Introduction
Family Services Windsor-Essex (FSWE) is dedicated to protecting and respecting the confidentiality of all information entrusted to us, except as permitted or required by law. This Privacy Statement outlines how we handle confidential information, ensuring the privacy and security of the individuals we support, our employees, and our donors.
Confidential Information
FSWE considers the following as confidential information:
- All information in any form related to individuals who utilize FSWE services.
- All contracts.
- All human resources files and proceedings.
- All information or documentation labeled “confidential” by FSWE or listed as such by separate memorandum or email.
- All information pertaining to FSWE’s donors or members.
This information includes, but is not limited to, personal information about service participants, Board Members, employees, students, interns, donors, contractors, and affiliates, as well as operational information such as personnel matters, internal financial procedures, contractual information, and FSWE’s intellectual property.
Requirement of Confidentiality
Employees and members must handle information about the people utilizing FSWE services confidentially and appropriately. Unauthorized use or disclosure of this information can threaten FSWE operations and the well-being of service users.
Safeguarding Confidential Information
Employees and members are required to take all reasonable precautions to safeguard confidential information, which includes:
- Keeping confidential material locked when not in use.
- Shielding computer screens with confidential information from unauthorized viewing.
- Taking special precautions when transporting confidential documents or engaging in electronic communication with clients or third parties.
Personal Information Purposes
FSWE collects, uses, and discloses personal information to:
- Provide quality programs and services.
- Share information with other organizations with program user consent.
- Provide teaching opportunities.
- Contact employees and members for service evaluation.
- Conduct quality improvement activities.
Compile statistics.
- Fundraise and communicate about FSWE.
- Recognize donor contributions.
- Report to funders.
- Obtain funding.
- Comply with legal and regulatory requirements such as accreditation.
- Fulfill other purposes permitted or required by law.
Client Privacy
FSWE is committed to protecting the privacy of our service users by ensuring:
- Personal information is kept safe, secure, confidential, accurate, and up-to-date.
- Users understand why their personal information is collected.
- Consent is obtained before collecting, using, or disclosing information, except as permitted or required by law.
- Only necessary personal information is collected.
- Access to information is limited to FSWE employees and members involved in delivering services.
- External agents use information only for the purposes provided.
- Users can withdraw consent for the collection, use, and disclosure of their information at any time.
- Users have access to their records and can correct them or ask questions about FSWE’s privacy policies.
- Complaints about privacy policies are handled efficiently.
- Legal and regulatory requirements regarding personal information are met.
Disclosure without Consent
FSWE may disclose personal information without consent in specific situations, such as:
- When someone is in imminent danger of harm.
- When a child is at risk of abuse or neglect.
- In response to legal orders or as otherwise required by law.
Client Access and Correction
Clients have the right to access and correct their personal information. Requests should be made through the FSWE Privacy Officer, and appropriate measures will be taken to facilitate this process while ensuring the security of the information.
Inquiries and Complaints
Questions, comments, or complaints about FSWE’s privacy policies and procedures should be directed to the Privacy Officer. If unresolved, clients may contact the FSWE Executive Director or the Office of the Information and Privacy Commissioner of Ontario at https://www.ipc.on.ca/en. For more details or to contact our Privacy Officer, please call (519) 966-5010.