Privacy and Sharing of Information Policy: Use of Personal Health Information (November 1, 2024)
With the incorporation of Krista Helman's practice into the Trauma & Grief Institute (TGI) on November 1, 2024, all client agreements previously under her sole proprietorship will transition to TGI. This change ensures that all future services will comply with TGI’s Privacy and Sharing of Information Policy, maintaining the same standards of confidentiality and care. Clients who initially entered agreements under Krista Helman can rest assured that these will now be managed under TGI as agreed.
USE OF PERSONAL HEALTH INFORMATION FOR MAILING LISTS AND UPDATES
As part of TGI’s services and engagement with our clients and subscribers, personal information may be used to facilitate communication and updates. Specifically:
Mailing List Enrolment: By agreeing to TGI and/or Krista Helman’s website or intake form subscription, subscribers consent to the use of their personal information (such as name and email address) to be added to a mailing list hosted on a secure platform such as MailChimp. This allows TGI and/or Krista Helman to provide updates, resources, and information related to TGI or Krista Helman’s services, products, professional development opportunities, workshops, and other relevant content.
Unsubscribe Option: Subscribers will have the option to unsubscribe from the mailing list at any time. An "unsubscribe" link will be included in each email communication to facilitate this.
Third-Party Disclosure: TGI does not sell or share personal information with third parties for marketing or external use. Personal information collected for mailing list purposes remains confidential and used solely for the intended communication.
Security and Compliance: Platforms such as MailChimp used for mailing purposes employ industry-standard security protocols to protect personal data. However, as with any digital service, there is always a risk of data breach, which subscribers accept by engaging in mailing services.
GENERAL
Personal health information is regularly shared and stored under the following circumstances:
Required charting and reports are stored in an electronic health record platform such as Jane App, locked up in paper form, or on a cloud-based system requiring a password.
Personal health information details are shared when there is a duty to report by law (suspected or known harm to self/harm to another/vulnerable person in harm’s way).
Details are shared when consulting within the professional health circle of care.
Information such as names, fees, and dates of payments may be revealed through financial records and within the circle of administrative and financial services. It is possible that technical or administrative personnel may be exposed to personal health information through required operations.
Anonymous details are shared during professional case consultation.
USE OF PERSONAL HEALTH INFORMATION FOR PROFESSIONAL TRAINING AND EDUCATIONAL PURPOSES
TGI sells and makes available custom training materials for health professionals globally, which may include personal health information. Personal health information may be used to develop custom training materials which will only be shared in a space intended for health professionals. It is possible that technical or administrative personnel related to the professional event may be exposed to this sharing of personal health information. Please note personal health information is never shared in public training, workshop, course, group, or retreat materials.
Client's and customers have the right to waive the use of their personal health information for professional training and/or educational purposes by not commencing with TGI services. As a client or customer of TGI, please be advised that your express consent is given through the intake form or another online form when asked if you agree to this policy. All previous consent responses with Krista Helman related to this topic will be upheld and also apply to this policy.
If you consent to the use of your personal health information for these purposes, please be advised that TGI may use the following personal information to develop these custom training materials:
Details including name, video, audio, written/spoken/illustrated content.
Servers may be based in Canada, the USA, or globally cloud-based. External hard drives are kept in secure locations.
Software and programs that may be involved in content creation use passwords and limit access with: iCloud, Canva, Google Drive, Thinkific, HighLevel, iMovie, QuickTime Player. Others may be used as well.
As with any digital content, a data breach is always possible, and you accept this risk by agreeing to services with TGI.
TGI may use/incorporate de-identified/anonymized health data in training materials. In such circumstances, TGI takes the following steps to de-identify/anonymize client data prior to including it in training materials:
Use a video filter such as 'Comic Ink', 'X-Ray', or ‘Negative' in iMovie.
Change of names or details.
Exceptions:
Clients who are a member of the Canadian Armed Forces, the Royal Canadian Mounted Police, or are referred by an organization such as an EAP where they do not choose their therapist or organization providing services.
In such cases, personal health information will never be used for purposes of professional training and education.
ACCESS TO PROFESSIONAL TRAINING AND EDUCATIONAL MATERIALS INVOLVING PERSONAL HEALTH INFORMATION
Once developed, TGI sells and makes available custom training materials to health professionals globally. Please note this is separate from general public online and in-person materials, which do not include personal health information.
TGI’s custom materials may be published on a third party online platform, on the Trauma & Grief Institute website, or another website to be determined in the future (see the Trauma & Grief public facing website here: https://traumaandgrief.com/). TGI is a company based in Ottawa, Ontario, Canada which offers a variety of services including the operation of an online and in-person training repository for therapists globally.
The platform uses a Learning Management System such as Thinkific, HighLevel, and in-person training;
Health practitioners have access to the online platform;
Personal health information is protected with use of passwords and screening of participants.
TGI includes custom training materials in an online suite to assist in training and educating of it’s membership. This may implicate a client’s personal health information or de-identified/anonymized client data in the following ways:
It may be identified due to use of a client's face/voice/story details.
It may be transferred and stored on TGI’s servers as stated above;
It may be visible and accessible online to TGI’s health practitioner membership.
By including custom training materials on TGI’s online and in-person repository, TGI is able to provide training and education on key therapeutic interventions and techniques to a broader professional audience.
TGI’s custom materials may also be published on a third party online platform called EMDR Consulting (see their public facing website here: https://emdrconsulting.com/). EMDR Consulting is a company based in Cincinnati, Ohio, USA which operates an online and in-person training repository for therapists globally.
The platform uses a Learning Management System such as Thinkific, HighLevel, and in-person training;
Health practitioners have access to the online platform;
Personal health information is protected with use of passwords and screening of participants.
When EMDR Consulting includes TGI’s custom training materials in its online suite to assist in training and educating their membership, this may implicate client’s personal health information or de-identified/anonymized client data in the following ways:
It may be identified due to use of a client's face/voice/story details.
It may be transferred and stored on EMDR Consulting’s servers in Ohio or elsewhere globally;
It may be visible and accessible online to EMDR Consulting's membership.
By including TGI’s custom training materials on the EMDR Consulting’s online repository, TGI is able to provide training and education on key therapeutic interventions and techniques to a broader professional audience.
TGI’s custom materials may also be published on a third party online platform called EMDR & Beyond (see their public facing website here: https://emdrandbeyond.com/). EMDR & Beyond is a company based in Des Moines, Iowa, USA which operates an online training repository for therapists globally.
The platform uses a Learning Management System such as Thinkific, HighLevel, and in-person training;
Health practitioners have access to the online platform;
Personal health information is protected with use of passwords and screening of participants.
When EMDR & Beyond includes TGI custom training materials in its online suite to assist in training and educating their membership, this may implicate client’s personal health information or de-identified/anonymized client data in the following ways:
It may be identified due to use of a client's face/voice/story details.
It may be transferred and stored on EMDR & Beyond’s servers in Iowa or globally;
It may be visible and accessible online to EMDR & Beyond’s membership.
By including TGI’s custom training materials on the EMDR & Beyond online repository, TGI is able to provide training and education on key therapeutic interventions and techniques to a broader professional audience.
Other repositories may be added in the future.
USE OF PERSONAL HEALTH INFORMATION FOR PUBLISHED WORK
As a client of TGI, please be advised that your personal health information may be used in the form of published work such as articles and books.
Your express consent is given through agreement to services with TGI, demonstrated by use of the services. Your personal health information may be used as direct or inspired published work which may be available publicly worldwide.
Unless other consent has been obtained, TGI will use/incorporate de-identified/anonymized health data in published work. In such circumstances, TGI takes the following steps to de-identify/anonymize client data prior to including it in my training materials:
Change of names and/or details.
Please be advised that TGI may use the following personal information to develop this published work:
Written/spoken/illustrated content.
Servers may be based in Canada, the USA, or globally cloud-based. External hard drives are kept in secure locations.
Software and programs that may be involved in content creation use passwords and limit access with: iCloud, Canva, Google Drive, Scrivner, word processing suites. Others may be used as well.
TGI clients contribute their story freely and fully, and will never stake a claim financially or for ownership of TGI work.
RELEVANT CONTACT INFORMATION
Please refer to the following for key contact information in relation to this policy and the information outlined above:
Nature of Information Sought: hello@traumaandgrief.com
Questions, concerns and/or complaints pertaining to my information management and practices at TGI: hello@traumaandgrief.com
Requests to obtain access to or correct a record of personal health information in my custody or control: hello@traumaandgrief.com
Questions pertaining to information management and practices at EMDR Consulting: hello@traumaandgrief.com
Questions pertaining to information management and practices at EMDR & Beyond: hello@traumaandgrief.com
Complaints to the Information and Privacy Commissioner of Ontario under the Personal Health Information Protection Act, 2004
Mail:
IPC Complaints Co-ordinator
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Email: IPCComplaints@ipc.on.ca
Online: https://www.ipc.on.ca/resources/forms/file-a-health-information-privacy-complaint/
TTY: 416-325-7539
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The following policy was in effect under Krista Helman's sole proprietorship, is provided here for reference by previous clients, and is upheld ongoing by, and now fall under the updated Trauma & Grief Institute (TGI) Privacy and Sharing of Information Policy.
Privacy and Sharing of Information Policy: Use of Personal Health Information
GENERAL
Personal health information is regularly shared and stored under the following circumstances:
Charting and reports are stored in an electronic health record platform such as Jane App, locked up in paper form, or on a cloud based system requiring a password.
Details are shared when there is a duty to report by law (suspected or known harm to self/harm to another/vulnerable person in harms way).
Details are shared when consulting within the professional health circle of care.
Information such as names, fees, and dates of payments may be revealed through financial records and within the circle of administrative and financial services.
Anonymous details are shared during professional case consultation.
USE OF PERSONAL HEALTH INFORMATION FOR PROFESSIONAL TRAINING AND EDUCATIONAL PURPOSES
I sell and make available custom training materials to health professionals globally, which may include personal health information. Your personal health information may be used to develop custom training materials which will only be shared in a space intended for health professionals. It is possible that technical or administrative personnel related to the professional event may be exposed to this sharing of personal health information. Please note this is separate from my public online and in-person training/workshop/course/retreat materials, which do not include any personal health information.
As of May 7, 2024 new client's and customers have the right to waive the use of their personal health information for professional training and/or educational purposes by not commencing with Krista Helman's services. As a client or customer of Helman Counselling, please be advised that your express consent is given through an intake form or another online form when asked if you agree to the use of your personal information for professional and training purposes such as agreeing to this policy, or a previous one called "Consent to Record Sessions for Educational and Training Purposes", "Consent for use of Session Recording", "Consent for use of Session Recording", "Use of my Personal Health Information for Training and/or Educational Purposes", or another version of this consent. All previous consent responses related to this topic will be upheld and apply to this policy.
If you consent to the use of your personal health information for these purposes, please be advised that I may use the following personal information to develop these custom training materials:
Details including name, video, audio, written/spoken/illustrated content.
Servers may be based in Canada, the USA, or globally cloud-based. External hard drives are kept in secure locations.
Software and programs that may be involved in content creation use passwords and limit access with: iCloud, Canva, Google Drive, Thinkific, HighLevel, iMovie, QuickTime Player. Others may be used as well.
As with any digital content, a data breach is always possible, and you accept this risk by agreeing to services with Krista Helman.
In circumstances where client consent is not/cannot be obtained for use of their personal information for training and/or educational purposes, I may use/incorporate de-identified/anonymized health data in my custom training materials. In such circumstances, I take the following steps to de-identify/anonymize client data prior to including it in my training materials such as:
Use a video filter such as 'Comic Ink', 'X-Ray', or ‘Negative' in iMovie.
Change of names or details.
Exceptions to "USE OF PERSONAL HEALTH INFORMATION FOR PROFESSIONAL TRAINING AND EDUCATIONAL PURPOSES" include:
Clients who are a member of the Canadian Armed Forces or the Royal Canadian Mounted Police while obtaining services from Krista Helman where consent for recording of sessions and use of personal health information was declined in a previous consent form, or where consent is not/cannot be obtained.
Clients who are a member of the Canadian Armed Forces or the Royal Canadian Mounted Police while obtaining services from Krista Helman as of May 7, 2024.
In such cases, personal health information will never be used for purposes of professional training and education.
ACCESS TO PROFESSIONAL TRAINING AND EDUCATIONAL MATERIALS INVOLVING PERSONAL HEALTH INFORMATION
Once developed, I sell and make available my custom training materials to health professionals globally. Please note this is separate from my general public online and in-person training materials, which do not include personal health information.
My custom materials may be published on a third party online platform for me on my Helman Counselling website, or another website registered under my name to be determined in the future (see the Helman Counselling public facing website here: https://helmancounselling.com/). Helman Counselling/Krista Helman is a company based in Ottawa, Ontario, Canada which operates an online and in-person training repository for therapists globally.
The platform uses a Learning Management System such as Thinkific, HighLevel, and in-person training;
Health practitioners have access to the online platform;
Personal health information is protected with use of passwords and screening of participants.
I include my custom training materials in my online suite to assist in training and educating of my membership. This may implicate a client’s personal health information or de-identified/anonymized client data in the following ways:
It may be identified due to use of a client's face/voice/story details.
It may be transferred and stored on Krista Helman’s servers as stated above;
It may be visible and accessible online to Krista Helman's health practitioner membership.
By including my custom training materials on Krista Helman's online and in-person repository, I am able to provide training and education on key therapeutic interventions and techniques to a broader professional audience.
My custom materials may also be published on a third party online platform called EMDR Consulting (see their public facing website here: https://emdrconsulting.com/). EMDR Consulting is a company based in Cincinnati, Ohio, USA which operates an online and in-person training repository for therapists globally.
The platform uses a Learning Management System such as Thinkific, HighLevel, and in-person training;
Health practitioners have access to the online platform;
Personal health information is protected with use of passwords and screening of participants.
When EMDR Consulting includes my custom training materials in its online suite to assist in training and educating their membership, this may implicate client’s personal health information or de-identified/anonymized client data in the following ways:
It may be identified due to use of a client's face/voice/story details.
It may be transferred and stored on EMDR Consulting’s servers in Ohio or elsewhere globally;
It may be visible and accessible online to EMDR Consulting's membership.
By including my custom training materials on the EMDR Consulting online repository, I am able to provide training and education on key therapeutic interventions and techniques to a broader professional audience.
My custom materials may also be published on a third party online platform called EMDR & Beyond (see their public facing website here: https://emdrandbeyond.com/). EMDR & Beyond is a company based in Des Moines, Iowa, USA which operates an online training repository for therapists globally.
The platform uses a Learning Management System such as Thinkific, and in-person training;
Health practitioners have access to the online platform;
Personal health information is protected with use of passwords and screening of participants.
When EMDR & Beyond includes my custom training materials in its online suite to assist in training and educating their membership, this may implicate client’s personal health information or de-identified/anonymized client data in the following ways:
It may be identified due to use of a client's face/voice/story details.
It may be transferred and stored on EMDR & Beyond’s servers in Iowa or globally;
It may be visible and accessible online to EMDR & Beyond’s membership.
By including my custom training materials on the EMDR & Beyond online repository, I am able to provide training and education on key therapeutic interventions and techniques to a broader professional audience.
Other online repositories may be added in the future.
USE OF PERSONAL HEALTH INFORMATION FOR PUBLISHED WORK
As a client of Helman Counselling, please be advised that your personal health information may be used in the form of published work such as articles and books.
Your express consent is given through agreement to services with Krista Helman, demonstrated by use of the services. Your personal health information may be used as direct or inspired published work which may be available publicly worldwide.
Unless other consent has been obtained, I will use/incorporate de-identified/anonymized health data in my published work. In such circumstances, I take the following steps to de-identify/anonymize client data prior to including it in my training materials:
Change of names and/or details.
Please be advised that I may use the following personal information to develop this published work:
names, written/spoken/illustrated content.
Servers may be based in Canada, the USA, or globally cloud-based. External hard drives are kept in secure locations.
Software and programs that may be involved in content creation use passwords and limit access with: iCloud, Canva, Google Drive, Scrivner, word processing suites. Others may be used as well.
You contribute your story freely and fully, and will never stake a claim financially or for ownership of the work.
RELEVANT CONTACT INFORMATION
Please refer to the following for key contact information in relation to this policy and the information outlined above:
Nature of Information Sought: Info@HelmanCounselling.com
Questions, concerns and/or complaints pertaining to my information management and practices at Helman Counselling: Info@HelmanCounselling.com
Requests to obtain access to or correct a record of personal health information in my custody or control: Info@HelmanCounselling.com
Questions pertaining to information management and practices at EMDR Consulting: Info@HelmanCounselling.com
Questions pertaining to information management and practices at EMDR & Beyond: Info@emdrandbeyond.com
Complaints to the Information and Privacy Commissioner of Ontario under the Personal Health Information Protection Act, 2004
Mail:
IPC Complaints Co-ordinator
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8
Email: IPCComplaints@ipc.on.ca
Online: https://www.ipc.on.ca/resources/forms/file-a-health-information-privacy-complaint/
TTY: 416-325-7539
Trauma & Grief Institute
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