Privacy policy · Dr. Juliane Dmyterko

My practice is a private organization in British Columbia, so the personal information I hold is governed by BC's Personal Information Protection Act (PIPA) and by the Ethics and Practice Standards of the College of Health and Care Professionals of BC, which regulates psychologists. Personal information means any information about you as an identifiable person, including your health information. I am accountable for how my practice handles it, and this page explains how.

Privacy officer

I, Dr. Juliane Dmyterko, am the privacy officer for my practice and responsible for its compliance with PIPA. For questions, requests or concerns about your information, email info@julianed.ca.

What I collect

Contact details: your name, email address, phone number, city, province and postal code, and how you prefer to be contacted.
What you tell me in the intake form: your legal and preferred names, pronouns, date of birth, gender, languages, ethnicity or culture, your reasons for reaching out and what you hope to gain, the support you are seeking, and your access needs and availability.
Health information: previous medical and psychological diagnoses, chronic health conditions, allergies, hearing and vision, previous assessments, and the professionals you work with.
Support people: the name of a guardian or substitute decision-maker, and their relationship to you, where one applies.
Payment and benefits: how you plan to pay, your insurer or funding program, and what your invoices need to show.
Questionnaire answers and their scores, and the notes, reports and other records I create while working with you.
Your Client Portal: appointments, invoices and payments, messages, and documents shared with me there.
The contact form: your name, email address and message.
Sign-ins to the Client Portal: each time someone signs in to your account, or tries to with the wrong password, I keep the date, the time and the internet (IP) address it came from. This lets me find out what happened if someone ever breaks into an account. The record is deleted automatically after 90 days.
Technical information: one cookie that keeps you signed in to the Client Portal. While you fill in an intake form, your draft answers are saved in your own browser on that device until you send or clear the form, so use "Clear form" if you share a computer. To stop people from guessing passwords or flooding the forms, the site also remembers your IP address for up to an hour after you sign in or send a form, in the server's working memory only. Apart from the sign-in record above, your IP address is never written to a file or the database, and the site keeps no log of your visits.

Why I collect it

To understand whether my services fit your needs, to provide assessment and consultation, to make the accommodations you need, to communicate with you, to bill for services, to keep your account secure, and to meet the record-keeping duties of a licensed psychologist. I collect only what I need for those purposes, and I do not sell your information or use it for marketing.

Your consent

Before you send the intake form, I ask you to confirm that you consent to my collecting, using and storing your information as this page describes. Before we begin working together, I will go over consent in more detail, including the limits of confidentiality, and record your consent in your file.

You can withdraw your consent at any time by emailing me. I will explain what that means for your care, for example that I may not be able to continue a service that depends on the information. Some records I am required by law to keep even after you withdraw consent.

Sharing with your consent

With your permission, I may share information with people you choose, such as your insurer or funding program (for invoices and receipts), the professional who referred you, another health provider, or your post-secondary institution or workplace. I share only what is needed for the purpose you agree to.

When I may share information without your consent

I keep what you tell me confidential. The law requires or allows me to share information without your consent only in limited situations:

if I believe a child may need protection, I must report it to the Ministry of Children and Family Development;
if there is a serious and imminent risk of harm to you or to someone else;
if a court orders it, or I receive a valid subpoena or warrant;
if the College of Health and Care Professionals of BC requires records for an investigation or a review of my practice.

In each case I share only what is necessary and, where I can, I will tell you first.

Where your information is kept

Records and the Client Portal: on a secure server in Beauharnois, Quebec, rented from OVHcloud, a company headquartered in France. It is stored on an encrypted disk whose key is kept only at my practice, and it travels only over encrypted connections.
Backups: made nightly and encrypted with a key held only at my practice. They are kept on that server for 30 days and on the practice's computer in British Columbia for 60 days.
Email: provided by Web Hosting Canada. Emails from the Client Portal only tell you that something is waiting, such as a new message or an appointment time; the details stay in the portal. Please do not send clinical details to me by regular email; use the Client Portal instead.
Virtual appointments, when offered: a one-to-one video call that connects your browser to mine, encrypted from end to end. The practice's own server only helps our two browsers find each other and, if a direct connection isn't possible, passes the encrypted call along without being able to see or hear it. No outside video company is involved, and the service has no recording feature.
Online payments, when available: processed by Helcim, a Canadian company. Card details never reach this website.

Each company that stores or carries information for my practice does so under an agreement that requires it to protect that information and use it only to provide its service to me.

Who can see it

Me. My practice's IT administrator, who maintains the website, server and backups, can technically reach the systems your information is stored on. They are bound by a written confidentiality agreement, access the systems only to keep them running and secure, and do not read client records.

No artificial intelligence (AI) tools have access to client records. If that ever changes, I will update this page first and ask for your consent before using such a tool with your information.

How I protect it

Encryption for stored information, backups and every connection to this site.
My records system can only be opened from the practice's private network, and my devices are locked and password-protected.
Paper documents, if any, are kept in a locked office and shredded when no longer needed.
Written confidentiality agreements with anyone who supports the practice.

If you are Indigenous

If you tell me you are Indigenous, I will explain why I am collecting any information about it, how it will be used, and who can see it. I respect Indigenous data sovereignty, including the OCAP® principles of ownership, control, access and possession, and the right of Indigenous communities to have a say in how their members' information is handled.

Adults and dependent adults

My practice currently sees adults (19 and over, the age of majority in BC). Anyone under 19 can use my intake form for clients under 19, described below.

If an adult I work with cannot make a decision for themselves, I work with their legal substitute decision-maker, such as a representative under a representation agreement. I still involve the person in decisions as much as they are able, and share with the decision-maker only what they need.

The intake form for clients under 19

I see children and youth through ABLE Developmental Clinic in Surrey, BC. When you send my intake form for clients under 19, no Client Portal account is created. Your answers come to me by email at info@julianed.ca, attached as a PDF. I don't share them with ABLE Developmental Clinic, or anyone else, until you have agreed to it.

My server holds the email only until it has been delivered, then deletes its contents; nothing else from the form is stored on the website. Email is usually encrypted on its way, but that isn't guaranteed at every step, so you are asked to consent to it before you send the form. From then on I keep the form as I keep other waitlist information (below).

How long it is kept

Clinical records: at least 16 years after the last service, as the College of Health and Care Professionals of BC requires, then securely destroyed.
Waitlist and contact information, if we don't end up working together: one year after our last contact, then securely deleted and your Client Portal account closed. You can ask me to remove it sooner.
Sign-in records: 90 days, then deleted automatically.
Backups: 30 days on the server and 60 days on the practice's computer, then deleted.

Seeing or correcting your information

You may ask to see the personal information I hold about you, how it has been used, and who it has been shared with. Send your request in writing; email is fine. I may ask you to confirm your identity first. I will respond within 30 business days, as PIPA requires. I may charge a minimal fee to cover the cost of copying your records; if I do, I will give you a written estimate before I begin. Asking for a correction is free.

In a few situations the law allows me to withhold part of a record: when access would be likely to cause serious harm to you or someone else, when it would reveal another person's personal information, or when it would compromise the security of psychological test materials, test data or scoring keys. If I hold anything back, I will tell you in writing what and why, and how to ask the Information and Privacy Commissioner to review my decision.

If you think something in your record is wrong, ask me to correct it. If I agree, I will correct it and send the correction to anyone I shared that information with in the past year. If I don't agree, I will note in your record the correction you asked for.

If something goes wrong

If your personal information is lost, or accessed by someone who should not have it, I will act right away to contain it, let you know promptly, tell you what I am doing about it and what you can do, and report it to the Office of the Information and Privacy Commissioner where appropriate.

If I close my practice

I have a plan so your records stay safe and available if I close my practice or become unable to practise. Records would go to another regulated health professional or a secure records service, the College would be told where they are, and I would give current clients advance notice, where possible, of how to reach their records.

Concerns and complaints

Please contact me first at info@julianed.ca, and I will do my best to resolve your concern. If you are not satisfied with how I handle your personal information or a request to see or correct it, you may contact the Office of the Information and Privacy Commissioner for British Columbia: phone 250-387-5629, toll-free through Enquiry BC at 1-800-663-7867, or email info@oipc.bc.ca.

Concerns about my professional conduct can go to the College of Health and Care Professionals of BC.

Changes to this policy

When my practices change, I update this page and the date below. If a change affects how I use information you have already given me, I will tell you through the Client Portal before it takes effect.

Last updated: October 27, 2026.