What this covers
Your privacy matters. This page explains what information the counselling team keeps, how they protect it, and when they must share details to keep you or others safe. It applies to every student who uses Wrenford Polytechnic's counselling services.
How we protect your data
When you meet with a counsellor, your conversation is private. We follow provincial privacy law and strict college policies to keep your information secure.
Your records are stored in encrypted digital files on a secure server. Paper notes are kept in locked cabinets that only authorised staff can open. Members of the counselling team are the only ones who can view your file. We do not share your details with faculty, your program director, or external organisations without your written permission, except in the specific situations listed below.
When confidentiality must be broken
We keep your information private, but we have a duty to report certain situations. Your counsellor must break confidentiality if:
- You tell us you plan to harm yourself or someone else.
- We suspect a child or vulnerable adult is being abused or neglected.
- A court issues a formal order requiring us to release your records.
- You are in immediate danger and need emergency services to call.
In these cases, the counsellor will tell you exactly what they are sharing and why, unless doing so puts you or someone else at greater risk. If you need immediate help, you can call 911 or visit the Crisis support and urgent care page.
How to access or update your records
You have the right to see what we have on file and to correct any mistakes. Follow these steps:
- Send a written request by email or in person at least ten business days before you need the records.
- We will review your file and prepare a copy. A $15 administrative fee covers the first copy.
- You can review the file in the counselling office during business hours. We will not mail or email sensitive notes.
- If you find an error, we will update it within five business days and note the correction in your file.
Who to contact
If you have questions about how we handle your information, or if you want to make a formal privacy complaint, reach out to the counselling team.
Counselling & Wellness
Phone: 519-555-0184
Email: [email protected]
Hours: Monday to Friday, 8:30 a.m. to 4:30 p.m.
You can also review the full Policies for the college or visit the Privacy hub for more details on data rights.