For the purposes of this policy, “personal information” is defined as any identifiable information such as:
Personal information is collected for the following purposes:
Horizon Childcare Center will not collect more personal information than is needed to fulfill these purposes, unless there is written consent for such collection.
Note: Whenever practical, Horizon Childcare Center discloses unidentified information as opposed to identifiable personal information.
HCC will ensure that any required disclosure of personal information is made on a confidential basis, and in accordance with the provisions of the Child Care and Early Years Act and its associated regulations. Personal information is never traded, sold or leased by us to any external companies. Written consent will be given by the parent/guardian prior to the release of any personally identifiable information to third parties. This includes the release of any information through social media (e.g. posting pictures on Face book).
Personal information may be disclosed to:
When sharing personal information we release limited information as required for the function that will be performed by the representative on our behalf. We also ensure that every representative is clear on their obligation to protect personal information and only use the information for the purpose(s) for which it is being provided.
Examples of the Representatives that Horizon Childcare Center may share your limited personal information with include:
CONSENT TO RELEASE
HCC employees, Board members, Volunteers and Students will read and sign-off on this policy upon commencement of employment/term.
Families will review this policy as part of the ‘Parent Handbook’ and give written consent upon enrollment.
HCC will coordinate collection of 3rd Party consent forms that are required to be completed if information needs to be shared with an outside/third party organization.
If Horizon Childcare Center will be using or disclosing personal information for purposes that have not been stated in this policy and that we do not feel are obvious, we will first obtain express written consent. HCC may imply consent if we feel we are using personal information for purposes that are obvious. Consent may at any time be withdrawn subject to legal or contractual restrictions and reasonable written notice.
In certain circumstances, personal information can be collected, used or disclosed without the knowledge and consent of the individual (or his/her parents/legal guardian). For example: If it is clearly in the interests of the individual and consent cannot be obtained in a timely way, such as when the individual is seriously ill or mentally.
Incapacitated; if seeking the consent might defeat the purpose for collecting the information, such as in the context of an investigation of a breach of an agreement or a contravention of a federal or provincial law; or if there is an emergency where the life, health or security of an individual is threatened.
Access to personal information without consent (parental or individual) will only be given to the following officials:
We retain personal information only as long as it remains necessary or relevant for the identified purposes, and in accordance with legal requirements. Therefore, we will retain children’s files as long as they are enrolled in our child care program and for a fixed period of time thereafter (a minimum of 3 years). Employee files will be retained for a period of 7 years. Casual/Supply employee files will be retained for a minimum of 3 years. Members of the Board of Directors will be retained for 3 years. Volunteer files for a minimum of 3 years. Student files will be maintained at the corresponding educational institute.
Depending upon the circumstances, where personal information has been used to make a decision about an
individual, we will retain the information for a period of time that is reasonably sufficient to allow for access by that individual (or his/her parent/legal guardian). Horizon Childcare Center retains and securely destroys personal information in accordance with our internal record retention procedure. Our retention procedure takes into account retention requirements for financial and insurance records, the statutes of limitation relevant to injuries that occur while children are in our care, as well as the requirements of the Child Care and Early Years Act and its associated Regulations.
SECURITY OF INFORMATION
HCC policies and procedures will ensure that personal information, in both paper and electronic format, are protected against the risk of loss, theft, unauthorized access, disclosure, copying, modification or destruction. For example, the following safeguards are in place:
IN CASE OF BREACH OF INFORMATION
The Executive Director, General Manager and Supervisor will contain and assess the breach. In doing so the following will be considered:
Horizon Childcare Center Inc.
641 Market Street Port Elgin, ON, N0H 2C0, Canada
PRIVACY CONSENT FORM
Please note that personal information includes any identifiable information about the children in our care and their families, such as contact details, health information, living arrangements, background information, the child’s personal characteristics and behavioral styles.
I understand that it is my responsibility to ensure that family members or caregivers whose personal information I am providing to HCC have consented to this disclosure.
In the event that I wish to withdraw my consent to any uses or disclosures of the personal information contained in my child’s file, I understand that it is my responsibility to inform HCC in writing, at which time I will be notified as to whether and how such withdrawal will affect the services being provided to me or my child.
I fully understand and agree with the above statements and am entering into them voluntarily, certified by my signature below.
Name (please print): ________________________________
Child’s Name: ________________________________
Relationship to Child: ________________________________
ACCESS TO PERSONAL INFORMATION FORM
Please note the following:
If we are able to provide you with access to your child’s information:
1. We will attempt to do so within 30 days of your request. If we need longer to locate or gather the information, we will let you know.
2. There may be a minimal charge associated with providing you access in order for us to recover costs incurred (for example, photocopying costs and staff time). You will be notified and asked to agree to such charges in advance of us incurring necessary costs.
3. If we are unable to provide you with access to your information, we will provide you with a reason within 30 days of your request.
4. The following are examples of reasons for refusal of an access request:
a. We do not have the information you are requesting. We will let you know if we feel you may be able to obtain the information you are seeking elsewhere.
b. Providing you with access will reveal personal information about a third party who has not consented to the release of such information.
c. The information was generated in the course of a formal dispute resolution process.
I certify that I have the legal authority to access the information being requested and have completed this form to the best of my ability. I understand an access request become the responsibility of the Requestor
Signature of Requestor: ___________________________
Name of Requestor (please print): _______________________________