Privacy & Confidentiality Statement

Our Commitment to Your Privacy

Advance care planning involves sharing deeply personal information. At Sorted Planning, I am committed to treating your information with care, respect, and discretion.

Privacy at a Glance

  • Your information is kept confidential and used only to support your advance care planning.

  • I do not sell or share your information.

  • Your information is stored securely using trusted digital platforms.

  • You can request access, corrections, or deletion of your information at any time.

Information We Collect

Direct Information (with your consent):

  • Personal and contact information

  • Information shared through intake forms, reflection exercises, and conversations

  • Notes and documents created during our work together

Website Information (collected if cookies are accepted):

  • Technical information (IP address, browser type, device type)

  • Website usage data (pages visited, time on site)

  • Referral source (how you found the website)

All information is collected with your consent and used solely to support your planning process or improve the website.

How Your Information Is Stored

Your information is stored using secure third-party service providers that support the operation of Sorted Planning. These providers act only as data processors and do not use your information for their own purposes.

  • Jotform (intake forms)

  • Google Workspace (email and document storage)

  • Canva (document creation)

These platforms use industry-standard security measures, including encryption and password protection. Access to your information is limited to me, except where necessary for the operation of secure third-party platforms used to provide the service (such as encrypted form hosting and document storage).

Payment Information: Payment transactions are processed securely through Stripe via Jotform. Sorted Planning does not store your credit card details. All payment information is encrypted and handled according to PCI-DSS compliance standards.

International Data Transfer

Some of the platforms used to store your information (Google Workspace, Jotform) have servers located in the United States and other countries.

These platforms comply with international data protection standards and use encryption to protect data during transfer and storage.

By using Sorted Planning's services, you consent to your information being stored on servers that may be located outside of Canada.

Website Cookies & Analytics

This website uses cookies and analytics tools to:

  • Understand how visitors use the site

  • Improve user experience

  • Track website performance

We use Squarespace Analytics (built-in website analytics). These tools collect non-identifying information such as pages visited, time on site, and browser type. You can disable cookies through your browser settings. No personal health information or intake form data is collected through website cookies.

Confidentiality

Your information is kept confidential and is never sold or shared without your consent.

Information may only be disclosed if:

  • Required by law

  • There is an imminent risk of serious harm

  • You provide explicit permission

Confidentiality continues after our work together ends.

Data Security & Breach Notification

I take data security seriously and use industry-standard practices to protect your information.

In the unlikely event of a data breach affecting your personal information, I will notify you as soon as reasonably possible (within 72 hours where feasible) and will:

  • explain what information was involved

  • outline the steps being taken to address the situation

  • provide guidance on protecting yourself if necessary

Data Retention

Session notes, workbook responses, and final planning documents are retained securely for 7 years from your last session, to support continuity if you return for updates. You may request access to, copies of, or deletion of your records at any time.

Legal Requests for Information

If legally required (for example through a court order or legal subpoena), Sorted Planning may be required to disclose certain information. If this occurs, I will disclose only the minimum information required by law.

Business Closure or Transfer

In the event that Sorted Planning ceases operations:

  • You will be notified in advance where possible

  • Your records will be retained securely for the required 7-year period

  • You will be given the opportunity to request copies of your records.

  • Your information will not be sold or transferred to another business without your explicit consent.

Your Rights

You have the right to:

  • Access your information: Request copies of all information I have about you

  • Request corrections: Update or correct inaccurate information

  • Request deletion: Ask for your records to be deleted (subject to legal and professional obligations)

  • Withdraw consent: Stop allowing me to store your information for future updates

  • Data portability: Receive your information in a common electronic format

  • Lodge a complaint: Contact the Office of the Privacy Commissioner of Canada if you have concerns about how your information is handled

To exercise any of these rights, contact me at jemima@sortedplanning.com

Children's Privacy

Sorted Planning's services are intended for adults aged 18 and older. I do not knowingly collect personal information from individuals under the age of 18.

Legal Framework

Sorted Planning is not a healthcare provider and is not considered a “Health Information Custodian” under Ontario’s Personal Health Information Protection Act (PHIPA). However, I handle personal information shared during advance care planning with similar care, confidentiality, and security practices.

Privacy practices are guided by:

  • Personal Information Protection and Electronic Documents Act (PIPEDA)

  • Ontario privacy law principles

  • Best practices from the healthcare and counselling sectors

If you have concerns about how your information is handled, you may contact the Office of the Privacy Commissioner of Canada.

Third-Party Links

This website contains links to third-party websites and resources. Sorted Planning is not responsible for the privacy practices of these external sites. I encourage you to review the privacy policies of any site you visit.

Questions or Concerns About Your Privacy

If you have questions about this privacy policy or how your information is handled, please contact:

Jemima Arnold on jemima@sortedplanning.com

I will respond to privacy inquiries within 5 business days.

Updates

Last Updated: March 2026

Next Review: March 2027

This policy is reviewed annually to ensure it remains current with privacy laws and best practices.