Privacy Policy

Effective Date: October 7, 2025
Reflective Mediation
Website: www.reflectivemediation.ca
Governing Law: Province of Ontario, Canada

SECTION 1 – WHAT DO WE DO WITH YOUR INFORMATION?

When you engage with Reflective Mediation, we collect the personal information you voluntarily provide, such as your name, email address, phone number, and mailing address, as well as any details you share through our contact form, intake forms, or during service delivery.

When you browse our website, we also automatically receive your computer’s Internet Protocol (IP) address and information about your browser and operating system. This helps us understand visitor activity and improve the user experience.

If you purchase a product or book a service (such as mediation sessions or our book), we collect information necessary to complete your transaction, including billing information and payment details.

We may, with your permission, send you email updates about new services, monthly updates, workshops, or other relevant information.

SECTION 2 – CONSENT

How do we get your consent?

When you provide us with personal information to complete a transaction, book a service, verify your credit card, or submit an inquiry, we imply that you consent to our collecting and using it for that specific purpose only.

If we ask for your information for a secondary purpose (e.g., email marketing), we will ask you directly for your expressed consent or give you the opportunity to decline.

How do I withdraw my consent?

If you change your mind after opting in, you may withdraw your consent for us to contact you, or for the continued collection, use, or disclosure of your information, at any time by contacting us through the Contact Page on our website.

SECTION 3 – DISCLOSURE

We may disclose your personal information if required by law or if you violate our Terms of Use. We do not sell or rent your personal information.

SECTION 4 – THIRD-PARTY SERVICES

We may use third-party service providers to help us operate our website and deliver services to you (for example, payment processors, scheduling tools, or AI transcription tools).

These providers will only collect, use, and disclose your information to the extent necessary for them to perform the services they provide to us.

Please note: Some third-party providers may be located in, or have servers in, other jurisdictions. If your information is processed by such a provider, it may be subject to the laws of that jurisdiction.

Once you leave our website or are redirected to a third-party site, you are no longer governed by this Privacy Policy.

We encourage you to read the privacy policies of any third-party service providers you interact with.

SECTION 5 – SECURITY

We follow industry best practices and take reasonable precautions to protect your personal information from loss, misuse, unauthorized access, disclosure, alteration, or destruction.

If you provide credit card information, it is encrypted using Secure Socket Layer (SSL) technology and stored with encryption. Although no method of transmission over the Internet or electronic storage is 100% secure, we comply with PCI-DSS standards and implement additional safeguards.

SECTION 6 – COOKIES

Our website uses cookies to enhance your experience. Cookies are small text files placed on your device to collect standard Internet log information and visitor behavior data.

You can choose to disable cookies through your browser settings, but certain features of the site may not function as intended.

We use cookies to:

  • Understand how you use our website

  • Improve site performance

  • Remember your preferences

  • Provide relevant content and marketing

SECTION 7 – AGE OF CONSENT

By using this site, you confirm that you are at least the age of majority in your province or territory of residence, or that you have given consent for any of your minor dependents to use this site.

SECTION 8 – AI TRANSCRIPTION TOOLS

To improve the client experience, Reflective Mediation may use AI Transcription tools, provided the other party has agreed to its use. These AI Transcription tools help ensure accurate record-keeping of mediation sessions.

Here’s how AI Transcription tools work:

  • Permission-Based: Before any meeting is recorded or transcribed, your consent will be requested. You may accept or opt out at any time.

  • Accurate Recaps: It allow us to provide accurate summaries, follow-up to-do lists, and agreed-upon actions.

  • No Verbatim Recordings: It provides a summary, not a word-for-word transcript.

  • Privacy Control: You can request that recording be paused at any time, especially if sensitive information (e.g. banking details, addresses) is shared.

Your Benefits:

  • Reduced note-taking time (more efficient sessions)

  • Clearer follow-ups and action items

  • Lower administrative costs (savings passed on through lower fees)

If you have questions about the AI Transcription Tools we use, or wish to withdraw your consent at any time, please contact Reflective Mediation directly.

SECTION 9 – CHANGES TO THIS PRIVACY POLICY

We reserve the right to modify this Privacy Policy at any time. Updates take effect immediately upon posting. If we make significant changes, we will update the “Effective Date” and notify you on our website.

SECTION 10 – GOVERNING LAW

This Privacy Policy and any related matters shall be governed by the laws of the Province of Ontario and the applicable laws of Canada.

Any disputes arising under this Privacy Policy will be handled within the jurisdiction of Ontario courts.

SECTION 11 – QUESTIONS AND CONTACT INFORMATION

If you would like to:

  • Access, correct, or delete personal information we have about you,

  • Withdraw consent,

  • Register a complaint, or

  • Ask a question about our Privacy Policy,

Please contact us via our Contact Page or by email at mikegmacconnell@gmail.com.