COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
Personal Information means information about an identifiable individual. Personal Information would include such things as a person’s home address and telephone number, e-mail address, age, gender, medical information and financial information. Personal Information does not include certain business information, specifically, a person’s title at work, business address and business telephone number.
If we wish to collect Personal Information from our Care Givers, either about themselves or a Client, or from a Client directly, we will seek to obtain their consent before gathering the information, and will explain to them how we intend to use the information. Consent can either be express or implied. Personal Information is typically collected through an assessment process and through forms or other documents that we require Care Givers or Clients to complete from time to time to provide information about the Clients. The Personal Information that we typically collect includes contact information of Care Givers (such as addresses, telephone numbers, facsimile numbers and e-mail addresses) and financial information as required in order to process payments for services. We also collect Personal Information about Clients, such as home address, health card numbers, medical information such as diagnoses of illnesses, prescription medicines and other medical treatments being provided. A Care Giver or Client may withdraw his or her consent to use Personal Information for certain purposes upon providing reasonable notice to Respite’s Privacy Officer, providing however, that certain information is required in order for Respite to provide its services.
Personal Information about a Client may be disclosed to medical personnel in emergency situations or otherwise when appropriate. We do not sell, trade or exchange any Personal Information that we collect to any third party agencies.
SECURITY OF YOUR INFORMATION
Respite takes all reasonable precautions to safeguard the Personal Information it collects, whether the information is kept electronically or otherwise. This involves ensuring that the only persons who view the Personal Information are those who reasonably have the need to do so, and that where necessary and appropriate, sensitive Personal Information may be locked in filing cabinets or in offices.
In the event that Respite uses other agents, contractors or companies to perform services on its behalf, we will restrict the third party’s access to Personal Information as much as is reasonably possible.
ACCESSING YOUR PERSONAL INFORMATION
Respite strives to ensure that Personal Information about Care Givers and Clients is as accurate as possible. A Care Giver or a Client make a request at any time to have an opportunity to review any Personal Information Respite has on file about him or her. We will update our records if we have any inaccurate information on file. Respite will respond to a Care Giver’s or Client’s request to access his or her Personal information within a reasonable time, usually no later than 7 days after the receipt of the request.
USE OF OUR WEBSITE
Care Givers and Clients can visit most pages on our website without giving us any Personal Information about themselves. However, sometimes we do need Personal Information to provide services that you request. Respite only collects Personal Information that you submit voluntarily, when you provide your address or other contact information that you choose to provide. By providing us with such information, you consent to our collection and use of your Personal Information for such purposes. We will remove you from our mailing list/online database upon receiving your request in writing for us to do so.
Due to the nature of the internet, however, no data transmission over the internet is fully secure. Please be aware of this before you send us any information through this website as Respite cannot guarantee that any information that you transmit to us will not be intercepted and/or misused by third parties.
Respite’s website may from time to time contain links to other websites that may collect your Personal Information. Respite does not assume any responsibility for their privacy practices or policies, and cannot be held liable for the actions of those third parties. You should review the privacy policies of such parties before providing them with any Personal Information.
RETENTION OF INFORMATION
We may be required to maintain certain Personal Information for a period of time to comply with federal and provincial laws regarding the retention of certain records. All Personal Information will be disposed of or made anonymous when appropriate, and in a manner that is secure and which respects your privacy. When we dispose of a Care Giver’s or Client’s information, including Personal Information, our paper files are shredded and information kept electronically is deleted from our computers and computer network.
QUESTIONS AND CONCERNS
We have implemented procedures to receive and respond to inquiries or complaints regarding Respite’s collection, use and disclosure of Personal Information. If you have any questions or concerns with respect to our privacy practises, please do not hesitate to call our Privacy Officer at:
PO BOX 3012
Southampton, ON N0H 2L0
Attention: Amy MacFarlane
Our Privacy Officer will endeavour to answer your questions or concerns as quickly and completely as possible. We will investigate all complaints, and if a complaint is justified, Respite will take all appropriate measures to rectify the concern or to amend its privacy practises.
Updated – June 2020