Jewish Addiction Community Services Toronto and its clinicians (“JACS”, “we”, “our” and “us”) have offered to communicate with you (the “client”, “you” or “your”) via e‑mail and videoconferencing for limited purposes.

Email

JACS will use email to communicate with you for the purpose of providing general education and information about our clinical services (i.e. resource materials or answering questions about our services) and administration (i.e. scheduling appointments, managing billing). JACS will not be using email to provide you with any clinical services as it is not a confidential means of communication.

Videoconferencing

JACS will use videoconferencing technologies and platforms provided by one or more of its vendors for the purposes of providing clinical services such as individual therapy or counselling.

Scope of Policy

This E‑Mail and Videoconference Communication Policy & Consent (the “Policy”) addresses instructions and conditions for use, the risks of using e‑mail and videoconferencing technologies, and client consent to using electronic communications with JACS.

I. Instructions for Using Videoconference or Email to Communicate with Us

We do our best to make sure that any information you give to us during virtual visits and emails is private and secure, but no video tools or email servers are ever completely secure. There is an increased security risk that your personal information may be intercepted or disclosed to third parties when using video communications tools and email.

To help us keep your information safe and secure, you will:

• Use a private computer or tablet (not an employer or other third party’s device).

• Find a private location where you can participate in the virtual sessions.

• Use a secure account with strong password protection.

• Not share your login information and passwords with anyone.

• Use a secure internet connection, such as your home internet, which will generally be more secure than a public/open guest Wi‑Fi connection.

• Promptly inform us of any changes in your email address or other account information necessary to communicate via e‑mail or videoconference.

• Not include any personal health information or personal information in your email communications (i.e. your health card number or health history).

• Include in the email subject line an appropriate description of the nature of the communication. You will not include your full name in the subject line.

• Review all e‑mail communications to ensure they are clear and complete before sending.

• Ensure JACS is aware when you receive an e‑mail communication from us, such as replying to a message or allowing “read receipts.”

• Take precautions to preserve confidentiality and security, such as using screen savers and locking your computer while away.

• Withdraw consent only by email or written communication to JACS.

Please note that the above list is not exhaustive, and you will use your best efforts to protect the security and integrity of your communications with us.

II. The Risks of Using Email and Videoconferencing for Communication

JACS will use reasonable means to protect the security and confidentiality of information sent and received via videoconference or email, and will ask third parties to do the same via contractual obligations. However, due to the risks outlined below, JACS cannot guarantee the security and confidentiality of e‑mail and videoconference communication:

• Use of e‑mail and videoconference communications to discuss sensitive information can increase the risk of disclosure to third parties.

• Videoconferencing is not secure in the same way as a private in‑person visit.

• Despite reasonable efforts, it is not possible to completely secure the information.

• Third‑party vendors may have a legal right to inspect and keep communications.

• Communications can introduce malware into a computer system.

• Communications can be forwarded, intercepted, circulated, stored, or changed without knowledge or permission.

• Deleted emails may still exist in backups.

• Communications may be disclosed as required by law (e.g., duty to report, court order).

• Email can be misdirected to unintended recipients.

• Email can be easier to falsify than handwritten or signed documents.

III. Conditions of Using Videoconference and Email to Communicate with Us

• You are responsible for securing your own hardware, internet access, and login details.

• You are not allowed to make audio or video recordings of virtual sessions.

• You are not allowed to take pictures of virtual sessions.

• You have read and reviewed the Terms of Use and Privacy Policy.

• You acknowledge that JACS cannot guarantee response times for email.

• You will not use email or videoconferencing for emergencies or urgent matters.

• You will inform JACS of any information you do not want sent electronically.

• JACS communication by email will be limited to administrative, educational, and informational purposes, minimizing personal health information.

• You acknowledge that email and videoconferencing may not be appropriate substitutes for in‑person or telephone communication.

• Communications related to clinical services may be printed or transcribed and added to your client record.

• Your videoconferencing sessions will not be recorded.

• JACS may forward or share communications with staff involved in your care.

• JACS will not share communications with third parties without your written consent unless required by law.

• JACS is not responsible for information loss due to technical failures.

• JACS does not guarantee uninterrupted, secure, confidential, or error‑free platforms.

• Communications may not be encrypted.

• JACS may withdraw the option of electronic communication at any time.

• If video services are unavailable, sessions may be rescheduled or conducted by telephone at the clinician’s discretion.

• This policy is in addition to any terms and conditions set by JACS or third‑party vendors.

• Only some client concerns can be addressed virtually; you may be required to attend in person or seek other providers.

• Your clinician may terminate a session early if necessary.

• JACS may update this policy from time to time.

Limitation of Liability

JACS and its directors, officers, employees, volunteers, students, and agents disclaim all responsibility and liability for errors or defaults in the provision of technology services by JACS or third parties. You agree to use email and videoconferencing platforms, systems, applications, or websites at your own risk.

Withdrawing Consent

If you do not wish to communicate via email or receive clinical services via videoconferencing, please contact your clinician or the Privacy Officer:

Dana Blufarb, Director of Operations dana@jacstoronto.org 416‑638‑0350 x202

Upon receiving notification, JACS will discontinue email communication and videoconference‑based services.

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