Privacy Policy

Last updated: October 7, 2026

Harmonia Therapy Center (“Harmonia,” “we,” “us,” or “our”) is committed to protecting the confidentiality and privacy of the personal information entrusted to us.

This Privacy Policy explains how Harmonia collects, uses, communicates, stores and protects personal information collected through our website, online shop, contact forms, newsletter subscriptions and other electronic interactions with Harmonia.

Our practices are intended to comply with Québec's Act respecting the protection of personal information in the private sector, including the amendments introduced by Law 25, and other applicable privacy legislation.

Personal and clinical information collected in connection with professional services is managed separately through our practice-management system (Jane), and may also be subject to professional, ethical, confidentiality and record-keeping obligations applicable to the professional providing the service.

1. Privacy Officer

The person responsible for the protection of personal information at Harmonia Therapy Center is:

Carly Coxford
Founder & Clinical Director
Privacy Officer
Harmonia Therapy Center
245 Boulevard Saint-Jean-Baptiste
Châteauguay, Québec J6K 3E1
Email: info@harmoniatherapycenter.ca
Telephone: 438-408-9198

NEQ: 2281184871

Questions, requests or complaints regarding privacy or the handling of personal information may be directed to the Privacy Officer using the contact information above.

2. Personal Information We Collect

The personal information we collect depends on how you interact with Harmonia.

Contact Forms and General Inquiries

When you contact us through our website's general contact form, we collect:

• Your name;
• Email address; and
• The information you choose to include in your message.

Website contact-form submissions are sent to Harmonia by email, and a copy is also stored within the administrative area of our website through Elementor.

We encourage visitors not to provide detailed health, clinical or other sensitive personal information through our general website contact form or ordinary email communications.

If you contact Harmonia by another method, such as telephone or email, we may collect the information reasonably necessary to respond to your inquiry.

Appointment Booking and Professional Services

Appointment booking, intake forms, and information relating to professional services are managed through Jane, Harmonia's practice-management platform.

Personal and clinical information entered into Jane remains within the Jane platform and is not stored on Harmonia's public website.

Harmonia's website is not used to store clinical records.

Information maintained in Jane is handled in accordance with applicable privacy, confidentiality, professional, ethical and record-keeping requirements.

Workshop Registrations

If you register for a workshop, program or event through our website, we may collect information necessary to administer your registration, including:

• Your name;
• Email address;
• Telephone number; and
• Information you provide in connection with the registration.

We use this information to process and administer your registration, communicate with you about the workshop, program or event, and provide related administrative information.

We seek to collect only the information reasonably necessary for these purposes.

Online Shop and Purchases

When you purchase a product through our online shop, we may collect information necessary to process and administer your order, including:

• Your name;
• Email address;
• Billing information;
• Telephone number, where provided;
• Products purchased;
• Order date;
• Transaction information;
• Order status; and
• Other information reasonably necessary to process, deliver or administer your purchase.

Our online shop is operated using WooCommerce.

WooCommerce may also record information about the source of an order, such as the page, website or link through which a customer reached the store or purchase.

Payment Information

Online payments made through our website are processed by Stripe, our third-party payment processor.

Harmonia does not receive or store complete credit or debit card numbers on its website.

Payment information is transmitted to and processed by Stripe in accordance with Stripe's privacy and security practices.

Harmonia may retain transaction-related information necessary for order fulfillment, accounting, tax, administrative and legal purposes, such as the customer's name, contact information, amount paid, date of transaction, products purchased and transaction status.

Website Accounts

If you create an account through our online shop, we may collect and retain information associated with the account, such as your name, email address, account information and order history.

Newsletter and Mailing List

Harmonia uses MailPoet to manage its newsletter and mailing list and the MailPoet Sending Service to deliver newsletter and marketing emails.

If you choose to subscribe through our website's newsletter form, we collect your email address.

Newsletter subscription is voluntary. You must actively choose to subscribe, and subscribing is not a condition of receiving services from Harmonia.

We may use your email address to send newsletters, educational content, announcements, information about programs and workshops, new products and other Harmonia news or promotional communications.

Where enabled in accordance with applicable privacy requirements and your privacy choices, MailPoet may also record engagement information, such as whether you opened an email or clicked a link contained within an email.

You may withdraw your consent and unsubscribe from marketing communications at any time by using the unsubscribe link included in our emails or by contacting Harmonia.

Technical and Security Information

When you access our website, certain technical information may be processed automatically as necessary to operate and secure the website. This may include information such as:

• Internet Protocol (IP) address;
• Browser and device information;
• Date and time of access;
• Requested pages; and
• Server, error and security-log information.

Harmonia does not currently use Google Analytics, Meta Pixel or similar general-purpose advertising or visitor-behaviour tracking tools on this website.

3. Why We Collect and Use Personal Information

Harmonia collects and uses personal information only for legitimate and identified purposes, which may include:

• Responding to inquiries;
• Providing information about Harmonia's services;
• Facilitating appointment booking;
• Processing and fulfilling purchases;
• Delivering digital products;
• Administering website accounts;
• Managing newsletter subscriptions;
• Sending newsletters and promotional communications where appropriate consent has been provided;
• Registering individuals for programs, workshops or events;
• Communicating administrative or transactional information;
• Measuring newsletter engagement where permitted;
• Understanding the source of online orders;
• Maintaining the operation, functionality and security of our website;
• Preventing fraud, misuse and security incidents;
• Maintaining appropriate financial, tax and business records;
• Meeting professional, regulatory, insurance and legal requirements; and
• Complying with applicable laws.

We seek to collect only personal information that is reasonably necessary for the identified purpose.

4. Consent and Your Choices

Where consent is required, Harmonia seeks consent that is clear, free, informed and provided for specific purposes.

Where required by law, express consent will be obtained for the use or communication of sensitive personal information.

You may withdraw consent to certain uses or communications of your personal information, subject to legal, contractual, professional or other applicable restrictions and reasonable notice.

Withdrawal of consent does not affect uses or communications that are otherwise permitted or required by law.

5. Children and Adolescents

Some Harmonia services, programs and products are intended for children and adolescents.

Where required by Québec law, consent concerning the collection, use or communication of personal information relating to a person under 14 years of age will be obtained from a parent or person holding parental authority, subject to applicable legal exceptions.

Additional consent, confidentiality and professional rules may apply when professional services are provided to minors.

6. Who May Have Access to Personal Information

Access to personal information within Harmonia is limited to individuals who require the information to perform their functions.

Depending on the circumstances, this may include:

• The professional providing a service;
• Authorized administrative personnel;
• The Clinical Director and/or Privacy Officer where appropriate; and
• Authorized service providers performing functions on Harmonia's behalf.

Professionals providing regulated services remain subject to their applicable professional and confidentiality obligations.

Harmonia does not sell personal information.

7. Service Providers and Third Parties

Harmonia uses third-party service providers to operate portions of its website and business.

Depending on how you interact with Harmonia, these may include providers involved in:

• Website hosting;
• Website forms;
• E-commerce;
• Payment processing;
• Newsletter management and email delivery;
• Practice management and appointment booking;
• Information technology and security;
• Accounting or administrative services; and
• Other services necessary to operate Harmonia's business.

Our principal technology providers include:

• Jane for appointment booking and practice management;
• Stripe for online payment processing;
• WooCommerce for our online shop;
• MailPoet and the MailPoet Sending Service for newsletter management and delivery;
• Elementor for website forms and related website functionality; and
• Hostinger for website hosting and related infrastructure.

Service providers are given access only to information reasonably necessary to perform the functions for which they are engaged, subject to applicable contractual and legal requirements.

Personal information may also be communicated without consent where such communication is permitted or required by law.

8. Processing or Storage Outside Québec

Some of Harmonia's technology and service providers may store, access or process personal information outside Québec or outside Canada.

Before communicating personal information outside Québec, or entrusting an organization outside Québec with collecting, using, communicating or retaining personal information on Harmonia's behalf, Harmonia will carry out the privacy assessment and implement the protections required by applicable Québec privacy legislation.

Factors considered may include the sensitivity of the information, the purpose for which it will be used, applicable safeguards and the legal framework of the jurisdiction in which the information will be processed.

Where required, appropriate contractual or other safeguards will be implemented.

Personal information processed in another jurisdiction may also be subject to the laws of that jurisdiction.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies that are necessary for its operation, security and functionality.

These technologies may support functions such as:

• Maintaining shopping-cart contents;
• Processing online purchases;
• Maintaining account sessions;
• Remembering preferences;
• Protecting the website against misuse; and
• Providing other website functionality.

WooCommerce may also process information relating to the source of an order, such as the page or link through which a customer reached the store.

Harmonia does not currently use Google Analytics, Meta Pixel or similar general-purpose advertising or visitor-tracking technologies.

Where a technology includes functions that identify, locate or profile an individual and Québec law requires those functions to be activated by the individual, Harmonia will provide the appropriate information and means for the individual to activate those functions.

You may also manage certain cookies through your browser settings. Disabling cookies necessary for website functionality may affect the operation of portions of the website.

10. Newsletter Engagement Information

MailPoet provides functionality that can measure newsletter engagement, including whether an email has been opened and whether links contained in an email have been clicked.

Where this functionality is used, Harmonia will configure and use it in accordance with applicable privacy requirements and the privacy choices made available to subscribers.

Newsletter engagement information may be used to understand whether Harmonia's communications are useful and to improve future communications.

Newsletter subscribers may unsubscribe from marketing communications at any time.

11. Protection and Security of Personal Information

Harmonia uses reasonable administrative, technical and physical safeguards appropriate to the sensitivity, purpose, quantity, distribution and format of the personal information it holds.

These measures may include:

• Access controls;
• Password-protected systems;
• Secure practice-management systems;
• HTTPS/SSL encryption for website communications;
• Secure third-party payment processing;
• Limiting access according to role and necessity;
• Confidentiality obligations;
• Security practices for devices and accounts;
• Software and system updates;
• Backups and security measures; and
• Procedures for responding to privacy and security incidents.

Despite reasonable safeguards, no method of electronic transmission or storage can be guaranteed to be completely secure.

12. Confidentiality Incidents

Harmonia maintains procedures for responding to confidentiality incidents involving personal information.

If Harmonia has reason to believe that a confidentiality incident has occurred, we will take reasonable measures to reduce the risk of harm and prevent similar incidents from occurring.

Where an incident presents a risk of serious injury, Harmonia will notify the Commission d'accès à l'information du Québec and affected individuals as required by law.

Harmonia maintains a register of confidentiality incidents in accordance with Québec privacy legislation.

13. Retention and Destruction of Personal Information

Harmonia retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to meet applicable legal, tax, accounting, contractual, insurance, professional and regulatory requirements.

Retention periods vary depending on the nature and purpose of the information.

For example:

• Website contact-form submissions are retained only for as long as reasonably necessary to respond to and administer the inquiry;
• Newsletter subscriber information is retained while the subscription remains active or for as long as reasonably necessary to administer consent and unsubscribe records;
• Online order and transaction information is retained for applicable accounting, tax, administrative and legal purposes;
• Website account information may be retained while the account remains active and thereafter as reasonably necessary for legitimate business or legal purposes; and
• Professional and clinical records maintained through Harmonia's practice-management system are retained according to the legal, ethical and professional requirements applicable to the professional responsible for the record.

When personal information is no longer required, Harmonia securely destroys it or, where legally permitted and appropriate, anonymizes it in accordance with applicable requirements.

14. Privacy Governance

Harmonia maintains policies and practices governing the protection of personal information throughout its life cycle.

These practices include:

• Limiting collection to information reasonably necessary for identified purposes;
• Limiting access to individuals who require information to perform their functions;
• Establishing roles and responsibilities relating to personal information;
• Maintaining appropriate administrative, technical and physical safeguards;
• Establishing retention and secure-destruction practices;
• Assessing privacy considerations when implementing or significantly changing systems involving personal information;
• Conducting privacy impact assessments where required by law;
• Maintaining procedures for responding to confidentiality incidents;
• Maintaining a confidentiality-incident register; and
• Maintaining a process for receiving and addressing privacy questions, requests and complaints.

The Privacy Officer oversees Harmonia's privacy practices and is responsible for handling privacy-related requests and complaints.

15. Your Privacy Rights

Subject to applicable law and any applicable exceptions, you may have the right to:

• Request access to personal information Harmonia holds about you;
• Request correction of inaccurate, incomplete or equivocal personal information;
• Withdraw consent where the collection, use or communication depends on consent;
• Ask questions about how your personal information is collected, used, retained or communicated.

Privacy requests should be made in writing to:

Carly Coxford
Privacy Officer
Harmonia Therapy Center
Email: info@harmoniatherapycenter.ca

Harmonia may take reasonable steps to verify your identity before responding to a request.

Harmonia will respond to access and rectification requests within 30 days. Certain requests may be refused or limited where permitted or required by law, including where professional confidentiality or record-retention obligations apply.

16. Privacy Complaints

If you have a concern about Harmonia's collection, use, communication, retention or protection of your personal information, you may submit a written complaint to the Privacy Officer.

Please provide enough information for us to understand and investigate your concern.

Harmonia will review the complaint and respond within a reasonable period.

If you are dissatisfied with Harmonia's response, you may have the right to contact or seek recourse before the Commission d'accès à l'information du Québec.

17. Changes to This Privacy Policy

Harmonia may update this Privacy Policy from time to time to reflect changes to our practices, services, technologies or legal obligations.

The current version will be posted on our website with the date of the most recent update.

Where required by law, individuals will be informed of material changes through an appropriate means.