Privacy Policy

For the purposes of this statement, the term “you/your” is used to refer to the person who is seeking/ in need of services and/or the guardian/caregiver of the individual involved.

Your Privacy is Important

Contact Hamilton is committed to meeting the highest standard of ethics with respect to the collection, use, security and disclosure of your personal information. We are committed to meeting or exceeding the privacy standards established by relevant legislation, including the Child and Family Services Act (CFSA) and Ontario’s Personal Health Information Protection Act, 2004  (PHIPA). We recognize that protecting your privacy is an essential part of our commitment to quality service. As part of this commitment we believe that our clients should know what personal information we collect, how we use it, how we protect it, and how to contact us if you have questions about the handling or your personal information at Contact Hamilton.

The Information We Collect

Personal information is any information that can be used to distinguish, identify or contact a specific individual.  It includes such items as your name, address, gender, age, health card number, health status (physical, behavioural, emotional, and developmental), personal/family information, and information about services.  This information can include your opinions or beliefs, as well as facts about or related to you.  It also includes information about your eligibility for accessing services.

How We Use the Information

The use of information may vary depending upon you and the nature of your relationships with Contact Hamilton.  Contact Hamilton collects personal information for the following purposes: 

• To determine your eligibility for services
• To determine your needs and the services required and the urgency/priority of the need for those services
• To complete the Common Intake.  This will include information that is commonly used/required by the children’s or developmental services agencies.  This will reduce the need for you to re-tell information.
• To identify a service provider to respond to your needs and to monitor your status with respect to accessing those services.  This includes referral status dates (waiting date, start date, cancelled date, discharge date)
• To assist with planning of the children’s and/or developmental services system
• For quality assurance purposes, including feedback on how effective and helpful our services have been, to allow us to improve our services
• To comply with all legal and regulatory requirements
• To contact you regarding upcoming events, activities, and programs that may be of interest

We use anonymous information to comply with the Ministry of Community and Social Services (MCSS) or Ministry of Children and Youth Services (MCYS) information requests.  These requests are usually about general trends and patterns, such as waiting lists.  We also use anonymous information to comply with Ministry of Children and Youth Services reporting requirements specific to Brief Child and Family Phone Interview (BCFPI) data.

We use anonymous information for planning, research, and program evaluation purposes, and for education and professional development of our staff.  If we should want to use your specific information, or to identify you in any way, we will only do so if we have your consent.

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How We Share the Information

Your request for service from us implies consent for our collection, use and disclosure of your personal information for purposes related to responding to your needs.  We will only use your personal information for the purposes described above.

We do not share your personal information with anyone outside of Contact Hamilton and our agents (e.g. legal counsel) without your consent, unless necessary for legal reasons. Consent may be implied or express. Consent may be provided orally, electronically or in writing.

With your consent, we may share information with third parties including:

• other agencies, professionals, schools, hospitals, and others who are involved in your care, education and treatment.
• other agencies and professionals who provide services and supports that may be able to respond to your needs.
• other individuals you identify as contacts, such as family members or friends

We may disclose information without your consent if:

• legally necessary disclosures ordered by a subpoena or required to notify authorities in situations of suspected abuse, neglect, or imminent harm.
• required by The Ministry of Community and Social Services  or the Ministry of Community and Social Services

Safeguards and Security

Contact Hamilton is committed to protecting the privacy, confidentiality and security of your personal information in any form.  We store personal information in paper or electronic files. We protect these files by physical and electronic security measures appropriate to the nature of the information, and we allow access only by authorized personnel.  We have implemented physical, technical and administrative safeguards that are described in our Personal Health Information Policy.  Examples of our safeguards include: mandatory confidentiality agreements for our staff, mandatory privacy policies and training, locked premises and numerous technical safeguards for our computers.  The safeguards help protect personal health information against unauthorized access, use and disclosure.

Retention of Personal Information

We retain all client files and personal information according to the relevant legislation.

Accuracy of Personal Information

You have the right to request a change or amendment to your personal information if you believe the information in your file is inaccurate or incomplete. We have specific policies and procedures regarding this.

Access to Personal Information

You have the right to access your personal information and to correct the information if it is shown to be inaccurate. We have specific policies and procedures concerning access and disclosure of personal information. You may also request access to your information by making a written request to your Resource Coordinator, to the Manager of Client Services, or to Contact’s Privacy Officer. If you request copies of reports or information in your file, you may be required to pay a fee, depending upon the nature and extent of the information requested.

Questions/Concerns

You have the right to inquire or complain if you have concerns about the way we handle your personal information.  If you have questions or concerns about privacy at Contact Hamilton, please contact:

Privacy Officer

Lea Pollard

Contact Hamilton for Children’s and Developmental Services

140 King Street East, Suite 4

Hamilton, ON

L8N 1B2

905 570-8888

If your inquiry or complaint is not resolved to your satisfaction by us, you may wish to contact the Information and Privacy Commissioner of Ontario.

Information & Privacy Commissioner/Ontario

80 Bloor Street West, Suite 1700

Toronto, Ontario     M5S 2V1

1-800-387-0073

(416) 326 – 3333

commissioner@ipc.on.ca

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