PRIVACY POLICY
Effective Date: July 28, 2026
Name and e-mail of Privacy Officer: Barbara Wilson and/or Winter Bengert Siman; hello@willowbirchslp.ca
The privacy and security of personal information is very important to Willow & Birch Speech-Language Services (“Willow & Birch”). It is Willow & Birch’s policy to protect and respect the privacy of personal information in accordance with applicable privacy laws including the Personal Information Protection and Electronic Documents Act (PIPEDA) and The Health Information Protection Act (HIPA). This Privacy Policy explains Willow & Birch’s privacy and security practices with respect to all personal information in the possession and control of Willow & Birch, and may be supplemented by specific policies, procedures, and practices.
Why does Willow & Birch collect personal information?
Willow & Birch may collect personal information from clients for the following purposes:
To administer, plan, and manage the relationship with clients and to communicate with clients;
To provide clients with requested information and/or services, to evaluate or monitor services, or to plan for future services;
To better understand how Willow & Birch may improve its services, to develop and conduct its business and operations, and for other internal business purposes;
To provide clients with information on current and future services or other developments with respect to Willow & Birch (in accordance with Canada’s Anti-Spam Legislation – see below); and
To comply with applicable legal and regulatory requirements or to protect Willow & Birch’s legal rights and property;
(collectively, the “Authorized Purposes”).
The type of information that Willow & Birch may collect from clients includes, for example, name, email address, address, phone number, and other information clients choose to provide.
Willow & Birch may collect personal information for other purposes where it has a legal duty or right to do so or where Willow & Birch has a good faith belief that it is necessary to protect the property or rights of Willow & Birch. Willow & Birch does not collect personal information for any other purposes, unless it has the consent of the client to whom it relates.
How does Willow & Birch collect personal information?
Willow & Birch only collects personal information about a client with the client’s knowledge and consent. Generally, this means that Willow & Birch collects personal information directly from the client to whom it relates, whether via Willow & Birch’s website, e-mail, telephone, fax, or in person. Occasionally, Willow & Birch may collect personal information from third party sources, but only with the knowledge and consent of the client or where otherwise authorized by law.
When does Willow & Birchuse or disclose personal information?
Willow & Birch only uses or discloses personal information as reasonably required to facilitate the Authorized Purposes listed above.
In some cases, Willow & Birch may share personal information with third party service providers performing functions on Willow & Birch’s behalf, including, for example, vendors that provide information technology services or provide analytics or assessment services.
Willow & Birch does not otherwise use or disclose personal information unless Willow & Birch has a client’s consent, Willow & Birch has a good faith belief that disclosure of the information is necessary to protect the rights or property of Willow & Birch, or Willow & Birch has a legal duty or right to do so.
Willow & Birch does not rent, sell or trade client lists or other personal information.
Consent – Is there a choice?
Clients provide their consent to the collection, use, and disclosure of personal information by Willow & Birch when they provide their information to Willow & Birch or use its products or services.
Clients can deny or withdraw their consent to Willow & Birch’s collection, use and disclosure of their personal information at any time upon reasonable notice, subject to any legal or contractual requirements. However, if consent is denied or withdrawn, Willow & Birch may not be able to provide certain products or services.
Willow & Birch may use personal information to inform clients of current and/or new services or other developments that Willow & Birch believes will be of interest to clients in accordance with applicable laws including Canada’s Anti-Spam Legislation. Such communications may be made by way of telephone, text message, direct messaging, e-mail, fax or regular mail. Clients provide their consent to Willow & Birch contacting them in this manner when they use Willow & Birch’s services. Clients may opt-out of receiving such communications by contacting the Privacy Officer.
How does Willow & Birch protect the security of personal information?
Willow & Birchhas in place reasonable policies, procedures and safeguards (including physical, technological and organizational measures) designed to protect the security of personal information under its control. Willow & Birch provides its employees with at least annual privacy training and requires service providers to comply with privacy and security standards.
The protection of personal information is of paramount concern to Willow & Birch, and Willow & Birch is prepared to take appropriate and timely steps in the event of any incidents involving personal information in accordance with applicable privacy laws.
Willow & Birchmakes every reasonable effort to ensure that personal information is accurate and complete. This may involve requesting further information or updates from clients. Willow & Birch relies on clients to notify Willow & Birchif there is a change to their personal information that may affect their relationship with Willow & Birch.
Willow & Birchretains personal information only as long as is reasonable to fulfill the purposes for which the information was collected, or for legal or business purposes.
Does Willow & Birch provide access to personal information?
Willow & Birchwill provide clients with access to the personal information Willow & Birch holds about them in accordance with applicable laws. Willow & Birch reserves the right to require that any request for access to personal information be made in writing. Generally, there is no cost for such access. However, Willow & Birch reserves the right to charge such costs on a case by case basis in accordance with applicable laws. The client will be notified in advance if charges apply.
Willow & Birch will correct or amend the personal information in its files where it can be shown that the information is incorrect or incomplete.
Storage and Processing
Willow & Birch will store the personal information on its internal servers and/or with its services providers.
Willow & Birch’s service providers may store and/or process personal information outside of Canada (including in the United States of America). When information is stored or processed outside of Canada, it may be subject to the laws of and be accessible by legal authorities in such other jurisdictions. Willow & Birch has taken appropriate technical, organizational, and legal steps to secure this information.
Website Information
Visitors to Willow & Birch’s website should also be aware that anonymous technical information may be collected by Willow & Birch as a result of a visit to Willow & Birch’s website. For example, this information may include the visitor’s IP address, browser type, operating system, domain name, access times and referring website addresses. Willow & Birch uses this anonymous technical information for purposes such as diagnosing problems with Willow & Birch’s servers, improving the operation and content of Willow & Birch’s websites and compiling aggregate and statistical information.
Willow & Birch will not attempt to link or match such anonymous technical information with any personally-identifiable information unless Willow & Birch has an client’s consent, Willow & Birch (or its service providers) have detected or reasonably suspect any unlawful use of Willow & Birch’s services or a security breach, or Willow & Birch has a legal duty or right to do so.
Willow & Birch may use “cookies” on its website. “Cookies” are small text files placed on computers that can collect and store a variety of information. Permanent cookies are stored indefinitely on a user’s hard drive unless manually deleted, while temporary cookies are automatically deleted from the user’s browser upon logging out of a website. Web browsers typically allow users to disable permanent and/or temporary cookies. Disabling cookies will not affect site functionality.
Please note that Willow & Birch's website contains links to other websites. Willow & Birch is not responsible for the privacy practices used or followed by other websites. You are encouraged to be aware of when you leave Willow & Birch's website, and to read the privacy statements of each and every website you may visit that may collect personal information from you.
Contact Willow & Birch
For further information about Willow & Birch’s privacy practices, to make a request for access to personal information, or to exercise any other rights outlined in this Privacy Policy, please contact Willow & Birch’s Privacy Officer.
The foregoing policy is effective as of the date listed above.Willow & Birchreserves the right to change this Privacy Policy at any time in accordance with applicable laws. Please check our website for updates to this Privacy Policy.