Sunbeam Centre, and its satellite Departments adhere to both Federal and Provincial legislation regarding privacy, confidentiality and consent to disclosure information, e.g., Freedom of Information/Protection of Privacy Act, Child & Family Services Act and Supports to Promote the Social Inclusion of Persons with Developmental Disabilities Act, Personal Health Information Protection Act, and Personal Information Protection & Electronic Documents Act.
We strive to ensure that we respect our clients’ privacy.
Accountability – Developmental Services Resource Centre – Waterloo Region (DSRC – Waterloo Region) is accountable, and all employees are responsible for protection of client information. Sunbeam Centre’s Executive Director is the agency’s Privacy Officer.
Identifying purpose – DSRC – Waterloo Region will identify to a client, the information being collected and shall identify same before or at the time information is collected.
Consent – DSRC – Waterloo Region understands that the knowledge and consent of a client is required for the collection, use or disclosure of information, unless it is required or permitted by law.
Limiting Collection – DSRC – Waterloo Region’s collection of information will be limited to those details necessary for the purpose identified, and collected by fair and lawful means. Information collected, retained or disclosed may only be used for the disclosed purpose for which is was collected unless a client has consented, or when it is required by or permitted by law.
Accuracy – Clients’ information will be maintained as accurate, complete and up to date, as is necessary to fulfill the purposes for which it is to be used.
Safeguarding – Client/s’ information must be protected by security safeguards that are appropriate to the sensitivity level of the information.
Openness / Inquiries – DSRC – Waterloo Region will make information available to clients concerning the policies and practices that apply to the management of their information. Clients may direct any inquiries with respect to the privacy policies by contacting the Privacy Officer.
What We Collect
In general, DSRC – Waterloo Region may collect information such as: name, address, how to contact, gender, age, health status (physical, behavioural, emotional and developmental), family details, and the services used/involved. It may also include opinions or beliefs, and eligibility for services.
How We Use/Disclose Collected Information
DSRC – Waterloo Region may use information collected to:
- contact people
- decide if a person is eligible for services
- determine what services they need & how soon
- help find services in their community
- connect people to service providers
- track how long it takes to get services
- help plan for future services
- help us improve our services
- meet our legal/regulatory requirements
In all cases DSRC – Waterloo Region will seek your consent before collecting or disclosing information.
How We Store Information
Information collected is entered into an electronic secure database and access to the information is limited to the uses described above. We may also use this database without identifying a person’s name, to plan, research and evaluate programs and to train our staff.