Privacy Policy

Definitions

• “Site” means the Therapist in the Loop website, including its pages, content, and related digital features.
• “Newsletter” means the Therapist in the Loop email newsletter.
• “Updates” means email communications related to Therapist in the Loop, including notices about new research summaries, articles, workshops, Q&As, events, and related content.
• “Research Summaries” means short educational summaries of research, including one-line or one-sentence cited summaries.
• “Articles” means longer-form written content published by Therapist in the Loop.
• “Personal Information” means information about an identifiable individual, as understood under applicable privacy law.
• “Service Providers” means third parties that process information on our behalf to help us operate the Site, send emails, host infrastructure, provide analytics, or maintain security.

1. Who Is Responsible for Personal Information

The person responsible for personal information for this Site is:

Katherine Gibb, Privacy Officer
Email: hello@katherinegibb.ca

2. Scope

This Privacy Policy applies to personal information collected through this Site and related email-subscription functions. It does not apply to third-party websites, services, or platforms that may be linked from this Site. If you follow a link to another site, that third party’s own terms and privacy practices will apply.

3. What Personal Information We Collect

We collect only the personal information reasonably necessary for the purposes described below.

A. Information you provide directly

• Your name or display name
• Your email address
• Communications you send to us directly by email
• Any other information you choose to provide when corresponding with us

B. Security and technical information

When you use the Site, our servers or service providers may automatically process limited technical information necessary for security, stability, and operation, such as: IP address, browser type, device or operating system information, server logs, timestamps of access, pages viewed, on-site actions or events, referral source, and error and security event logs. We use this information for security, fraud prevention, troubleshooting, and system administration. We do not use it for advertising profiling.

We currently use Google Analytics to understand how visitors use the Site. Google states that GA4 uses first-party cookies, including cookies to distinguish unique users and persist session state.

4. What We Do Not Currently Do

We do not currently use advertising trackers, cross-site tracking technologies, or targeted advertising pixels. We do not sell your information or use it for purposes other than Therapist in the Loop.

5. Favourited or Saved Summaries

If the Site allows you to favourite or save Research Summaries, those saved items are stored locally in your browser or on your device, not on our servers. This means your saved items may remain only on the device or browser you used, clearing your browser storage may remove them, they may not sync across devices, and we do not currently receive or retain those saved items as account-level data.

6. Why We Collect Personal Information

• To send you the Therapist in the Loop Newsletter and other Updates you requested
• To manage your subscription preferences
• To protect the Site, our users, and our systems
• To detect, prevent, or investigate misuse, unauthorized access, or security incidents
• To comply with legal obligations
• To establish, exercise, or defend legal claims

7. Cookies, Local Storage, and Similar Technologies

The Site uses:

• Strictly necessary cookies or similar technologies, for example to maintain security, prevent abuse, and store basic site preferences
• Analytics cookies and similar technologies, including Google Analytics cookies, to help us understand how visitors use the Site

Where required by applicable law, we will ask for your consent before placing or activating non-essential analytics cookies. You may refuse or later change your analytics-cookie choices through our cookie preferences tool. If you disable analytics cookies, some measurement information will not be collected, but the core Site should still function.

8. Email Communications

If you subscribe to Updates, we will use your email address to send the communications you requested. You can unsubscribe at any time by contacting us at hello@katherinegibb.ca. We may still send limited essential administrative emails to manage your subscription, process an unsubscribe request, or address security or legal issues related to the Site.

9. When We May Disclose Personal Information

We may disclose personal information:

• To Service Providers that help us operate the Site, such as hosting, email delivery, and security providers
• Where required by law, court order, subpoena, or other lawful authority
• Where necessary to protect our rights, safety, systems, or users
• In connection with a business reorganization, merger, sale, or similar transaction, subject to applicable legal safeguards

10. Service Providers and Cross-Border Processing

Some of our service providers may process or store personal information outside Quebec or outside Canada. Our core hosting and infrastructure providers, including Microsoft Azure and Amazon Web Services (AWS), are configured to use Canadian regions. We also use Google Analytics, which may process related analytics data outside Quebec or outside Canada.

Current Service Providers may include:

• Hosting / infrastructure: Microsoft Azure (Canada)
• Email delivery / supporting infrastructure: Amazon Web Services (AWS) (Canada)
• Analytics: Google Analytics

11. Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, or as required by law:

• Email subscription data: for as long as you remain subscribed
• Suppression and compliance records: for 3 years after an unsubscribe request, or 3 years after the last email sent to that address, whichever is later
• Direct correspondence: for up to 24 months after the last substantive communication
• Cookie-consent or preference records: for up to 12 months
• Analytics data: Google Analytics 4 user-level and event-level retention configured to 14 months
• Security logs: for up to 90 days in the ordinary course
• Locally saved summaries: stored locally in your browser; not retained by us

12. Security

We use reasonable administrative, technical, and physical safeguards, including HTTPS and encrypted transmission in transit, controlled access to systems and accounts, role-based or limited internal access, reputable hosting and infrastructure providers, and monitoring and response processes for security incidents. No system can guarantee absolute security.

13. No Cross-Use with Other Businesses or Ventures

Personal information collected through Therapist in the Loop is used for Therapist in the Loop purposes only. We do not use personal information collected through this Site for any other company, business, product, service, mailing list, platform, or venture operated by us, related to us, or affiliated with us, unless we clearly disclose that use to you in advance and obtain any consent required by applicable law.

14. Your Rights

Subject to applicable law, you may request: access to personal information we hold about you, correction of inaccurate or incomplete personal information, deletion of personal information where appropriate, withdrawal of consent where processing is based on consent, and information about how your personal information is used or disclosed. To exercise these rights, contact us at hello@katherinegibb.ca.

15. Complaints

If you have a concern about how we handle personal information, please contact us first at hello@katherinegibb.ca. You may also have the right to file a complaint with the Commission d’accès à l’information du Québec.

16. Children

This Site is not intended for children under 14 years of age, and we do not knowingly collect personal information from children under 14 through the Site.

17. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the “Last updated” date.