Privacy Policy

Fig & Fennel Nutrition Counselling

Effective Date: May 2026

At Fig & Fennel Nutrition Counselling, protecting your privacy and personal health information is a priority. We are committed to collecting, using, disclosing, and safeguarding personal information responsibly and only to the extent necessary to provide nutrition counselling and related services.

This Privacy Policy describes how personal information is handled in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and applicable professional standards of the College of Dietitians of Ontario.

What is Personal Health Information?

Personal health information is identifying information about an individual related to:

  • physical or mental health

  • medical or health history

  • healthcare services provided

  • nutrition assessments and recommendations

  • laboratory or diagnostic information

  • payments or eligibility for healthcare services

Collection of Personal Information

Fig & Fennel Nutrition Counselling collects information necessary to provide safe and effective nutrition care. Information collected may include:

  • name, address, date of birth, phone number, and email address

  • health and medical history

  • medications and supplements

  • nutrition and lifestyle information

  • laboratory and diagnostic reports

  • billing and payment information

  • referral information

  • emergency contact information

Information is collected directly from clients or, with consent, from other healthcare providers involved in care.

Why Information is Collected

Personal information is collected, used, and disclosed for purposes including:

  • providing nutrition counselling and nutrition care planning

  • assessing nutritional needs and health goals

  • maintaining accurate clinical records

  • communicating regarding appointments and services

  • coordinating care with healthcare providers, when consented

  • processing payments and insurance documentation

  • meeting professional and legal obligations

  • improving services and practice operations

Information may also be used to communicate updates, educational resources, newsletters, or services where consent has been provided.

Only information reasonably necessary for these purposes is collected.

Consent

Consent is obtained for the collection, use, and disclosure of personal information unless otherwise permitted or required by law.

Consent may be:

  • written

  • verbal

  • implied where appropriate under PHIPA

Clients may withdraw consent at any time, subject to legal and professional obligations.

Virtual Care and Electronic Communication

Electronic communication and virtual care platforms are used to support client services, including:

  • appointment scheduling

  • virtual appointments

  • follow-up communication

  • educational resource sharing

While reasonable safeguards are used, electronic communication carries some privacy risks and confidentiality cannot be absolutely guaranteed.

Clients are encouraged to avoid sending highly sensitive information through unsecured email whenever possible.

Third-Party Service Providers

Fig & Fennel Nutrition Counselling may use trusted third-party providers to support operations, including:

  • practice management software

  • secure virtual care platforms

  • payment processors

  • email and website hosting providers

  • accountants and bookkeepers

  • IT consultants

These providers may process or store information on secure servers, including servers located outside Ontario or Canada where permitted by law.

Reasonable steps are taken to ensure service providers maintain appropriate confidentiality and security safeguards.

Website Analytics and Cookies

This website is hosted through Squarespace and may use cookies, analytics tools, and similar technologies to support website functionality, improve user experience, and better understand website traffic and engagement.

Information collected may include:

  • browser type

  • device type

  • pages visited

  • time spent on pages

  • referral sources

  • general geographic location

  • IP address

Analytics information is generally aggregated and does not typically identify individual users.

Third-party services integrated through the website, such as embedded scheduling tools, payment processors, newsletter sign-ups, or social media content, may also collect information in accordance with their own privacy policies.

Users may disable cookies through their browser settings.

This website may contain links to external websites. Fig & Fennel Nutrition Counselling is not responsible for the privacy practices or content of external websites.

Protection of Personal Information

Reasonable administrative, technical, and physical safeguards are used to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification.

Safeguards may include:

  • password-protected systems and devices

  • encryption where appropriate

  • secure electronic platforms

  • restricted access to records

  • secure storage of paper records

  • confidentiality obligations for service providers

  • secure destruction of records when no longer required

Only individuals who require access to information for authorized purposes are permitted access.

Use of Technology and AI Tools

Fig & Fennel Nutrition Counselling may use approved technology tools to support administrative efficiency or clinical documentation.

Any such tools are used in accordance with applicable privacy legislation and professional standards. Personal health information is not used to independently make diagnoses, treatment decisions, or recommendations without human oversight and review.

Retention and Secure Destruction

Client records are retained in accordance with professional and legal requirements, generally for at least ten years following the last client interaction, or ten years after a minor client reaches age 18.

When records are no longer required:

  • paper records are securely shredded

  • electronic records are permanently deleted or destroyed in a secure manner

Access and Correction Requests

Clients have the right, subject to limited legal exceptions, to:

  • request access to their personal information

  • request corrections to inaccurate or incomplete information

  • ask questions about how their information is handled

Requests may be submitted in writing and will be responded to within timelines required by law.

Privacy Breaches

If a privacy breach involving personal information occurs, reasonable steps will be taken to contain, investigate, document, and respond to the breach in accordance with applicable privacy legislation and professional obligations.

Individuals affected by significant breaches will be notified as required by law.

Regulatory Obligations

As a Registered Dietitian regulated by the College of Dietitians of Ontario, Fig & Fennel Nutrition Counselling may be subject to regulatory requirements, quality assurance activities, or audits required by the College. Any such processes are conducted under strict confidentiality and privacy obligations.

Questions or Privacy Concerns

Questions, concerns, or requests related to privacy practices or personal information may be directed to:

Erin M’Larkey, RD
Privacy Contact
Fig & Fennel Nutrition Counselling
erin@figandfennelnutrition.ca

If concerns cannot be resolved directly, individuals may contact the Office of the Information and Privacy Commissioner of Ontario.

Updates to this Policy

This Privacy Policy may be updated periodically to reflect changes in legislation, technology, or practice operations.

The most current version will always be available on the practice website and upon request.