General Terms of Service

Last updated: January 20, 2021

We reserve the right to modify these Terms of Service at any time.

• “JTR” = Jackson Therapeutic Recreation Inc.
• “client” = the person to whom services are being provided
• “family” = any person related to the person receiving service
• “guardian” = any person or entity that has been designated as a Substitute Decision Maker or has been assigned Power of Attorney for the person receiving service
• “services” = the services provided by Jackson Therapeutic Recreation Inc.

Acceptance of Our Terms of Service

By using our services, the client, family or guardian are verifying that they have read and accept these terms and conditions.

Non-medical service

This is not a medical service. Our staff are college and/or university educated Recreation Therapists. They are not doctors or nurses, nor have they had any medical training. They will not be providing any medical advice or recommendations. They will not be able to respond to any medical situations that arise during a session other than to alert staff at the care home or the family / guardian contact on file, whichever is applicable.

Indemnity

The client, family or guardian agrees to indemnify, defend and hold JTR, its affiliates, directors, officers, employees, independent contractors, agents, successors and assigns harmless from any liability, loss, claim, demand, and expense, including reasonable lawyer fees, related to the use of the services.

JTR makes no guarantees of outcomes, results or benefits accruing to the client as a result of using our services.

Cancelling scheduled sessions / rescheduling / sessions ending early

If a client ends a session ends early the remaining time does not get refunded or carry over to a subsequent session.

If a session is shortened or cancelled without 24 hours notice we reserve the right to charge for the regularly scheduled time.

Consistency of staffing

While JTR makes every effort to keep the same TR working with each client to preserve and maintain rapport and relationship JTR reserves the right to change staff as needed.

Harassment

JTR is committed to providing a safe and harassment-free working environment. During the course of delivering service if any member of our staff is subjected to or experiences coarse language, aggressive or disrespectful behaviour, sexual harassment, or harassment of any other kind for example based on gender, ethnic origin, colour or any other basis, JTR reserves the right to discontinue service.

Consent to share personal information

To protect each client’s privacy JTR will not disclose specific details of what occurs during sessions without a signed consent form. If a client is capable then JTR will ask them to complete a consent form to indicate who if anyone JTR may share information with. If the client is not capable then this consent form is completed by their guardian.

Additional Terms of Service specific to the “Wellness Link” telephone / online service

Security of virtual session platforms and electronic communications

Many formats of virtual care and electronic communications are not considered secure, private, or confidential. These formats include phone calls using a land-line or cell phone, video conferencing, emails, texts etc. The telecommunications you receive are not secure in the same way as it would be in a private in person session/appointment. JTR is not responsible for the security or stability of the method of communication used during sessions or in any other communication.
Virtual platforms such as Zoom, Skype, FaceTime and all related services are not secure channels of communication. Each platform is responsible for their own policies and procedures with regards to the use of their service. JTR is not responsible for the security, privacy, or confidentiality of encounters while using the virtual platforms.
The client or the person acting for them will be responsible for ensuring that they have the required applications/programs downloaded to their device, and that the device has the most up-to-date software and security updates.

Subscriptions

Subscriptions to Wellness Link are billed monthly, at the beginning of the month of service. The initial 1 month trial subscription automatically converts to a regular full price subscription unless cancelled prior to the renewal date.

A subscription needs to be cancelled prior to the renewal date to prevent further charges being applied.

Clients missing scheduled session / not being available at scheduled time

If a client is not available at the scheduled time JTR will try reaching them again at 10 minute intervals for the duration of the scheduled session time. Missed sessions can only be rescheduled at JTR’s discretion. Missed time will not be refunded.

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Privacy Policy

Last updated: January 12, 2021

We reserve the right to modify our privacy policy in order to guarantee it is in compliance with applicable laws.

Acceptance of Our Privacy Policy

By using our services, you are verifying that you have read and understood this privacy policy and accept its conditions. More specifically, you accept the conditions relating to the collection and processing of personal information or data.

How information about a client is collected

Information about the people we work with and support, referred to as our clients, is almost always collected either over the telephone or received via email. Sometimes we receive information verbally in person which is then added to the clients record in our database.

What information we collect and how we use it

We collect information about our client for the purpose of Therapeutic Recreation evaluation, treatment and assessment. This includes things like name, age, religion, gender, birthplace, date of birth, address where service will take place, life history (i.e. occupation, previous hobbies and leisure interests), current health challenges, goals and objectives of the Therapeutic Recreation service, contact details of relevant family members, and billing information (mailing or email address).

Any credit card details are given to the payment processor and are not stored by us nor do they pass through our servers at any point. We are able to access payment histories through the payment processor.

We also generate information in the course of delivering service:

Assessments: completed at the commencement of service and at subsequent 6 month intervals. Our assessments create a snapshot in time of a client’s functional abilities, behavioural challenges, and activities and interests.

Treatment Plans: created at the commencement of service and updated regularly and as needed throughout the period of service. We list the goals of our involvement with the client and track the progress towards completion of each goal.

Progress Notes: completed after every session to document what was done, how the client responded, how they benefitted from the session, and which Treatment Plan goals were addressed. Progress Notes also record the date, time and duration of the session, along with the secure codes for who the client was who participated in the session and who the Recreation Therapist was who delivered the session.

How long we keep the information we collect

Once service has been terminated all personally identifying details are permanently deleted from the client record except for the postal code and city/town where service was delivered. This permits us to retain information related to the service we provided that can inform and improve future service while ensuring that information is completely anonymous.

How we keep the information safe

All client data and records that are entered into our system are stored in secure databases hosted on Canadian soil. Some information, such as emails, by necessity will be located on staff devices, such as laptops or phones. Each of these devices is password protected. Access to any client’s information is strictly limited to an administrator, the Clinical Manager responsible for the work with that client, and only the staff specifically assigned to that client. Staff assignments to a client are controlled by the responsible Clinical Manager, whose assignment to that client is in turn controlled by the administrator. A system of client codes keeps information anonymous during any email communication.

Virtual meeting platforms

Some clients will be receiving service via virtual meeting platforms such as Zoom or similar. While JTR has no control over the security of these software tools, there are several things we can do to protect the privacy of our clients:

• The recreation therapist will confirm the identity of the client at the beginning of each virtual session
• The recreation therapist will ensure that their own screen is not visible and the session is not audible to anyone else for the duration of the virtual session
• Any links or invitations that are required to initiate the virtual session will be sent only to the client, and that no one else will be present in the virtual session without the consent from the client or their Power of Attorney for Care (POA), guardian or Substitute Decision Maker (SDM)

Do we share client information with Third Parties

Yes, if we have permission. If a client is able to act for themselves they control who their information is shared with. If they are not able to act for themselves then their Power of Attorney for Care (POA), guardian or Substitute Decision Maker (SDM) controls this.

Who might the information be shared with:

• family members
• health care practitioners involved with the client’s care
• emergency health services

What information might be shared:

• a client’s current and past health challenges and status
• activity participation data
• assessment scores
• the stated goals and objectives of the work and progress towards achievement
• session reports (Progress Notes) summarizing what occurred during each session

Elements of a client’s information may shared without consent if it is in the best interest of the client and consent cannot be obtained in a timely manner. The only likely scenario for this is in case of an emergency.

Do we ever sell any part of this information?

No. Not ever.

Rights to access your information

At the moment a client or their POA / SDM can receive emailed copies of the Progress Note session reports and have access to Treatment Plan information and Assessment scores. They may also request to receive screen shots of other information held in their file, described above in the section titled “What information we collect and how we use it.”

Contact details for further information

If you have questions or wish to make inquiries regarding information held by Jackson Therapeutic Recreation Inc. please contact:

Matt Jackson, President
matt@jacksontr.com
1-888-684-7729 x 204