It is Banyan’s policy to protect the right to privacy and confidentiality of all individuals who deal with the Organization.
The implementation and maintenance of a Privacy Compliance Program ensures full compliance with provincial and/or federal legislation pertaining to the protection of personal information. The privacy compliance program shall address the requirements for policies and practices regarding the collection, use and disclosure of personal information by the Organization in conducting its business and for the handling of any complaints regarding the Organization’s privacy practices, including but not limited to Personal Health Information Protection Act (PHIPA), Child, Youth and Family Services Act (CYFSA), Youth Criminal Justice Act, Freedom of Information and Protection of Privacy Act (FIPPA), and Services and Supports to Promote the Social Inclusion of Persons with Developmental Disabilities (SIPDDA). A chief privacy officer shall be appointed by the Chief Executive Officer and shall be responsible for overseeing the Organization’s privacy compliance program and ensuring the Organization’s compliance with its privacy obligations in accordance with applicable legislation. This policy regards verbal, written, and electronic information.
The purpose of this policy document is to articulate our practices which are intended to protect the privacy of individuals who deal with Banyan.
Banyan is committed to protecting the privacy of the personal information and personal health information of its employees, volunteers, clients, young persons, members, donors and other stakeholders. We value the trust of those we deal with, and of the public, and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the information that is shared with us.
Definition of Personal Information (PI)
As a result of our operations, we frequently gather and use personal information. Personal information is any information that can be used to distinguish, identify or contact a specific individual outside of that available in the Public Domain. Anyone from whom we collect such information should expect that it will be carefully protected and that any use of or other dealing with this information is subject to consent.
Definition of Personal Health Information (PHI)
Any identifying information about an individual in any form (oral or recorded), about an identified individual, or individuals whose identity may be inferred or determined from such information. Personal Health information includes but is not limited to: an individual’s health and health care history, physical health, mental health and family medical history, payments or eligibility for health care, OHIP number or the identification of an individual’s substitute decision maker and/or health care provider(s).
PI and PHI gathered by our organization is kept in confidence. Reasonable steps will be taken to protect the integrity and security of that information such as password protocols, encryptions and file locks. Only personnel, authorized by the terms and conditions of their employment, will be allowed access to that information.
Collection of Information
The privacy program shall address the requirements for policies and practices regarding the collection, use and disclosure of PI by the Organization in conducting its business and for the handling of any complaints regarding the Organization’s privacy practices. The collection of PI and PHI shall be limited to that which is necessary for the purposes identified by the organization. Information is collected by fair and lawful means. All clients must give consent to release of their personal information. Clients have the right to revoke consent at any time.
Retention of Information
PI and PHI shall be retained only as long as necessary for the fulfillment of the purposes for which it was obtained, or as required by law.
Access to Information
An individual shall be informed of the existence, use and disclosure of his or her PI and PHI and shall be given access to that information as guided by provincial and/or federal legislation. An individual also has the right to make a written request to Banyan to correct the record if they believe that a record of PI/ PHI is not as accurate or complete as necessary for its purpose.
Individuals also have the right to make a complaint to the Information and Privacy Commissioner with respect to how Banyan handles and shares your personal information. They can be contacted by email at firstname.lastname@example.org, by phone at 416-326-3333, or on their website at www.ipc.on.ca