Requesting Your Counselling Records
At Harbour Family Counselling, we respect your right to access your personal information, including your counselling records, as outlined under British Columbia’s Personal Information Protection Act (PIPA).
We also follow the BC Association of Clinical Counsellors (BCACC) Standards for Clinical Record Keeping, which guide how your records are created, stored, and shared.
How to Request Your Records
Requests must be made in writing (by email or letter).
For privacy reasons, we may ask you to verify your identity before releasing any information.
Once we receive your request, we will respond within 30 days.
What You Can Request
You may request:
A copy of your counselling notes or records (subject to certain limitations).
A summary of your records, which many clients find easier to review.
All requests are reviewed in line with BCACC guidelines to ensure your privacy and well-being are protected.
Fees
Because preparing and reviewing records takes time and care, there is a cost for this service.
$40-60 Administrative fee for retrieval and preparation of records.
$20 Copying or secure digital transfer costs (if applicable).
An estimate of costs will be provided before your request is processed. A deposit may be required.
Limitations
In some situations, portions of your records may need to be withheld or redacted if:
Releasing the information could reasonably be expected to cause harm to you or another person.
The record contains information about another individual that cannot be shared without their consent.
These decisions are made carefully, in line with BCACC ethical standards.
If this happens, we will explain the reason and, where possible, provide a summary instead.
Our Commitment
We are committed to handling all record requests with care, professionalism, and respect for your privacy. By following both provincial privacy law (PIPA) and the BCACC Standards for Clinical Record Keeping, we ensure that your rights are upheld while maintaining the integrity of the therapeutic process. Pease let us know so we can work together toward a solution.