Core Elements
Privacy Policy
Core Elements Counselling and Holistic Health, Lethbridge, Alberta. Version 1.1, effective July 20, 2026.
The short version
- Your reflections are private by default. Alicia sees that you are engaging (like a check-in streak), not what you wrote, unless you choose to share it or ask for an export.
- Alicia's helper tools follow the same rule. To run the practice, Alicia uses AI assistants (for drafting her own content and notes, and summarizing how clients are engaging). They see the same engagement information Alicia sees, never your private reflections, journal, or conversations.
- Your data lives in Canada, in a dedicated Canadian database, encrypted where it is most sensitive.
- The companion is an AI. Your messages have personal identifiers scrubbed before the AI model processes them, and they are not used to train it.
- Nothing is monitored in real time. If the Platform notices crisis wording, it shows you help resources and may record a quiet, content-free signal for later clinical context. It does not send anyone an alert.
- You are in control. You can ask for a full export or complete deletion of everything the Platform holds about you, any time, through your practitioner.
The full policy below is the complete picture, written to Alberta's PIPA and Canada's PIPEDA.
1. Who is responsible for your information
Your information is under the control of Core Elements Counselling and Holistic Health (Alicia Hinger, Registered Psychologist), Lethbridge, Alberta (the "Practice"). Oldman AI Solutions Inc. builds and hosts the Platform and processes your information only on the Practice's instructions, as its service provider, and never for its own purposes.
2. What we collect
- Account basics: the first name and email you provide when your space is created, and the private access link that connects you to it.
- What you choose to enter: companion conversations, daily check-ins, course reflections and progress, practice runs, and, if and when that feature is enabled after review, assessment responses.
- Safety signals: if your words suggest crisis, the Platform may record a timestamp and a severity level only, never the words themselves, as described in section 6.
- Technical basics: the minimum log, security, and audit information needed to run the service safely (for example, request timestamps and an access audit trail). We do not run advertising trackers or analytics that profile you.
3. Where it is stored
Client information is stored in a dedicated database in a Canadian region (Canada Central). The most sensitive structured content (such as assessment responses) is encrypted at the application layer in addition to encryption at rest.
4. How the AI works with your words
The companion and practices are powered by an AI language model operated by Anthropic, a US-based processor. Before any message leaves our system, personal identifiers (names, emails, phone numbers, and similar) are scrubbed from it. Messages sent to the model are used to generate the reply and are not used to train the model. You are always told when you are talking to an AI. Because the model is processed outside Canada, your scrubbed companion messages are transiently handled in the United States; this flow never includes your identity.
AI tools your practitioner uses. To run the practice, your practitioner uses AI-assisted tools (for example, to draft their own content in their voice, to see a summary of how clients are engaging, or to help write their own clinical notes). These tools use the same processor described above and, like the companion, do not train it. Crucially, they work only with engagement information (such as dates, counts, and a safety-signal level) and, for some practice-management summaries, your first name. They never receive the private things you write: your companion conversations, journal entries, and check-in reflections are structurally out of their reach, the same wall that applies to your practitioner directly.
5. What your practitioner sees
- By default: engagement only. Whether you are using your space, for example a check-in streak or last activity, never the content of your reflections, journal, or conversations.
- If you consent: you can choose in the companion to have your conversations stored so they follow you across devices. That storage exists for your continuity. Your practitioner does not browse your conversations.
- If you ask: exports and deletions are performed by your practitioner at your request and cover everything held for you, including anything stored with your consent.
- Assessments: if the assessment feature is enabled, its responses are reviewed by your practitioner. That is its purpose, and it is stated on the assessment itself.
- Your practitioner's AI tools: the assistants your practitioner uses to run the practice inherit exactly this same limit. They see your engagement, never the content of your reflections, journal, or conversations.
6. Safety signals, stated plainly
If your words in the companion suggest you may be in crisis, the Platform immediately shows you crisis resources (9-8-8, 911, 811, and any additional local resources the Practice has chosen to include). It may also record a quiet signal, a timestamp and severity level only, with none of your words, so your practitioner has context when they next review your engagement in the ordinary course of practice. No alert, email, or report is sent to anyone. Nothing is monitored in real time, and a recorded signal may not be seen for an extended period. If you need help, contact 9-8-8, 911, 811, or the Practice directly.
7. How we protect it
- Encryption in transit everywhere, encryption at rest, and application-layer encryption for the most sensitive content.
- Private, per-client access links that can be rotated or revoked by the Practice at any time.
- Strict separation of each client's data and each practice's data, enforced at the database.
- An access and activity audit log.
- No sale of personal information, ever, and no use of it for advertising.
8. How long we keep it
Your information is kept while you have access to the Platform and for as long as the Practice's professional record-keeping obligations require, then deleted. If your access ends, information that is not part of the Practice's required records is deleted in the normal course. A complete deletion on request removes everything the Platform holds about you, with a minimal deletion record kept for accountability.
9. Your rights and choices
- Ask your practitioner for a complete export of everything the Platform holds about you.
- Ask for correction of anything inaccurate.
- Ask for complete deletion, subject only to the Practice's legal record-keeping obligations.
- Withdraw any consent you gave (for example, conversation storage) at any time, going forward.
Handling follows Alberta's Personal Information Protection Act (PIPA) and, where applicable, Canada's PIPEDA. If you have a concern we cannot resolve, you may contact the Office of the Information and Privacy Commissioner of Alberta.
10. If something goes wrong
If a privacy breach creates a real risk of significant harm to you, we will notify you and the appropriate authorities as required by law, promptly and plainly.
11. Cookies and local storage
The Platform uses no advertising cookies. It uses your browser's local storage for the practical minimum: remembering your space on your device and, if you have not enabled conversation storage, keeping your conversation history on your device only. Clearing your browser data clears that local copy.
12. Changes to this policy
The current version always lives at this page with its effective date above. Significant changes will be made visible in the Platform.
13. Contact
The privacy contact for the Platform is Alicia Hinger, Registered Psychologist, Core Elements Counselling and Holistic Health, Lethbridge, Alberta. Reach her with privacy questions or requests, including a copy of our policies on out-of-country service providers, through coreelements.ca. If a concern cannot be resolved, you may contact the Office of the Information and Privacy Commissioner of Alberta (oipc.ab.ca).
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