Privacy Policy

Who we are

Foxtrot Speech and Language is a private practice. All services are delivered by registered Speech-Language Pathologists.

This privacy policy explains how we collect, use, store, share, and protect your information across our website, online services, and clinical practice. It applies to visitors, prospective clients, and clients worldwide.

Information we collect

From clients and prospective clients:

• —Contact information (name, email address, phone number)
• —Demographic information relevant to service delivery (age, country of residence, first language)
• —Clinical and assessment information (accent assessment results, session notes, progress documentation, audio recordings with separate consent)
• —Billing and payment information (processed by Stripe; we do not store full card numbers)
• —Booking and scheduling information
• —Information you provide through intake forms, consultations, or correspondence

From all website visitors (with consent where required):

• —Technical information (IP address, browser type, device type, operating system, referring URL)
• —Usage information (pages visited, time on site, navigation patterns)
• —Cookies and similar tracking technologies (see Cookies section below)

How we use your information

• —Deliver accent modification services, including assessment, program planning, and session delivery
• —Communicate with you about your program, scheduling, and account
• —Process payments through Stripe
• —Schedule sessions through Calendly and deliver them through Google Meet
• —Improve our website and services using aggregated, de-identified analytics data
• —Show relevant content to website visitors who may benefit from our services (only with marketing consent)
• —Comply with legal and regulatory obligations, including CHCPBC standards and applicable privacy laws

Cookies and tracking technologies

We use cookies and similar technologies to operate the website, understand how visitors use it, and (with consent) deliver relevant marketing content. Cookies fall into three categories:

• —Necessary cookies are required for core site functionality (e.g., remembering your cookie preferences). These cannot be disabled.
• —Analytics cookies help us understand how visitors use the site. We use Google Analytics 4 with IP anonymisation. Analytics cookies only load with your consent.
• —Marketing cookies may be used for retargeting and ad performance, including the Meta Pixel. These only load with your consent.

You can change your cookie preferences at any time using the cookie banner that appears on your first visit, or by clearing your browser's site data and reloading the page. We do not use tracking technologies for clinical or health information.

Third-party service providers

We use trusted third-party services to operate our practice. Each provider has its own privacy policy and data handling practices:

• —Stripe — payment processing
• —Calendly — appointment scheduling
• —Google Workspace and Google Meet — email communication and secure video sessions
• —Vercel — website hosting and infrastructure
• —Google Analytics 4 — website analytics (only with consent)
• —Meta Pixel — marketing analytics (only with consent)

International data transfers

Some of our service providers process data outside of Canada, including in the United States and the European Union. When this is the case, we rely on the provider's contractual safeguards and recognised data transfer mechanisms (such as Standard Contractual Clauses) to protect your information. By using our website and services, you acknowledge that your information may be processed in jurisdictions other than your country of residence.

How we protect your information

We implement reasonable administrative, technical, and physical safeguards to protect your information. Sessions are delivered via secure video platforms. Clinical records are stored in secure, access-controlled systems. Only authorised personnel involved in your care have access to your clinical information.

No method of electronic transmission or storage is completely secure. While we take reasonable precautions, we cannot guarantee absolute security of information transmitted or stored electronically, including during virtual sessions.

Disclosure of information

We do not sell or rent your personal information. We do not share your clinical or health information with third parties for marketing purposes. We may share information only:

• —With Foxtrot SLPs involved in your care
• —With service providers listed above, only to the extent needed for them to perform their function
• —With your consent, with other healthcare providers for continuity of care
• —As required or authorised by law (e.g., regulatory investigations, court orders)

Your rights

Depending on where you live, you have the following rights regarding your personal information:

• —Access the personal information we hold about you
• —Request corrections to inaccurate information
• —Request deletion of your personal information (subject to legal and regulatory requirements that may require us to retain certain records)
• —Withdraw consent for the collection, use, or disclosure of your information
• —Object to or restrict certain types of processing
• —Data portability — receive your information in a structured, commonly used format
• —Lodge a complaint with your local data protection authority

For BC residents: Your rights are provided under the Personal Information Protection Act (PIPA). You may file a complaint with the Office of the Information and Privacy Commissioner of British Columbia.

For Canadian residents outside BC: Your rights are provided under PIPEDA or applicable provincial privacy law. You may file a complaint with the Office of the Privacy Commissioner of Canada.

For EU/EEA and UK residents: Your rights are provided under the General Data Protection Regulation (GDPR) or UK GDPR. You may file a complaint with your local supervisory authority.

For California residents: The California Consumer Privacy Act (CCPA) provides additional rights, including the right to opt out of the sale of personal information. We do not sell personal information.

Record retention

Clinical records are retained in accordance with CHCPBC requirements and applicable BC legislation. Marketing and analytics data is retained only as long as needed and in line with the retention settings of the providers listed above (typically 14 to 26 months for analytics data). Records are securely destroyed when the retention period has been met.

Virtual care considerations

All Foxtrot services are delivered via secure video call. Virtual delivery involves technology-related risks including potential interruptions, audio/video quality limitations, and additional privacy considerations inherent to electronic communication. By booking a session, you consent to virtual delivery. You may withdraw consent at any time. If you prefer in-person services, we recommend contacting a registered SLP in your area.

Children

Our services are intended for adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, please contact us so we can take appropriate action.

Changes to this policy

We may update this privacy policy from time to time. Material changes will be communicated to active clients directly. The effective date at the top of this page reflects the most recent update. The current version is always available on this page.

Contact us

If you have questions about this privacy policy or how your information is handled, or if you would like to exercise any of your rights, contact us at hello@foxtrotspeech.com.

Complaints about a registrant may also be directed to the College of Health and Care Professionals of British Columbia (CHCPBC) at chcpbc.org or 604-742-6715.