Privacy Policy

Last updated: November 14, 2025

This Privacy Policy describes how Cubhouse Pediatric Therapy (“Company”, “we”, “us”, “our”) collects, uses, discloses, and protects personal information when you access our website, contact us, or receive occupational therapy services.

We are committed to safeguarding your privacy and complying with the Personal Health Information Protection Act (PHIPA) and all applicable privacy legislation in Ontario.

By using our website or services, you agree to the practices outlined in this Privacy Policy.

Interpretation & Definitions

Interpretation

Words with capitalized first letters have meanings defined under the following sections. These definitions apply whether the terms appear in singular or plural.

Definitions

Account
A unique profile created for you to access secure features (if applicable).

Company / We / Us / Our
Refers to Cubhouse Pediatric Therapy, operating in Ontario, Canada.

Cookies
Small files placed on your device that store browsing preferences and website activity.

Country
Refers to Ontario, Canada.

Device
Any digital tool capable of accessing the Service (computer, phone, tablet).

Personal Information
Information that identifies you, such as name, email, phone number, or child-related information.

Personal Health Information (PHI)
Health-related information collected during assessment or treatment, protected by PHIPA.

Service
Refers to our website and the occupational therapy services provided by Cubhouse Pediatric Therapy.

Service Provider
Third-party companies used for website hosting, scheduling, form submissions, payment processing, or analytics.

Website
Refers to www.cubhousetherapy.com.

You
The individual accessing the Service or legally responsible for a minor receiving services.

Collecting & Using Your Information

Types of Information We Collect

1. Personal Information (Website Use or Inquiries)

We may collect:

  • Full name

  • Email address

  • Phone number

  • City or region

  • Details included in contact forms or referrals

This information is used only to respond to your inquiries and provide requested services.

2. Personal Health Information (PHI)

Collected only when you engage in occupational therapy services:

  • Child’s name, DOB, and demographic information

  • Health history, developmental concerns, educational details

  • Assessment results, therapy notes, treatment plans

  • Reports, consent forms, communication records

PHI is protected under PHIPA and stored securely.

3. Usage Data (Website)

Like most websites, we collect:

  • IP address

  • Browser type

  • Pages visited

  • Time spent on pages

  • Device type

  • General analytics

This helps improve website function and safety.

Tracking Technologies (Cookies, Pixels, Tags)

We use Cookies and similar technologies to:

  • Improve user experience

  • Analyze website performance

  • Maintain security

You can disable Cookies through your browser, though some features may not work properly.

How We Use Your Information

Cubhouse Pediatric Therapy uses your information to:

  • Provide and maintain therapy services

  • Communicate with you about appointments, updates, safety notices, and service information

  • Complete assessments, treatment plans, and reports

  • Respond to inquiries submitted through the website

  • Process billing and receipts

  • Comply with regulatory documentation requirements

  • Improve website performance

  • Meet OAP or insurance documentation requirements (if applicable)

We do not sell or share client information for marketing.

Sharing Your Information

We may share information only in the following situations:

With Service Providers

For administrative or technical support, including:

  • Email or form submission platforms

  • Website hosting

  • Billing or payment processors

  • Encrypted clinical software (e.g., Jane, if used)

All Service Providers must comply with privacy laws.

With Your Consent

For example, collaborating with a school, ABA team, or other professionals.

When Required by Law

Such as:

  • Court orders

  • Mandatory reporting (e.g., child safety)

  • Requests by regulatory bodies (e.g., COTO)

Never Shared For

  • Marketing

  • Advertising

  • Sales

  • Third-party promotional use

  • Text messaging data sharing

Your PHI is never disclosed without consent unless legally required.

Retention of Information

We retain PHI only as long as required by law:

  • Clinical records: minimum 10 years after last interaction OR

  • If the client is under 18: 10 years after they turn 18

Website inquiries (non-clinical) are deleted once resolved, unless you begin services.

Security of Your Personal Information

We use industry-standard safeguards to protect your information, including:

  • Encrypted digital storage

  • Secure password-protected systems

  • PHIPA-compliant record-keeping practices

No method of electronic storage is 100% secure, but we use all reasonable safeguards to protect your data.

Children's Privacy

Our services are intended for families, but personal information is collected only from parents or legal guardians.

We do not knowingly collect information directly from children through our website.

Your Privacy Rights

You may request to:

  • Access your child’s file

  • Correct inaccurate information

  • Withdraw consent (except where required by law)

  • Request a copy of your records

  • Ask us to delete non-clinical information collected through the website

PHI may only be deleted when legally permissible.

Changes to This Privacy Policy

We may update this Privacy Policy periodically.
Updated versions will be posted with a new “Last Updated” date.