In OICS, we respect and protect the privacy of our members, volunteers, service users and employees. We believe in respect and courtesy, which is the essence of a strong relationship with our members, volunteers, service users and employees. In the spirit of the Personal Information Protection and Electronic Documents Act, we are putting this policy in place to set out the ground rules of how we collect, use and disclose personal information in our operation.
What Information is Collected
In our daily operation, it is necessary for our members, volunteers, and service users to provide us with their personal information for record, referral, reporting, service-related and other administrative purposes. Employees’ personal information is collected for employment, payroll and internal administration purpose. When such information is collected, we always inform the individuals concerned of the purposes for the collection, use or disclosure of personal data; and obtain their consent before or at the time of collection, as well as when a new use is identified.
Personal information, defined under the Personal Information Protection and Electronic Documents Act, includes any factual or subjective information, recorded or not, about an identifiable individual. This includes:
- name, age, gender, weight, height
- medical records
- ID numbers, income, ethnic origin, or blood type;
- opinions, evaluations, comments, social status, or disciplinary actions; and
- employee files
How Do We Use the Information We Collect
Personal information is used strictly for membership/service record, mailing, referral, reporting, statistics and other service-related or administrative purposes. Employees’ personal information is collected for employment-related and internal administration purpose.
Who We share Personal Information With
We only share personal information with people, both within the Agency and outside the Agency, i.e. funders, service providers etc., on a need-to-know basis. OICS does not sell, distribute, or otherwise make available personal information to unrelated parties without the consent of the individual concerned.
Accessing and Updating Personal Information
In the course of daily operation, access to personal information is restricted to employees and volunteers who have a legitimate purpose of accessing it. All employees and volunteers are expected to maintain the confidentiality of such information at all times.
Individuals may review, correct, update or change their personal information at any time. Our staff in the respective service areas would be pleased to help with such requests.
Security
We have put in place a high level of security to protect personal information from accidental loss, unauthorized access, use, alteration or disclosure.
Privacy Officer
The Administration Director is the Privacy Officer of the Agency. He/she is responsible for putting measures in place to protect personal information.
Complaints
If there is any complaint about how personal information is handled by OICS, individuals may:
- Complain verbally to a staff member/centre-in-charge, or
- Complain in writing by mail to OICS for the attention of the President , or
- Put a written complaint in the Opinion Box in the reception area of OICS offices
In the spirit of the Personal Information Protection and Electronic Documents Act, we need to communicate to our members, volunteers, service users and employees that if they are not satisfied with the way OICS handles the matter, they can contact the Office of the Privacy Commissioner of Canada during business hours by calling 1-800-282-1376 toll-free, or write to:
The Office of the Privacy Commissioner of Canada
112 Kent Street
Ottawa, ON K1A 1H3
( Approved by OICS Board on April 16, 2007 )
