Privacy Policy

Personal Information Protection Policy

Ratified on September 7, 2024

At Mental Health Recovery Partners – Central Island (MHRP-CI) we are committed to providing our members and clients with exceptional service, we have strengthened our commitment to protecting personal information as a result of British Columbia’s Personal Information Protection Act (PIPA), which came into effect on January 1, 2004.  As providing this service involves the collection, use and disclosure of some personal information about our members, and others who use our programs and services, protecting their personal information is one of our highest priorities.

We will inform our members and clients of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.

This personal information protection policy, in compliance with PIPA, outlines the principles and practices we will follow in protecting members and clients’ personal information.  Our privacy commitment includes ensuring the accuracy, confidentiality and security of our members personal information and allowing our members and clients to request access to, and correction of their personal information.

Definitions

Personal Information – means information about an identifiable individual.  This may include name, address, email address, social media address and a record of participation in programs and services offered by MHRP-CI.

Privacy Officer – means the name of the individual responsible for monitoring compliance with the organization’s privacy policy, and the point of contact for responding to privacy related questions or complaints.

Collecting personal information

  1. Unless the purposes for collecting personal information are obvious and the member or client voluntarily provides their personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
  2. We will only collect personal information that is necessary to fulfill the following purposes:
    • Open and maintain membership in MHRP-CI
    • Identify member or client preferences including volunteer opportunities
    • Issue honorariums to program leaders
    • Allow enrolment in and tailor activities, programs and services
    • Issue tax receipts for monetary donations
    • Enable members in a specific program or activity to contact each other
    • Maintain a mailing list for information on mental health related issues and current and future program and service offerings
    • Ensure compliance with grant requirements
    • Internal fundraising initiatives

What is NOT collected

MHRP-CI is a self help organization and part of its mandate is to support caregivers whose loved one(s) have mental health challenges.  In the course of delivering programs and services sensitive health information is frequently shared verbally.  The privacy of individual program and service participants and their family members is assured by the following:

  • Program and service leaders caution all participants that personal information (e.g. relating to their health, or that of a loved one) shared in a group session, must not be repeated outside the group.  This is an essential prerequisite for participation.
  • No record is maintained of personal information shared in a group session.
  • Participants are encouraged to share as much or as little information in public settings as they are comfortable.

Consent

  1. We will obtain consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
  2. Consent can be provided electronically, or it can be implied where the purpose for collecting, using or disclosing the personal information would be considered obvious and the individual voluntarily provides personal information for that purpose. Consent may also be implied where an individual is given notice and a reasonable opportunity to opt out of their personal information being used for communications on program or service offerings, or other related topics, and the individual does not opt out.
  3. Subject to certain exceptions (e.g. the personal information is necessary to provide the program or service, or the withdrawal of consent would frustrate the performance of a legal obligation), members can withhold or withdraw their consent for MHRP-CI to use their personal information in certain ways.  An individual’s decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service.  If so, we will explain the situation to assist the individual in making their decision.
  4. We may collect, use or disclose personal information without an individual’s knowledge or consent in the following limited circumstances:
    • To aid an investigation supported by a warrant into an anticipated breach of an agreement or a contravention of law.
    • In an emergency where an individual’s life, health or personal security is under threat.

Using and disclosing personal information

  1. We will only use or disclose personal information where necessary to fulfill the purposes identified at the time of collection, or for a purpose reasonably related to those purposes such as:
    • To contact our members and program/service participants directly about activities that may be of interest.
    • To conduct client and member surveys in order to enhance the provision of our services.
    • To raise money and/or support for programs and services offered by MHRP-CI.
  2. We will not use or disclose personal information for any additional purpose unless we obtain consent to do so.  For example, MHRP-CI aims to educate the public at large regarding the realities of mental illness in order to broaden understanding and reduce stigma.  To do this we may recount individual stories, and disseminate in various formats – print, video or via social media.  In these instances written consent from the individual will be obtained prior to release.  Individuals willing to share their personal stories will also be given the option of anonymity (names and any other personal identifiers to be changed) should they so wish.
  3. We will not share our membership list, or the names of program/service participants with third parties.

Retaining Personal Information

  1. We will retain personal information on members and program/service participants only as long as necessary to fulfill the identified purposes, or a legal or business purpose.

Ensuring Accuracy of Personal Information

  1. We will make reasonable efforts to ensure that personal information is accurate and complete.
  2. Individuals may request correction or change to their personal information in order to ensure its accuracy and completeness.  A request to correct personal information must be made in writing and provide sufficient detail to identify the individual and the correction being sought.  A request to correct personal information should be forwarded to the MHRP-CI Executive Director and/or the Privacy Officer.

Securing Personal Information

  1. We are committed to ensuring the security of personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification, disposal or similar risks.
  2. Personal information is currently stored securely in cloud databases, with password controlled access limited to Board members, program leaders and employees of MHRP-CI and limited to reasonable program scope. 
  3. We will use appropriate security measures when destroying personal information such as deleting electronically stored information.
  4. We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.

Providing access to personal information

  1. Members and program/service clients have a right to access their personal information.
  2. A request to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought.  A request to access personal information should be forwarded to the Executive Director and/or Privacy Officer.
  3. Upon request, we will also tell individuals how we use their personal information and to whom it has been disclosed, if applicable.
  4. We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.
  5. A minimal fee may be charged for providing access to personal information.  Where a fee may apply, we will inform the individual of the cost and request further direction from the individual on whether or not we should proceed with the request.
  6. If a request is refused in full or in part, we will notify the individual in writing, providing the reasons for the refusal and the recourse available.

Questions and complaints: The role of the Privacy Officer or designated individual

  1. The Privacy Officer is responsible for ensuring MHRP-CI is in compliance with this policy and the Personal Information Protection Act of British Columbia.
  2. Members and clients should direct any complaints, concerns or questions regarding MHRP-CI’s compliance in writing to the Executive Director or the Privacy Officer.  If either is unable to resolve the situation the individual may also write to the Information and Privacy Commissioner of British Columbia.

Contact Information: [email protected] | (250) 760-6031

Privacy Commissioner of B.C:
P.O. Box 9038 Stn Prov. Govt, Victoria BC V8W 9A4
Tel: (250) 387 5629
Email: [email protected]