Privacy Policy
Table of Contents
WELCOME
Thank you for choosing Byron Powell Support Services. This handbook outlines the services provided, your rights and responsibilities, privacy practices, fees, and our professional relationship.
ABOUT PRACTICE
Byron Powell Supportive Services provides youth mentorship, behavioural support, life skills coaching, senior support, disability support, family support, wellness coaching, advocacy, case management and community resource navigation. Services are person-centred, strengths-based and trauma-informed.
QUALIFICATIONS
PROFESSIONAL SUPPORT RELATIONSHIP
CLIENT RIGHTS
CONFIDENTIALITY
CANCELLATIONS AND MISSED SESSIONS
If you need to re-schedule or cancel an appointment, please phone ahead (587) 914-5713, allowing for a minimum of three (3) hours’ notice. If you miss an appointment without notice or cancel a session with less than three (3) hours’ notice, you will be charged the full session fee. If cancelation is related to illness, there will be no charge. However, this is at my discretion, toward the fee if a pattern of no shows related to illness starts to appear. I will also do my very best to provide you with three (3) hours’ notice or as much time as possible when needing to cancel or reschedule appointments. This is a mutual respect for each other’s time and life can provide unexpected challenges and do take this into consideration.
CONFIDENTIALITY AND LIMITS OF CONFIDENTIALITY
Protecting your privacy and maintaining the confidentiality of your personal information are fundamental responsibilities of Byron Powell Supportive Services. As a Registered
Social Worker, I am committed to maintaining the highest standards of confidentiality while providing ethical, professional, and client-centered services.
Information that you or your child shares during support sessions is confidential. I maintain professional records related to the services provided, which may include assessments, support plans, goals, progress notes, referrals, case management activities, correspondence (including emails and text messages), and other documentation necessary to provide quality services.
Client records are stored securely. Paper records are maintained in a locked cabinet, and electronic records are password protected using appropriate security measures. Access to your information is limited to Byron Powell Supportive Services and authorized personnel who require access for administrative purposes such as billing or record management.
While reasonable steps are taken to protect your privacy, electronic communication (including email, text messaging, and virtual communication platforms) carries inherent security risks and cannot be guaranteed to be completely secure. By choosing to communicate electronically, you acknowledge and accept these risks.
If sharing or obtaining information from another professional or organization (such as your physician, school, psychologist, Alberta Health Services, FSCD, insurance provider, or another community agency) would support your care, you will be asked to complete a written Release of Information Authorization identifying:
- The person or organization involved;
- The information to be shared or requested;
- The purpose for sharing the information; and
- The duration of your consent.
You may withdraw your consent at any time by providing written notice, unless the information has already been released.
LIMITS OF CONFIDENTIALITY
Although every effort is made to protect your privacy, there are circumstances where I am legally and ethically required to disclose information without your consent.
Confidentiality may be limited when:
- You or your child discloses information indicating an immediate risk of serious harm to yourself or another person. In these situations, reasonable steps will be taken to protect the safety of everyone involved.
- I become aware of suspected or confirmed abuse or neglect of a child or youth. Under Alberta’s Child, Youth and Family Enhancement Act (CYFEA), I have a legal duty to report concerns to the appropriate child protection authorities.
- I become aware of abuse or neglect involving an adult where reporting is required under applicable legislation.
- A court orders the release of records, or I am legally required to produce records through a subpoena or other lawful authority.
- A complaint has been made regarding my professional practice to the Alberta College of Social Workers. In these circumstances, authorized investigators may review relevant portions of your file as permitted by law while maintaining confidentiality throughout the investigation process.
These limits to confidentiality are established by applicable legislation, including the Health Information Act (HIA), Personal Information Protection Act (PIPA), Child, Youth and Family Enhancement Act (CYFEA), and the Standards of Practice and Code of Ethics of the Alberta College of Social Workers.
I will make every reasonable effort to discuss any required disclosure with you whenever it is safe, appropriate, and legally permitted to do so.
CONFIDENTIALITY WHEN WORKING WITH CHILDREN, YOUTH, AND SENIORS
When providing services to children, youths, and Seniors, my primary responsibility is to promote their safety, well-being, and healthy development while working collaboratively with parents or legal guardians whenever appropriate.
Parents and legal guardians generally have the right to participate in the person in care services and receive information regarding progress. However, maintaining an
appropriate level of privacy encourages trust and open communication between the person in care and their support worker.
General updates regarding goals, progress, recommendations, attendance, and overall participation may be shared with parents or guardians. However, specific conversations shared by a child, youth or senior may remain confidential when, in my professional judgment:
- Maintaining confidentiality supports the person in care emotional well-being;
- Disclosure could negatively affect the helping relationship;
- Disclosure could place the child or another individual at risk; or
- Privacy is otherwise protected by law.
Whenever possible, I encourage youth, seniors and families to communicate openly and work collaboratively to address concerns.
Professional decisions regarding confidentiality will always be guided by applicable legislation, professional standards, and the best interests of the person in care.
ACCESS TO RECORDS AND RELEASE OF INFORMATION
Clients, or the parent/legal guardian of a minor/senior where legally appropriate, may request access to information contained within their file.
Requests should be submitted in writing and clearly identify with the information being requested, such as:
- Session dates
- Progress summaries
- Reports
- Copies of records
- Billing information
- Other relevant documentation
Requests will be reviewed in accordance with the Health Information Act (HIA), Personal Information Protection Act (PIPA), and the Standards of Practice of the Alberta College of Social Workers.
Access to records may be limited where permitted by law, including circumstances where disclosure could:
- Create a significant risk of harm to the client or another individual;
- Compromise another person’s privacy;
- Interfere with an ongoing investigation or legal proceeding; or
- Be otherwise restricted under applicable legislation.
Where information is released, records may be reviewed and redacted to protect the privacy and safety of other individuals.
FEES FOR RECORD REQUESTS
Preparing reports or responding to requests for records requires professional time.
Applicable fees may include:
- Reviewing records
- Preparing summaries or reports
- Copying or printing documents
- Administrative processing
Current fees are outlined in the Byron Powell Supportive Services Fee Schedule. Payment is required before records or reports are released unless otherwise required by law.