Canadian Mental Health Association, Richmond Branch
Privacy Policy Manual

An Overview of the 10 Basic Legal Requirements of the Personal Information and Protection of Electronics Documents Act:

  • You must designate an employee who is accountable for your organization's compliance with the Act (Privacy Officer).

  • When you collect personal information about an individual, you must explain to that person the purposes for which you are collecting the information, and you must obtain that person's consent before you can collect, use and disclose the information.

  • You must not collect more information than is necessary to achieve your stated purposes.

  • You must not use or disclose the information you collect for any other purposes without the individual's consent.

  • You must destroy the personal information once you no longer need it to achieve your stated purposes.

  • You must ensure the personal information is as accurate and complete as is required for your stated purposes.

  • If an individual asks you to do so, you must tell them about the existence, use and disclosure of their personal information, and they must be given access to that information. You must also change any inaccurate and incomplete information.

  • You must have security procedures in place to protect all personal information. The level of security required depends upon the sensitivity of the information.

  • You must inform persons from whom you collect personal information that you have policies and practices regarding the management of personal information.

  • You must have procedures in place for the investigation of complaints regarding your organization's personal information practices.

    Statement and Purpose

    Canadian Mental Health Association, Richmond Branch respects and upholds an individual's right to privacy and to protection of his or her personal information. Canadian Mental Health Association, Richmond Branch is committed to ensuring compliance with applicable privacy legislation.

    Personal Information Holdings

    Canadian Mental Health Association, Richmond Branch, collects personal information from employees, members, volunteers, and donors. The type and purpose of information we collect are:

    Group Type Purpose
    Employees Resume
    Evaluations
    Letters
    TD1
    TD1 BC
    T4    		 Human Resources
    Members Application Form
    Membership Data
    Clinical Reference
    Screening Interview
    Personal Reference    		 Acceptance, rehabilitation and outreach
    Rehabilitation and outreach
    Acceptance and rehabilitation
    Acceptance and rehabilitation
    Acceptance and rehabilitation
    Volunteers Volunteer form Scheduling and thank you
    Donors Receipts Thank You's

    Personal information is held in the following areas:

    Employees: Executive Director and Accountant offices
    Members: Clerical Unit, Housing Unit, Upstairs Unit, File Room
    Volunteers: Public Education Office
    Donors: Administration area and Accountant office

    The following individuals have access to and are able to provide personal information:

    Employees: Executive Director, Program Director, Accountant
    Members: all staff
    Volunteers: Executive Director, Program Director, Program Manager
    Donors: Executive Director, Program Director, Accountant

    Accountability of Organization and Staff

    The Privacy Officer of Canadian Mental Health Association, Richmond Branch, is Cory Tymich. The responsibility of the privacy officer is shared with Dave MacDonald and Debi McFetridge. The responsibility of the privacy officer is to ensure all staff are trained and follow our Privacy Policy, and handles all complaints.

    If any staff are asked personal information questions from a third party, responses can only be given if a “Consent For Release Of Information Form” has been signed with the third party's name on it.

    If anyone asks for access to their own personal information, they should receive it immediately and/or no later than 30 days after receipt of the request.

    All correction of personal information must be updated immediately.

    When anyone fills out forms for our association, it is to be explained to them the purposes for the collection, and use and disclosure of personal information. If that person wishes to withdraw consent of information, they must be informed of what the consequences are, if any, of such a withdrawal.

    Communication of Privacy Policies and Procedures

    All application forms, surveys, questionnaires must include Canadian Mental Health Association, Richmond Branch's Privacy Policy. Our Web site and brochures will also include our Privacy Policy.

    Limiting Collection, Use, Disclosure and Retention to Identified Purposes

    All the purposes for which we collect use or disclose personal information is to be identified at or before the time the information is collected. All of the information we collect is to be used for acceptance into the program, rehabilitation, outreach, scheduling, payroll, issuing tax receipt and thank-you. All of the "Consent Forms" and "Consent for Release of Information Forms" are to be signed for a maximum of one year and kept in the individual's file. These forms are to be shredded after the expiry date.

    Third Party Transfers

    Before any personal information is transferred to a third party, consent must be given by the individual. If Canadian Mental Health Association, Richmond Branch staff are unable to provide personal information to a third party, the third party may file a complaint to the Privacy Officer.

    Ensuring Accuracy

    All personal information must be accurate, complete, and up to date to minimize the possibility of inappropriate information used to make a decision regarding an individual. Update of information must be documented.

    Security

    All personal information is stored in locked filing cabinets and password protected computers. Only individuals under the category of "Personal Information Holdings" can add, change, delete and have access to the personal information. All personal information cannot be left on computer screens or desktops in your absence.

    Requests for Access to Personal Information

    If anyone is asked Personal Information questions from a third party, responses can only be given if a “Consent For Release Of Information Form” has been signed with the third party's name on it.

    If anyone asks for access to their own personal information, they should receive it immediately and/or no later than 30 days after receipt of the request. All personal information is provided at no cost.

    Complaint Handling Procedure

    If a complaint is made, the following procedures take place:

    1. Record the date the complaint is received
    2. Acknowledge receipt of the complaint in writing immediately
    3. If necessary, contact the individual to clarify the complaint
    4. The Privacy Officer will investigate the complaint, fairly and impartially
    5. Notify the individual of the outcome of the investigation clearly and promptly, informing them of any relevant steps taken
    6. Correct any inaccurate personal information or modify policies and procedures based on the outcome of the complaint

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