Simple Smyles Privacy Policy

Effective Date: May 14th, 2025

At Simple Smyles, your privacy is important to us. We are committed to protecting your personal information and complying with applicable privacy laws, including the Personal Health Information Protection Act (PHIPA) of Ontario, the Personal Information Protection and Electronic Documents Act (PIPEDA) of Canada, and the ethical obligations outlined by the Ontario College of Social Workers and Social Service Workers (OCSWSSW).

This Privacy Policy outlines how we collect, use, store, and protect your personal information.

1. What Information We Collect

When you interact with Simple Smyles, we may collect the following types of information:

  • Full name, email address, phone number

  • Billing and payment details

  • Workshop registration details

  • General intake information voluntarily shared (e.g., preferences, due dates)

  • Communication records (e.g., email exchanges, scheduling confirmations)

2. How We Collect Your Information

We collect personal information directly from you when you:

  • Register for a workshop or class

  • Contact us by email or through our website

  • Complete forms through our scheduling and payment platforms (e.g., Acuity, Stripe)

3. Why We Collect It

Your personal information is collected for the following purposes:

  • To register you for workshops and services

  • To communicate with you about your participation

  • To process payments and issue receipts/invoices

  • To provide relevant updates, reminders, and client support

  • To meet our professional obligations as regulated service providers

We only collect the minimum amount of information required for these purposes and do not use your data for any other reason without your consent.

4. Consent

By providing your personal information voluntarily through our website, forms, or communication platforms, you consent to its collection, use, and disclosure as outlined in this policy.

You may withdraw your consent at any time, subject to legal or contractual obligations. To do so, please contact us directly at simplesmyles@gmail.com.

5. Use of Third-Party Platforms

We use secure, third-party services to facilitate scheduling, payments, and communication. These services may store data on servers located outside of Canada, such as in the United States. Providers currently include:

  • Acuity Scheduling (client intake and scheduling)

  • Stripe or Square (payment processing)

  • Google Workspace (email communications)

  • Zoom or Google Meet (virtual workshop delivery)

These platforms have their own privacy and data security policies. While we take reasonable steps to ensure your data is protected, we cannot guarantee absolute security when using third-party tools.

6. Storage and Security of Information

Your personal information is stored securely and accessed only by authorized team members. We use administrative, technical, and physical safeguards to protect your data from unauthorized access, disclosure, or misuse.

We retain personal information only for as long as necessary to fulfill the purposes outlined above or as required by law and professional standards.

7. Access and Correction

You have the right to:

  • Request access to the personal information we hold about you

  • Request corrections to inaccurate or incomplete data

  • Request deletion of your personal data (where applicable)

To submit a request, please contact us at simplesmyles@gmail.com.

8. Confidentiality and Ethical Standards

As a regulated practice, we follow the Code of Ethics and Standards of Practice of the OCSWSSW. This includes commitments to client confidentiality, informed consent, data protection, and respectful professional boundaries.

We do not sell or rent your personal information to any third party. We do not disclose your personal information unless required by law, regulation, or court order.

9. Complaints or Concerns

If you have questions or concerns about your privacy or our handling of your personal information, please contact us first so we can address the issue.

If you are not satisfied with our response, you may file a complaint with:

  • Office of the Information and Privacy Commissioner of Ontario
    www.ipc.on.ca | 1-800-387-0073

  • Ontario College of Social Workers and Social Service Workers (OCSWSSW)
    www.ocswssw.org | 1-877-828-9380

10. Policy Updates

This policy may be updated from time to time to reflect changes in regulations, technology, or our services. The effective date at the top of this page will indicate the most recent update. By continuing to use our services, you agree to any revised terms.

Contact Us

For questions, requests, or concerns about this policy, please contact:

Simple Smyles
Toronto, Ontario
simplesmyles@gmail.com
www.simplesmyles.com