City View Centre for Child & Family Services (CVCCFS) has always been committed to the protection of the personal and health information of its clients, partners and other stakeholders. On January 1, 2004, the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, on November 1, 2004, the provincial Personal Health Information Protection Act (PHIPA) came into effect to regulate organizations that collect, use and disclose personal and health information in the course of commercial activity. CVCCFS has developed the following Privacy Policy in order to ensure compliance with PIPEDA, and PHIPA, as well as to inform individuals of our continuing commitment to the protection of their personal and health information.
Personal and health information includes any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form such as a person’s e-mail address, food allergies, health information, person’s age, home address and so on. It does not include the name, title or business address or business telephone number of an employee of an organization.
Nadine Amyotte of CVCCFS is the Privacy Officer for the organization and is responsible for ensuring compliance with PIPEDA, PHIPA and with this Privacy Policy. Other individuals, such as program managers and certain staff, may be delegated to either act on behalf of the Privacy Officer or to take responsibility for occasional collection, use and disclosure of personal information.
CVCCFS is committed to providing quality, dependable and inclusive child care, support and information services to meet the diverse child care and early years needs of families and children. In order to meet these goals, CVCCFS collects, uses and discloses personal and health information for the following purposes:
We disclose personal and health information:
Unless required to do so by law, CVCCFS does not currently disclose the personal or health information under its control to any other parties. It does not trade, sell, barter, or give away its client information to anyone. Should it be necessary in the future to make such a disclosure, CVCCFS will not do so without the express consent of the individuals involved.
When families seek the services of CVCCFS, they provide their personal and health information expressly through a registration/referral process. CVCCFS then has access only to the personal and health information provided by the client that is required to fulfill the purposes stated above. A client may withdraw their consent at any time upon reasonable notice, subject to legal or contractual restrictions. Please note however, that due to our statutory and regulatory obligations, withdrawing consent may affect our ability to continue to provide a client with the services they have or would like to receive.
CVCCFS collects, uses and discloses the personal and health information it requires only in order to fulfill the purposes listed above, and no more.
CVCCFS only retains personal and health information for as long as is required to fulfill the purposes listed above. For example, the Child Care and Early Years Act stipulates that we keep a child’s file for three years after they have been discharged from a child care program. However, many of our programs retain information longer than this three year period (for example, programs where children may use the service more than once). The Canada Revenue Agency requires us to keep financial records (e.g. child care billings) for seven years plus the current year.
CVCCFS makes every effort to ensure the personal and health information it collects, uses and discloses is as accurate and up-to-date as is required to fulfill the purposes listed above. If an individual’s personal or health information requires amendment, they need only contact CVCCFS to ensure that the correction is made. When a file is no longer needed, it is either destroyed or all personal identifiers are removed in such a way as to prevent accidental disclosure.
CVCCFS is committed to ensuring that personal and health information is protected from unauthorized access, unintended disclosures or theft. This protection is provided by firewalls in the computer system, passwords to protect databases, encrypted e-mail, locked filing cabinets and limited access to certain work areas. Only the Privacy Officers and delegated individuals have access to this information.
Updated versions of this Privacy Policy will be posted on the CVCCFS web site at www.cityviewcentre.ca. This Policy is also available in hard-copy at the CVCCFS administration office, a copy of which can be requested by contacting CVCCFS at:
City View Centre For Child & Family Services
1099 Longfields Drive
Nepean, ON
K2J 5L2
Phone: |
(613) 823-7088 ext. 222 |
Fax: |
(613) 823-0961 |
Email: |
n.amyotte@cityviewcentre.ca |
Individuals have a right to access their own personal or health information in the possession and control of CVCCFS. They also have a right to know if their information has been disclosed to any third parties. If individuals wish to access their personal information, they need to contact CVCCFS in writing at the above mailing or e-mail address. CVCCFS reserves the right to charge a reasonable fee for the copying of this information. If you feel that the information in your file is inaccurate, you are entitled to bring it to our policy officer’s attention to seek to have the information amended. In certain cases, we may not agree to amend the information, but we will add your notations about the information to the file.
If individuals have a complaint related to the CVCCFS Privacy Policy, they can contact the Privacy Officer using any of the above contact information. If the Privacy Officer is unable to resolve the concern, individuals can contact the Privacy Commissioner of Canada at www.privcom.gc.ca or at:
112 Kent Street
Ottawa, ON
K1A 1H3
Tel: (613) 995-8210
Toll free: 1-800-282-1376
Fax: (613) 947-6850
Approved by the City View Centre For Child & Family Services Board of Directors on November 1, 2004
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