RECORD‑KEEPING & DOCUMENTATION POLICY

1. Purpose of This Policy

This Record‑Keeping & Documentation Policy explains how PranaCare Ltd collects, stores, protects, and manages information related to counselling, coaching, mediation‑informed support, and organizational consulting.
It ensures compliance with:
  • Alberta’s Personal Information Protection Act (PIPA)
  • ACSW/CASW ethical guidelines
  • International Coaching Federation (ICF) standards
  • Canadian privacy and documentation expectations
By engaging with PranaCare Ltd, you agree to the practices outlined below.

2. Types of Records We Maintain

2.1 Counselling Records

Counselling records may include:
  • Intake forms
  • Session notes
  • Assessments (if applicable)
  • Safety plans (if applicable)
  • Consent forms
  • Communication relevant to care
  • Treatment goals and progress
Counselling records are clinical records and follow ACSW/CASW standards.

2.2 Coaching Records

Coaching records are non‑clinical and may include:
  • Goals
  • Session dates
  • Brief progress notes
  • Coaching agreements
  • Consent forms
Coaching records do not include therapeutic content or diagnostic information.

2.3 Organizational Consulting Records

Organizational records may include:
  • Contracts
  • Proposals
  • Leadership assessments
  • Team dynamics summaries
  • Cultural analysis
  • Recommendations
  • Workshop materials
These records belong to the organization, not individual employees.

2.4 Mediation‑Informed Support Records

These records may include:
  • Session dates
  • Themes
  • Agreements drafted collaboratively (non‑legal)
  • Notes relevant to the mediation‑informed process
These are not legal mediation records.

3. How Records Are Stored

PranaCare Ltd uses secure, encrypted systems to store records, including:
  • Password‑protected devices
  • Encrypted cloud‑based practice management tools
  • Restricted access protocols
  • Secure digital storage compliant with PIPA
Physical documents (if any) are stored in locked, restricted‑access locations.

4. How Long Records Are Kept

4.1 Counselling Records

Counselling records are retained for a minimum of 10 years after the last session, or longer if required by Alberta regulations.

4.2 Coaching Records

Coaching records are retained for 5 years unless otherwise requested or required.

4.3 Organizational Consulting Records

Organizational records are retained for 7 years, unless the contract specifies otherwise.

4.4 Records for Minors

Records for minors are retained for 10 years past the age of majority (age 18 in Alberta).

5. Access to Records

5.1 Client Access

You may request access to your counselling or coaching records at any time.Requests must be made in writing.We will respond within 30 days, as required by PIPA.

5.2 Organizational Access

Organizations may access consulting records according to the terms of their contract.Individual employees do not have access to organizational consulting records unless explicitly stated.

5.3 Third‑Party Access

Records are not shared with third parties unless:
  • You provide written consent
  • Required by law
  • Required by court order
  • Safety concerns require disclosure

6. Limits of Confidentiality (Record‑Keeping Context)

Records may be disclosed without consent if:
  • There is intent to harm self
  • There is intent to harm others
  • There is abuse or neglect of a child or vulnerable person
  • There is ongoing or planned criminal activity
  • A court order requires disclosure
  • Professional consultation is needed (non‑identifying information only)
These limits apply to counselling, coaching, and mediation‑informed support.

7. Communication Records

7.1 Email & Text

Emails and texts related to scheduling or logistics may be retained as part of your file.Therapeutic or coaching content is not conducted through email or text.

7.2 Social Media

Messages sent through social media are not considered secure and are not retained as part of your record.
See the Social Media & Communication Policy for details.

8. Record Corrections

If you believe your record contains an error, you may request a correction.Corrections are made according to PIPA guidelines and documented appropriately.

9. Record Destruction

When the retention period ends, records are destroyed securely using:
  • Digital deletion from encrypted systems
  • Shredding of physical documents
  • Permanent removal from backup systems
Destruction is documented according to professional standards.

10. Transfer of Records

If you request your records be transferred to another professional:
  • A signed consent form is required
  • Only relevant portions will be shared
  • Records will be transferred securely
We do not transfer records through social media or unencrypted channels.

11. Questions About Your Records

If you have questions about how your records are stored, accessed, or managed, please contact us.

12. Contact Information

PranaCare LtdEdmonton, AlbertaEmail: hello@pranacare.caPhone: 587‑778‑1110



I CONSENT TO RECEIVE COACHING SERVICES  For myself and/or my dependent(s)
I/We have read and understood the PranaCare Ltd Coaching Agreement, including the nature of coaching, the limits of confidentiality, the distinction between coaching and counselling, and the ethical commitments aligned with the International Coaching Federation (ICF).
I/We have had the opportunity to ask questions and discuss any concerns with Nimir Raval, ACC‑Certified Coach, and understand that coaching is a voluntary, collaborative process focused on growth, clarity, and development.
I/We understand that coaching is not therapy, not counselling, not crisis support, and not a substitute for medical, legal, or financial advice.
I acknowledge that all decisions made during or after coaching sessions are my own responsibility, and PranaCare Ltd is not liable for personal, relational, professional, or organizational outcomes resulting from coaching conversations.
I/We understand that I/we may withdraw consent at any time, discontinue coaching at any time, and request clarification about the coaching process whenever needed.
By signing or submitting this form, I/we voluntarily consent to participate in coaching services provided by PranaCare Ltd.