Policy D.1 & B.5
Information Management & Confidentiality
In keeping with privacy legislation, Amazing Heart Healing Home Inc. ensures that the collection of all information regarding a client, youth and their family will be used only to provide relevant services and/or to improve program services. In all circumstances, the reason for collecting data will be disclosed in addition to how it is used and whether or not the data will be identifiable to the client. Any data collected that is to be shared will have the full consent of the client and/or guardian be fully explained.
Amazing Heart Healing Home Inc. collects, uses, and discloses personal information in accordance with the Personal Information Protection Act (Alberta) and the Child, Youth and Family Enhancement Act, where applicable.
Record Retention Schedules
Individual Client Files
All individual client files will be held for ninety-nine (99) years post discharge. Former residents and their guardians (who are entitled access) and/or guardians of deceased individuals will be granted access consistent with process parameters.
Personnel & Staff Records
All paid and unpaid personnel files will be held for six (6) years post-employment or service. Files are maintained in secure settings by the Executive Director and/or direct supervisor.
Access & Correction Rights
Individuals may verbally request to review their file at any time. Portions of the individual’s file generated by agency personnel shall be permitted for review in the presence of Amazing Heart Healing Home Inc. staff and/or designate. Any other information contained in the file will be released in accordance with the requirements of relevant legislation (e.g. The Protection of Privacy Act (PPA) and the Access of Information Act (AITA)).
Should there be any concerns regarding information contained in the individual file, as identified by the individual and/or a guardian or family member granted access to the individual file, agency personnel will assist the correction, deletion and or addition of information. The individual has the right to have corrected any errors or omissions about their personal information, or if the correction is refused, for Amazing Heart Healing Home Inc. to document the request and the reason for denial in the file. Families/Individuals have the right to make a complaint to the Information and Privacy Commissioner of the Freedom of Information. Should an error or omission be recognized and corrected, Amazing Heart Healing Home Inc. will advise any third party who was given the incorrect information in the past twelve (12) months.
Storage & Data Protection Precautions
Protection of information from potential destruction (e.g. fire, water, loss, corruption, power failure, etc.) will be reduced by the following precautions:
- Computers will have current anti-virus protection.
- Protocols requiring passwords and firewalls when electronically storing and/or collecting sensitive information.
- Paper files stored in a locked filing cabinet when not in immediate use.
- Electronic files to be “backed up” regularly and stored off site.
Disclosure Without Consent Lawful Exemptions
Exemptions to the aforementioned conditions may apply should there be a medical emergency, suspicion of abuse, receipt of a legal subpoena, mandatory reporting obligations, or a file review by the Minister of Children’s Services or lawful direction from the Director under the Child, Youth and Family Enhancement Act. All disclosures without consent will be limited to the minimum amount of information necessary.