This Privacy Policy describes how Trauma Response ("we," "us," or "our") collects, uses, discloses, stores, and protects personal information gathered through our website and through the support services we provide to clients.
This Privacy Policy explains how Trauma Response collects, uses, discloses, stores, and protects personal information gathered through our website at https://traumaresponse.ca (the "Site") and through the back office, administrative, operational, marketing, advisory, and related support services we provide.
This Privacy Policy is intended to help you understand:
This Privacy Policy applies alongside the Terms of Service for our Site and, where applicable, any separate Client Services Agreement we enter into with a client. If there is a conflict between this Privacy Policy and a signed Client Services Agreement with respect to client service delivery, the Client Services Agreement will govern to the extent of that conflict.
Trauma Response ("we," "us," or "our") is a business based in Kelowna, British Columbia. We are committed to handling personal information in accordance with applicable Canadian privacy laws, which may include the Personal Information Protection and Electronic Documents Act and the British Columbia Personal Information Protection Act, depending on the circumstances.
We are responsible for personal information in our custody or control, including personal information transferred to third-party service providers for processing on our behalf.
For privacy-related questions, requests, or complaints, you may contact our Privacy Officer using the contact details set out at the end of this Privacy Policy.
We collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances and in accordance with applicable law.
By using our Site, submitting information through our forms, communicating with us, or engaging our services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy, except where applicable law requires a different form of consent.
In some cases, your consent may be implied, such as when you voluntarily provide information to request a consultation, ask us to contact you, or engage us to provide services. In other cases, we may seek your express consent, including for certain marketing communications or where required by law.
You are not required to provide personal information in order to browse our Site, but certain features, inquiries, bookings, or services may not be available unless you provide the information reasonably necessary for those purposes.
You may withdraw your consent to the collection, use, or disclosure of your personal information at any time, subject to legal or contractual restrictions and reasonable notice.
Withdrawing consent may affect our ability to respond to your inquiry, continue providing services, administer an account, or carry out obligations we have already undertaken.
To withdraw consent, please contact our Privacy Officer using the contact details set out at the end of this Privacy Policy.
We collect only the personal information reasonably necessary for the purposes described in this Privacy Policy.
When you visit our Site, we may automatically collect certain technical or usage information, including:
When you contact us, complete a form, book a consultation, subscribe to communications, or otherwise communicate with us, we may collect:
If you become a client under a signed Client Services Agreement, we may collect, access, use, store, organize, and manage additional information as reasonably necessary to deliver the services you have requested. Depending on the nature of the engagement, this may include:
Where we process personal information on behalf of a client in order to deliver services, we may act as a service provider or processor to that client. In those circumstances, the client remains responsible for ensuring that it has obtained any notices, consents, permissions, or other legal authority required for the collection and use of personal information within its own business, unless the parties have agreed otherwise in writing.
We remain responsible for protecting personal information in our custody or control and require service providers engaged by us to protect such information using appropriate safeguards.
We may use personal information for the following purposes, as applicable:
We may share personal information with employees, contractors, consultants, or authorized representatives of Trauma Response who reasonably need access to that information in order to perform their duties or provide services.
We may use trusted third-party service providers to assist us in operating our Site, delivering our services, processing payments, managing appointments, supporting communications, hosting websites, storing files, analyzing performance, and administering business operations. These providers may include payment processors, CRM platforms, phone and messaging systems, scheduling platforms, hosting providers, analytics providers, email and communication platforms, and related software or infrastructure vendors.
These third parties are authorized to access and use personal information only to the extent reasonably necessary to provide services to us or on our behalf. We use contractual and other reasonable measures to require such service providers to protect personal information with a level of protection appropriate to the sensitivity of the information and in accordance with applicable law.
Some of our service providers may store, process, or access personal information outside British Columbia or outside Canada. As a result, personal information may be subject to the laws of other jurisdictions and may be accessible to courts, law enforcement, or regulatory authorities in those jurisdictions. By using our Site, providing information to us, or engaging our services, you acknowledge that your personal information may be transferred to, stored in, or processed in other jurisdictions for the purposes described in this Privacy Policy.
We do not sell personal information. We may disclose personal information where permitted or required by law, including:
Our Site may contain links to third-party websites, platforms, or services. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies before providing them with personal information.
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, including to provide services, maintain appropriate business and legal records, resolve disputes, enforce agreements, and comply with legal, tax, accounting, insurance, or regulatory requirements.
Retention periods may vary depending on the nature of the information, the sensitivity of the information, the purpose for which it was collected, the existence of an ongoing client relationship, and any applicable limitation or record-keeping periods.
When personal information is no longer reasonably required, we will delete it, anonymize it, or securely destroy it in accordance with our retention practices and applicable law.
We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, modification, or destruction.
These safeguards may include restricted access based on role, secure platforms and vendors, authentication controls, encryption or secure transmission measures where appropriate, file access controls, internal process controls, and vendor management practices.
Payment card information is processed by third-party payment processors such as Stripe. We do not store full payment card details on our own servers.
Although we use reasonable safeguards, no method of transmission over the Internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.
We maintain reasonable procedures for identifying, assessing, containing, investigating, documenting, and responding to actual or suspected privacy and security incidents involving personal information.
If we determine that a breach of our security safeguards involving personal information creates a real risk of significant harm and reporting or notification is required by applicable law, we will provide any required notices to affected individuals and to applicable regulators within the time required by law. We will also maintain records of privacy and security incidents as required by applicable law.
We may notify clients or other affected parties of a breach or suspected breach where appropriate in the circumstances, including where personal information handled on a client's behalf may have been affected.
Our Site and services are intended for adults and for business-related use. We do not knowingly collect personal information from individuals under the age of 16 through our Site.
If we learn that we have inadvertently collected personal information from a person under 16 without appropriate authorization, we will take reasonable steps to delete that information or otherwise handle it in accordance with applicable law.
A parent or guardian who believes that a minor may have provided us with personal information may contact us using the contact information set out below.
Subject to applicable law, you may have the right to request access to the personal information we hold about you, request correction of inaccurate personal information, withdraw consent to certain collections, uses, or disclosures, and request information about our privacy practices.
We may need to verify your identity before responding to a request. In some cases, applicable law may permit or require us to refuse a request, or to retain certain information despite a request for deletion or withdrawal of consent, including where retention is required for legal, accounting, tax, evidentiary, contractual, or operational purposes.
To make a privacy-related request, please contact our Privacy Officer using the contact details set out below. We will respond within the time required by applicable law.
If you are not satisfied with our response, you may have the right to make a complaint to the Office of the Information and Privacy Commissioner for British Columbia and, where applicable, the Office of the Privacy Commissioner of Canada.
Where permitted by law and where you have provided the appropriate consent, we may send you SMS or text messages relating to your inquiries, appointments, services, account matters, project updates, administrative notices, or, where permitted, marketing and promotional communications.
You may opt out of receiving marketing or promotional text messages at any time by replying STOP to any message or by contacting us using the contact information below. We will process opt-out requests in accordance with applicable law.
Even if you opt out of marketing or promotional messages, we may still send you non-promotional transactional or service-related messages where necessary to administer an existing relationship, respond to a request, or provide services you have asked us to provide.
Standard message and data rates charged by your mobile carrier may apply.
Where permitted by law, we may send you marketing or promotional communications by email or other electronic means. You may unsubscribe from marketing emails at any time by using the unsubscribe mechanism included in the message or by contacting us using the contact information below.
We will process unsubscribe requests in accordance with applicable law. Unsubscribing from marketing communications will not affect our ability to send you service-related, transactional, administrative, legal, or account-related communications where permitted or required.
We may use cookies and similar technologies on our Site to support essential site functionality, understand how visitors use the Site, improve performance, remember preferences, and support our communications and marketing efforts.
These technologies may include first-party cookies set by our Site and third-party technologies provided by service providers such as analytics, scheduling, CRM, advertising, communications, or website platform vendors.
These cookies are necessary for the Site to function properly and to enable core features such as page navigation, security, form submission, and session management.
These cookies allow the Site to remember choices and preferences you make, which can improve your experience and personalize certain site functions.
These cookies help us understand how users interact with our Site, including what pages are viewed, how long visitors stay, and how visitors move through the Site. This information helps us improve the Site and our communications.
We or our third-party service providers may use cookies or similar technologies to measure performance, support advertising efforts, improve campaign relevance, or integrate third-party tools or content. These third parties may collect information in accordance with their own privacy policies.
You can control cookies through your browser settings and, where available, through cookie preference tools on the Site. Please note that disabling certain cookies may affect site functionality.
Our Site does not currently respond to browser-based "Do Not Track" signals.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, service providers, or applicable law.
When we update this Privacy Policy, we will post the revised version on this page and update the Effective Date at the top of the document.
Your continued use of the Site or our services after an updated version becomes effective constitutes your acceptance of the revised Privacy Policy to the extent permitted by law.
If you have questions, concerns, or requests about this Privacy Policy or our handling of personal information, please contact our Privacy Officer:
Trauma Response
We will respond to privacy-related requests within the time required by applicable law.