as page visits, device types, or general trends. Data generated through these tools is used solely for operational insight and not for profiling or marketing.

6. Retention and Deletion

Information submitted through the Website is retained only as long as required to address your inquiry or as mandated by applicable laws. When no longer necessary, data is securely deleted or anonymized.

7. Disclosure of Information

We may disclose limited information only when required to:

  • Comply with applicable laws or court orders.

  • Respond to lawful requests by regulatory or professional bodies.

  • Prevent or investigate misuse, security breaches, or threats to the integrity of our systems.

Information is never disclosed to third parties for commercial or promotional use.

8. Educational Communications

You may choose to receive educational newsletters, blog updates, or informational materials from Ar'Rifqa Counselling Services. Such communications are sent only after you have expressly opted in and may be discontinued at any time through an unsubscribe link or by contacting us directly.
We comply fully with Canada’s Anti-Spam Legislation (CASL) and never send marketing messages without prior consent.

9. Your Rights and Choices

You have the right to access, correct, or request deletion of your personal information, subject to legal and professional obligations. Requests should be made in writing to the Privacy Officer listed below. You may also withdraw consent for non-essential data processing (such as newsletter subscriptions) at any time.

10. Minors' Privacy

Our Website Service is not directed to individuals under the age of 18 (“Children”). We do not knowingly collect personal data from minors without verified parental or guardian consent. If you believe a minor has provided us with personal information, please contact us so we can promptly delete it.

11. Security of Data

The security of your data is important to us, but remember that no method of electronic transmission or storage is 100% secure. We strive to use commercially reasonable and professional measures to protect your Personal Data; however, absolute security cannot be guaranteed, and users share information electronically at their own risk.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. When changes occur, we will post the updated version on this page with a new “Effective Date.” Your continued use of our Website or services after such changes constitutes your acknowledgment and agreement to the revised Policy.

14. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy or your personal information, please contact us.