Privacy & Confidentiality

1. Information We Collect

Depending on how you interact with Graceful Mosaic, we may collect personal information such as:

• Your name and contact information.
• Information you provide through consultation requests, contact forms, or service inquiries.
• Information relevant to counselling services, including information needed to understand your concerns and provide appropriate support.
• Registration and participation information for workshops, training sessions, and speaking engagements.
• Payment and administrative information necessary to manage services.

We aim to collect only the information reasonably necessary for the purpose for which it is requested.

2. How We Use Your Information

Personal information may be used to:

• Respond to inquiries and consultation requests.
• Coordinate counselling appointments and related services.
• Provide, administer, and document services where appropriate.
• Organize training sessions, workshops, and speaking engagements.
• Communicate relevant service updates.
• Meet applicable professional, legal, and administrative obligations

Your information will not be used for unrelated purposes without appropriate consent or another lawful basis.

3. Counselling Confidentiality

Confidentiality is an essential part of the counselling relationship. Information shared during counselling is treated with care and is not routinely shared with family members, employers, churches, or other individuals without appropriate consent or another lawful basis.

However, confidentiality is not absolute. Information may need to be disclosed in circumstances such as:

• When disclosure is required or authorized by law, including a valid court order.
• When there are serious concerns about the safety of a client or another person, as permitted or required by applicable law.
• When reporting is required under applicable child protection legislation.
• When disclosure is otherwise permitted by law or professional obligations.

Where appropriate and legally permissible, these circumstances will be discussed with the client. Only information necessary for the relevant purpose will be disclosed, consistent with applicable legal and professional requirements.

The specific limits of confidentiality will be explained as part of the counselling process.

4. Training, Workshops, and Speaking Engagements

Graceful Mosaic provides mental health education, training, workshops, and speaking engagements for churches, youth, leaders, and community organizations.

Personal information collected for these services is used to coordinate participation and deliver the agreed service.

Participants may choose to share personal experiences during group discussions. However, confidentiality cannot be guaranteed in the same way as it can within an individual counselling relationship, because other participants may be present. Participants will be encouraged to respect one another's privacy and not share personal information disclosed by others.

Any photographs, recordings, testimonials, or identifiable stories intended for promotional or other purposes will require appropriate permission or another valid legal basis.

5. Storage and Protection of Information

Graceful Mosaic takes reasonable steps to protect personal information against unauthorized access, use, disclosure, alteration, loss, or destruction.

Depending on the service, information may be maintained in electronic or physical records. Appropriate safeguards should be used for any systems, devices, documents, and service providers that handle personal information.

Information is retained for as long as reasonably necessary to fulfil the purposes for which it was collected and to meet applicable legal, regulatory, and professional recordkeeping requirements. When it is no longer required, it will be securely destroyed or anonymized where appropriate.

6. Third-Party Services and Website Use

Our website or services may use third-party platforms for website hosting, appointment scheduling, electronic forms, payments, video sessions, or communications.

These providers may process information as necessary to deliver their services, subject to their own terms, privacy practices, and applicable requirements. Information may be processed or stored outside your province or Canada, depending on the providers used.

Our website may also contain links to external websites. Graceful Mosaic is not responsible for the privacy practices of third-party websites, and visitors should review their privacy policies before sharing personal information.

Please avoid including sensitive personal or health information in general website forms or ordinary email unless you have been advised that the communication method is appropriate.

7. Your Privacy Rights

Subject to applicable law and professional recordkeeping requirements, you may have the right to:

• Ask what personal information Graceful Mosaic holds about you.
• Request access to your information.
• Request correction of inaccurate information.
• Ask questions about how your information is collected, used, or disclosed.
• Raise a concern about how your information has been handled.

Some requests may be subject to legal exceptions or professional obligations.

8. Contact and Privacy Inquiries

If you have questions about this policy or how your personal information is handled, please contact Graceful Mosaic through the contact information provided on our website.

We take privacy concerns seriously and will review inquiries in accordance with applicable requirements.

9. Updates to This Policy

This policy may be updated periodically to reflect changes in our services, website practices, or applicable legal and professional requirements. The latest version will be published on this page.

Last updated: October 2026

This policy is intended to provide general information about privacy and confidentiality at Graceful Mosaic. It does not replace the informed consent documents, service agreements, or confidentiality discussions applicable to individual counselling or other services.