Privacy Policy

Who we are and what this policy covers

KW Therapists is operated by NewPulse Inc. We provide a local therapist directory, matching tool, and inquiry relay for Waterloo Region, Ontario. In this policy, “KW Therapists,” “we,” “us,” and “our” refer to NewPulse Inc.

This policy applies to personal information handled by KW Therapists through the website, matching quiz, contact forms, therapist accounts, and related support. It does not govern a therapist's own website, practice, records, or services. Once an inquiry is delivered to a therapist, that therapist is responsible for how they handle it under their own privacy and professional obligations.

NewPulse Inc. is responsible for the personal information under its control. To contact our Privacy Officer, email hello@kwtherapists.ca with “Privacy request” in the subject line. You can also use our contact page.

Information we collect

What we collect depends on how you use the service. You can browse the directory without creating an account or telling us your name.

• Browsing and technical data. When you visit, our hosting, database, security, and analytics providers may receive information such as your IP address, browser and device type, request time, pages viewed, referring page, and cookie or similar identifiers. KW Therapists also stores per-therapist daily totals for directory impressions, profile views, website clicks, quiz matches, and contact-form sends. Those totals do not contain a visitor name, email address, IP address, or individual browsing history. We also use Plausible Analytics for aggregate website traffic measurement as described below.
• Matching quiz selections. Your quiz selections are sent to our backend provider, Convex, to calculate matching profiles. We do not attach your name, email address, or account ID to the matching request, and the matching function does not save your selections to our application database. Quiz choices are placed in the page URL after the # symbol so you can edit or share the results. This part of the URL is not sent with ordinary page requests or recorded in our web server logs, but it remains in your browser history. We also save the results link in browser session storage to support back navigation. Plausible receives the full page URL but excludes the part after # from its stored page path, as explained in the analytics section below. Anyone you share a quiz-results link with can open it to view the selections and results.
• Therapist inquiries. If you contact a listed therapist, we process your name, email address, optional phone number, message, chosen therapist, and anti-spam token to relay the inquiry by email. The message is not written to the KW Therapists application database and the site owner does not receive a copy. However, the email provider and receiving therapist may retain the delivered email in their systems. Do not include information you would not want sent by ordinary email.
• General contact messages. If you contact KW Therapists, we process your name, email address, selected topic, message, and anti-spam token to deliver your message to the site operator. The submission is not written to the application database or added to a marketing list, but copies may remain with our email provider and in the operator's mailbox.
• Therapist account data. Therapists provide an email address and authentication information, profile details, credentials and registration information, practice details, rates, availability, specialties, identity information they choose to disclose, photos or video, and support communications. We also record profile status, profile-lifecycle events, and aggregate performance totals. After a therapist signs in to the dashboard, Bento may associate page views from that browser with the therapist's account email. Passwords and sign-in credentials are handled by our authentication provider and are not visible to KW Therapists in plain text.

Public therapist profiles

A therapist profile is intended for public distribution. Once approved and published, the profile information selected for display may be viewed by anyone and exposed in machine-readable formats used by search engines and AI services. This can include the therapist's name, photograph, credentials, registration number, biography, identity and practice details, rates, location, website, and other submitted profile content.

Therapists should publish only information they are comfortable making public. Search engines, archives, AI services, and people who visit the site may copy or cache public information. Hiding or deleting a profile removes it from KW Therapists, but we cannot guarantee immediate removal from third-party caches or copies.

How we use information

We use personal information only for identified, reasonable purposes:

• to provide, secure, troubleshoot, and improve the directory and matching service;
• to calculate and display quiz matches and aggregate profile analytics;
• to relay inquiries and respond to questions or support requests;
• to create, authenticate, review, publish, moderate, and remove therapist profiles;
• to send therapists operational emails about their account, profile, or service;
• to detect spam, abuse, security incidents, and violations of our terms;
• to comply with law, enforce agreements, and protect users, therapists, and the service.

Consent and your choices

Where consent is required, it must relate to the information, purpose, and context. When you submit a form, you authorize us to process and disclose the information as needed to deliver it to the intended recipient. When a therapist submits a profile for publication, they authorize us to make the approved profile content public.

You may decline to provide optional information. You may also withdraw consent for future use, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may mean we cannot provide a feature, keep a profile published, or maintain an account. To withdraw consent or make a privacy request, email hello@kwtherapists.ca or use our contact page.

When we disclose information

We do not sell or rent personal information. We do not use therapy seeker inquiry content for marketing. We disclose information only as described below or with your consent.

• The therapist you choose. Inquiry details are sent to that therapist so they can respond.
• Service providers. Clerk provides therapist authentication; Convex provides the application database, backend, and file storage; Bento provides page analytics, therapist account communications, and email delivery; Cloudflare Turnstile provides form abuse prevention when enabled; and Vercel provides website hosting and delivery. Bunny.net provides hosting, processing, and delivery of therapist introduction videos and their thumbnails. Bunny receives uploaded videos and technical information, including your IP address and browser information, when your browser uploads or streams a video. Plausible Analytics provides aggregate, cookieless website measurement. These providers process data on our behalf or as necessary to provide their services.
• Legal and safety reasons. We may disclose information if reasonably necessary to comply with law or legal process, investigate fraud or abuse, enforce our terms, or protect the rights, safety, or security of a person or the service.
• Business changes. If the service is reorganized, sold, financed, or transferred, information may be disclosed as part of that transaction, subject to confidentiality safeguards and applicable law.

Cookies, local storage, and analytics

Therapist sign-in uses cookies or similar technology to keep accounts secure and authenticated. Bento uses browser storage to recognize returning browsers and connect page views across visits. For signed-in therapists, those views may be associated with their account email. Bento does not record page views on the quiz questions and results page. KW Therapists also uses browser session storage to avoid counting the same directory card, profile view, quiz match, or website click more than once in a browsing session. These session entries contain a short event key and therapist identifier, not your name or contact details.

We use Plausible Analytics to understand website traffic and how visitors use the site. Plausible does not set cookies or persistent identifiers. It collects measures such as page path, referral source, browser, operating system, device type, approximate location, scroll depth, and active time on a page. It also records form-submission events, clicks on external links—including therapist websites and maps—and clicks on downloadable files. Link and download events include the destination URL. Form-submission tracking records that a submission was attempted; it does not collect the name, email address, phone number, or message entered in the form, and does not confirm successful delivery.

Plausible uses the IP address and user agent to calculate a daily identifier, then discards the raw IP address and full user agent. Its script sends the full page URL, which can include quiz choices after the # symbol. Hash-based tracking is disabled, so that fragment is excluded from the stored page path.

When you save a therapist, we store that profile's identifier in your browser's local storage so your saved list remains available on later visits. Saved entries remain until you remove them or clear the site's browser data. We also use session storage to remember the directory or quiz-results page you came from, so you can return to it from a therapist's profile. This saved return link can include directory filters or quiz choices. These features store information in your browser and do not send the saved list or return-link entry to our servers.

Cloudflare Turnstile loads on contact forms when enabled and processes technical information to distinguish people from automated abuse. You can limit cookies or local storage through your browser settings, though blocking authentication storage may prevent therapist account features from working. Browser controls that block analytics scripts may also prevent page-view analytics.

Processing outside Canada

Some service providers may process or store information outside Ontario or Canada, including in the United States. While information is in another country, it may be subject to that country's laws and lawful access requests. We remain responsible for personal information under our control and use contractual and other safeguards appropriate to the sensitivity of the information.

Plausible Analytics processes and stores our website analytics data in the European Union. This is another form of processing outside Canada.

Contact the Privacy Officer if you want more information about our service providers or cross-border processing.

How long we keep information

We keep personal information only as long as reasonably necessary for the purposes described in this policy, to meet legal obligations, resolve disputes, prevent abuse, and enforce agreements. Retention also depends on the type of information and the systems involved.

• Therapist account and profile data is generally kept while the account or profile remains active and is deleted or de-identified when the account is permanently removed, subject to backups, logs, and required records.
• When a therapist account is permanently deleted, we delete its uploaded photos from active application storage and request deletion of its introduction video from Bunny. Video deletion is processed separately and may take additional time. Copies may remain temporarily in caches or backups.
• We retain therapist contact information in Bento for as long as needed to maintain our ongoing relationship with you. Deleting your therapist account does not automatically delete this contact information. We remove it when it is no longer needed, or following a deletion request, subject to any legal requirements to retain it. You can request deletion by emailing hello@kwtherapists.ca.
• Deleting your therapist account does not automatically remove account-activity records held in Bento. You can also request deletion of those records, subject to any legal requirements to retain them.
• Contact-form messages are not stored in the application database, but delivered email copies may remain in the sender's, recipient's, operator's, or email provider's systems under their retention practices.
• Aggregate analytics that no longer identifies a therapist or visitor may be retained to understand long-term service performance.

Security and privacy incidents

We use administrative, technical, and organizational safeguards that are reasonable for the sensitivity of the information, including access controls, authenticated therapist and administrator areas, encrypted network connections, input validation, rate limits, and spam protection. No internet service or email system can be guaranteed to be completely secure.

We investigate suspected privacy breaches, assess the risk of harm, and keep records as required by law. Where required, we notify affected individuals and report the breach to the appropriate regulator.

Access, correction, deletion, and complaints

Subject to applicable law, you may ask whether we hold personal information about you, request access to it, challenge its accuracy, ask us to correct it, or request deletion. Therapists can update much of their profile information in the dashboard. We may need to verify your identity before completing a request, and limited legal exceptions may apply.

Send requests or concerns to the Privacy Officer at hello@kwtherapists.ca or through our contact page. We respond to requests for access to personal information within 30 calendar days, unless an extension is permitted by law. If we need an extension, we will notify you within the initial 30 days, explain the reason and new deadline, and tell you about your right to complain to the Office of the Privacy Commissioner of Canada.

We investigate privacy complaints and respond within a reasonable time. If you are not satisfied, you may contact the Office of the Privacy Commissioner of Canada. A therapist is the right contact for access to or correction of records held by their practice.

Children and young people

The directory may be used to look for therapy for a child or teenager, but the service is not directed to children under 13. A child under 13 should not submit personal information through the site without consent and involvement from a parent or guardian. Young people who use the service should involve a parent, guardian, or trusted adult where appropriate and required by law.

If you believe a child provided personal information without valid consent, contact the Privacy Officer at hello@kwtherapists.ca so we can review and delete it as appropriate.

Changes to this policy

We may update this policy when the service, providers, or legal requirements change. The “Last updated” date shows when it was most recently revised. If a change materially affects how we use information already collected, we will provide additional notice or seek consent where required by law.