Privacy

Last updated 14 October 2026

Comfy Couch Marketing is a division of VanOps. This page explains what we do with the details you give us, and how the websites we build for counsellors treat their clients' privacy.

What we collect

When you ask for a free demo: your name and email, and, if you fill them in, your practice name, phone number, how many counsellors you have, whether you use Jane, and your message.

We never need health information. Please don't include any about yourself or your clients in the form.

Why we collect it

To get in touch about your demo and, if you go ahead, to build your website. We don't sell your details or share them with anyone for their marketing.

Where it's kept

On VanOps's own server in Canada (Amazon Web Services, Montreal region), and a copy is emailed to our own mailbox, info@comfycouchmarketing.ca (hosted by IONOS), so we can reply. Only VanOps can see it. We keep it while we're talking with you about a website, and delete it when you ask.

If you become a client

The details you send for your website and booking (bios, headshots, services, fees, your hours and policies, or your Jane booking links) are used to set them up, and appear on your site once you've approved them.

If you use Jane, your clients' bookings, intake forms and records stay in Jane, and we never ask for your Jane password.

Our booking and client accounts

With our software, your clients book on your website and have their own client account. To run those for you, we keep:

• each booking: your client's name, email, phone, the session, group or class they chose, its time, and whether it's in person (at which office) or by video;
• their client account: email, name and a scrambled (hashed) copy of their password, which no one can read back;
• other details you or they add, such as date of birth, pronouns, preferred name, address, emergency contact and family members they book for. These are encrypted and only you can read them;
• the forms they fill in and sign (intake and consent forms you build), and documents shared between you and them. These are encrypted, only you and that client can open them, and they're never sent by email;
• secure messages between you and your clients. These are encrypted, and emails only say a new message is waiting, never what it says;
• your session notes, the questionnaires you send (such as the PHQ-9 and GAD-7) with their answers and scores, and treatment plans. These are encrypted. Notes are for your practice only; questionnaires and the plans you share are also shown to that client in their account;
• what they owe and paid, invoices, receipts and gift cards, and their wait list requests and email preferences;
• if you connect it, the busy times from your own calendar (not what the appointments are), so the site doesn't offer those times.

All of it is kept on VanOps's server in Canada, used only to run your bookings and your clients' accounts, and never sold or shared for marketing. Video sessions run on the video service each counsellor chooses (Zoom, Google Meet or Microsoft Teams), under that service's own privacy terms; we only keep the link. If you take payment online or keep a card on file, the card is entered in Stripe's own secure form and kept by Stripe; we never see or store card numbers. Bookings and accounts made on our sample sites are deleted after a day.

Email sent for your practice

Confirmations, reminders and other emails to your clients go out from your practice's own email account, which you connect with an app password. That password is encrypted on our server, used only to send your practice's emails, and removed when you disconnect. Messages, notes, forms and questionnaire answers are never put in an email.

Help and support

What you write to us in Help & support is encrypted and seen only by VanOps's support team. If you send us your client list to import, the file is encrypted, used only to bring your clients into your account, and deleted once they're in (or when you ask). Emails about support only say there's something new, never what it says.

The websites we build

The counsellor websites we make are designed to protect your clients' privacy:

• No contact forms, so no one sends health details through a general form. With built-in booking, only the booking and intake form ask for details.
• No cookies, analytics or ad tracking.
• With Jane, Book buttons open your Jane booking page, where your practice's and Jane's own privacy policies apply.
• Fonts load from Google Fonts, as they do on this site.

Visitor statistics (Google Analytics)

On this page and our main page (comfycouchmarketing.ca), we use Google Analytics to see how many people visit, which parts they read, roughly where they're from (city level) and how they found us, for example through a Google search. It helps us improve the site. It works like this:

• It stores small files called cookies in your browser (named _ga), which last up to two years, so a return visit can be counted as the same visitor.
• Google receives your IP address with each visit to estimate your general location. Google Analytics doesn't store IP addresses.
• Google Signals and advertising features are switched off, so this isn't used for ads or to follow you to other websites.
• If you send a demo request, Analytics may record that the form was used, never what you typed.
• Google keeps the detailed visit data for 2 months. After that only totals remain in our reports.
• Google may handle this data outside Canada, including in the United States. Its privacy policy explains how.

Analytics is only on these two pages. It's never on the sample sites, the booking pages, client accounts, practice admin pages, or the websites we build for counsellors. To opt out, block cookies for this site in your browser, or install Google's Analytics opt-out add-on. The site works the same either way.

Cookies

Apart from the Google Analytics cookies above, this site, including the sample sites, doesn't use cookies or ad tracking. Its fonts load from Google Fonts, so your browser fetches them from Google, which sees your IP address when it does; Google Fonts doesn't set cookies. With built-in booking, one sign-in cookie keeps a client signed in to their account (for 12 hours), the practice admin pages use one log-in cookie for practice staff, and VanOps's support team has its own log-in cookie.

Your choices

You can ask us to show you, correct or delete your details at any time. Email us at info@comfycouchmarketing.ca.

We handle personal information under Canada's privacy law (PIPEDA) and British Columbia's Personal Information Protection Act.