Privacy Policy

Last updated: April 18, 2026

The Canadian Professional Counsellors Association (CPCA) is committed to protecting the privacy of our members, applicants, and the public.
This Privacy Policy explains how we collect, use, disclose, and safeguard personal information.

This Policy complies with:

  • PIPEDA (Personal Information Protection and Electronic Documents Act)
  • BC PIPA (Personal Information Protection Act)

1. About CPCA

The CPCA is a national, non‑profit professional association representing Registered Professional Counsellors (RPCs).
We collect personal information to administer membership, maintain professional standards, and provide services to the public.

2. Scope of This Policy

This Policy applies to:

  • CPCA members
  • membership applicants
  • individuals who contact CPCA
  • visitors to our website
  • individuals involved in complaints or ethics processes

It does not apply to counsellors’ own professional practices.

3. What Personal Information We Collect

Members and Applicants

We may collect:

  • Contact information (mailing address, email, telephone, fax)
  • Date of birth
  • Citizenship or residency information
  • Membership applications
  • Education records (including original transcripts)
  • Curriculum vitae or résumé
  • Letters of recommendation
  • Professional memberships outside CPCA
  • Directory profile information (separately managed from member contact info)
  • Website link
  • Photo or portrait
  • Criminal Record Check with Vulnerable Sector Check
  • Liability insurance policy and certificate

General Public

We may collect:

  • Information submitted through contact forms
  • Information related to complaints or inquiries

Website Visitors

We collect:

  • Standard server logs (IP address, browser type, date/time)
    • Daily logs retained for 30 days (compressed)
    • Monthly logs retained for 12 months (compressed and encrypted)

We do not use analytics or tracking tools at this time.

4. Sensitive Information

CPCA may collect sensitive information when necessary, including:

  • complaints
  • ethics investigations

This information is handled with heightened confidentiality and restricted access.

5. How We Use Personal Information

We use personal information to:

  • process membership applications
  • verify credentials and eligibility
  • maintain member records
  • publish directory listings (with member consent)
  • administer professional standards
  • respond to inquiries and complaints
  • process payments
  • maintain website security and functionality

We do not sell personal information.

6. When We Share Personal Information

We may share information with:

Stripe (Payments)

Used to process membership fees and other payments.
Stripe may store or process data outside Canada.

Service Providers

Trusted providers who assist with:

  • secure data storage
  • website hosting
  • administrative functions

All providers are required to protect personal information.

Legal Requirements

We may disclose information if required by law, regulation, or court order.

7. Consent

We obtain consent:

  • when you submit an application
  • when you provide information voluntarily
  • when you publish a directory profile
  • when required by law

You may withdraw consent, subject to legal or contractual limitations.

8. How We Store and Protect Information

CPCA stores all digital and physical records in:

  • Kelowna, BC
  • Vernon, BC
  • Halifax, NS

We use:

  • encryption
  • secure servers
  • access controls
  • physical safeguards
  • secure retention and destruction practices

9. How Long We Keep Information

We retain personal information only as long as necessary to:

  • fulfill the purposes for which it was collected
  • meet legal and regulatory requirements

Server logs follow the retention schedule listed above.

10. Your Rights Under PIPEDA and BC PIPA

You have the right to:

  • request access to your personal information
  • request corrections
  • withdraw consent (where applicable)
  • ask how your information has been used or disclosed

Requests will be handled within the timelines required by law.

11. Access and Correction Requests

To request access or corrections, contact us using the information below.
We may require verification of identity.

12. Cookies and Tracking

CPCA does not use analytics, tracking cookies, or advertising technologies.
Basic session cookies may be used for website functionality.

13. International Transfers

Stripe and certain service providers may store or process data outside Canada.
When this occurs, data may be subject to foreign laws.

14. Children’s Privacy

Our website is not intended for children under 13.
We do not knowingly collect information from children.

15. Changes to This Policy

We may update this Policy from time to time.
The “Last updated” date will reflect the most recent revision.

16. Contact Us

For privacy inquiries, access requests, or concerns, contact:

Privacy Officer
Canadian Professional Counsellors Association (CPCA)
Email: info@cpca-rpc.ca
Website: https://www.cpca-rpc.ca