Privacy Statement
At Frontenac Youth Services, we are committed to meeting the highest standards with respect to the collection, use, disclosure, storage, retention, and destruction of the personal health information of clients. We are committed to meeting or exceeding the privacy standards established by the Information and Privacy Commissioner (IPC) and relevant legislation, including the Personal Health Information Protection Act (PHIPA).
Frontenac Youth Services acts as a Health Information Custodian under PHIPA. This policy applies to all employees, students, volunteers, and third-party service providers who handle personal health information on behalf of Frontenac Youth Services.
Collection of Personal Health Information
Frontenac Youth Services collects your personal health information directly from you or the person acting on your behalf (substitute decision maker). This information may be collected in person or via secure electronic communication tools.
The personal health information that we collect may include your name, date of birth, address, health history, and records of the care and services you receive from us. Occasionally, Frontenac collects personal health information about you from other sources, if we have obtained your consent to do so or if the law permits.
The collection of personal health information is limited to that which is reasonable under the circumstances and will only be used for the purpose for which it was collected.
Use and Disclosure of Personal Health Information
We collect personal information to provide you with the best care that we can.
We use and disclose your personal health information to:
- Provide assessment, counselling, treatment planning, and service provision plan
- Plan and deliver programs and services
- Share information with other Frontenac personnel involved in your care
- Evaluate and monitor programs and services
- Conduct quality improvement and risk management activities
- Keep you informed about upcoming events, available programs and services if consent is provided
- Conduct research
- Comply with legal and regulatory requirements, and
- Fulfill other purposes permitted or required by law.
When We Disclose Your Information
We will only disclose your information with your consent or as permitted/required by law.
Your express consent will be required before:
- Releasing clinical assessments or reports
- Disclosing information to the school, child welfare, or other organizations providing
service
- Disclosing information to informal supports (i.e. family, caregivers, guardians)
Withdrawing and/or Withholding Consent
You may withdraw or withhold consent at any time. This means that you may ask us not to disclose particular information (such as a specific diagnosis) or not to disclose information to a particular person unless we are otherwise permitted or required to do so.
No Consent Required
There are a number of limited circumstances where we will disclose your information without your consent. These include:
- To prevent a significant risk of serious harm to a person
- Where a mandatory report is required (e.g., to a Children’s Aid Society where a child is in need of protection)
- Where disclosure is required for a legal proceeding
- To facilitate an investigation or inspection authorized by warrant or by any provincial or federal law
- To contact a relative, friend or potential substitute decision-maker if the client is injured, incapacitated, or ill and unable to give consent personally
- Disclosing information to a regulatory College (e.g., when a complaint has been made about a registrant, or assessment of the registrant’s practice as part of the Quality Assurance Program)
Security of Information
Your information is securely stored and protected by administrative, physical, and electronic safeguards. Only authorized individuals can access your information.
Privacy Breach
You will be notified if your information is lost, stolen, used, or disclosed without proper authorization.
Access to Your Information
Active clients may request access to or corrections to their records by contacting their case manager or a member of their treatment team, with rare exceptions. Former clients may request access to or corrections to their records by contacting the Reception at reception@frontenacyouthservices.org
Retention of Client Records
Client files are retained for 25 years following the date of their final discharge from all services at the agency.
For questions or complaints relating to privacy and personal information, please contact:
Dharshi Polio
Human Resources Manager
Frontenac Youth Services
dharship@frontenacyouthservices.org
905-579-1551 Ext.230
1-888-579-5914
You may also contact the Information and Privacy Commissioner of Ontario (IPC) if you
have a complaint about the way your information has been collected, used, or
disclosed.
2 Bloor Street East
Suite 1400
Toronto, ON M4W 1A8
Email: info@ipc.on.ca
Toronto Area: 416-326-3333
Toll Free: 1-800-387-0073