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Privacy

Following is the CMHA statement concerning privacy issues on our web site. If you have any questions, comments, or suggestions, please contact us.

  • We do not automatically gather any personal information such as your name, phone number, e-mail or address. This information is only obtained if you supply it voluntarily, through contacting us via e-mail, by asking to be added to an Information Network or to receive electronic newsletters or other information.
  • Any personal information you provide to us will not be sold to any third party. We use software that receives and records the Internet Protocol (IP) address of the computer that has contacted our web site. We make no attempt to link these addresses with the identity of individuals contacting our site. The information is used to improve the content of this site and is not shared with other organizations.
  • We do not regularly use “cookies” to track how our visitors use the site. Whenever we enable “cookies” to facilitate our transactions, we will first inform you.

 

If you choose to participate in an on-line forum or discussion group or join an Information Network or similar list, we may ask you to volunteer personal information such as your name and e-mail address for the purposes of effective administration of the forum or discussion group. We will not disclose this information to anyone outside of CMHA without your prior consent.

5.6 Confidentiality Policy

Intent:

Confidential information applies to the service user records and information, volunteer records and information, employee records and information, and Board member records and information.

The CMHA Central Alberta Region will ensure confidentiality of service users according to the Freedom of Information and Protection of Privacy Act (F.O.I.P.) and the Personal Information Protection Act (P.I.P.A.).

All access to confidential information shall adhere to the principle of confidentiality which requires that “all information is revealed for professional purposes; it is done with discernment and with regard to the person concerned.”

Definitions:

Personal Information is defined as any identifying information about an individual or group of individuals, including name, date of birth, address, phone number, e-mail address, social insurance number, nationality, gender, health history, financial data, credit card numbers, bank account numbers, assets, debts, liabilities, payment records, credit records, loan records, opinions, and personal views.

Business information is defined as any business address, business telephone number, name of owner, executive officer, directors, job titles, business registration numbers, and financial status. Business information is treated and handled with the same level of confidentiality, privacy, and respect as personal information.

Guidelines:

  1. Unless required by law, court orders, or in circumstances when an individual is at risk to self or others, written consent must be obtained from the individual or business or when applicable, a legal guardian, before any communication or information is divulged to any other organization.
  2. All employees, students, and volunteers shall read the confidentiality policy and sign an Official Oath of Confidentiality (5.05), witnessed by a Commissioner of Oaths prior to involvement with the agency.
  3. Access to personal information will be authorized only for the employees and other agents of CMHA Central Alberta Region who require the information to perform their job duties, and to those authorized by law.
  4. A breach of confidentiality may result in immediate dismissal.
  5. Exceptions to written consent may occur in time-sensitive situations. In these situations, consent given over the telephone will be accepted when witnessed by a second staff member. Written consent will then be completed at the next face-to-face meeting.
  6. Service user and employee records and files shall be kept in a filing cabinet and locked when an employee is not present. Employees may have access to their own program files and require permission from the Executive Director or d
  7. All service user and employee records handled by clerical staff shall be kept in a locked cabinet when the office is closed.
  8. A Confidential Release of information (form 5.04) will be signed by the individual, guardian, or business each time information is released specifying:
  9. To whom the information is to be provided;
  10. What information shall be provided;
  11. The purpose of providing the information; and
  12. Date the information is to be provided for and what length of time the information can be released.

A copy of the signed consent form shall be kept in the appropriate file. Consent from the service user may be withdrawn at any time, in writing.

  1. In situations where an employee believes an individual is at imminent risk or could place others at risk the employee will take immediate action. This may entail discussing the situation with the Executive Director or designate, contacting the RCMP, or other forms of immediate resolution and;
  2. In situations where an employee has been contacted by the police, or any legal authority, and information is requested concerning an individual or business the employee is to discuss the situation with the Executive Director or designate before releasing any information.
  3. CMHA Central Alberta Region will retain personal information only for the duration it is needed for conducting business. Once personal information is no longer required, it will be destroyed in a safe and secure manner, in compliance with laws and/or contract outlining the duration for which personal information must be kept.