Privacy Policy

Part I: Privacy Policy

Introduction

The Personal Information Protection and Electronic Documents Act (PIPEDA) became effective January 1, 2004. Though PPI operates as a provincially regulated employer, the organization applies PIPEDA guidelines to secure personal information collection and use. The Privacy Officer is the CEO of PPI.

Core Commitment

PPI is committed to protecting the privacy, confidentiality, security and accuracy of the personal information we have collected and will disclose only necessary information to other insurers for eligibility and claims purposes.

Consent and Use

PPI collects personal information through consent forms declaring collection purposes. Forms contain consent language permitting use for research and other undisclosed purposes.

Information Collection

PPI collects limited personal information for providing ongoing products and services and meeting regulatory requirements.

Disclosure

• Clients may request all information on record in writing
• Individuals may challenge and amend information
• PPI reserves proof-request rights
• Withholding is permitted if disclosure would breach PIPEDA
• Individuals may request cessation and destruction of their information

Personal Information Retention

PPI maintains records for 25 years unless clients request destruction. Information is destroyed securely in all formats.

Part II: Confidentiality Policy

Employee/Contractor Obligations

All PPI information is company property. Staff may use information solely for work purposes. No removal from office without CEO approval. All employees and contractors must sign this agreement.

Breach Consequences

Breaching the Confidentiality Agreement is a serious act that may result in termination of relationships and/or prosecution.

Transmission Guidelines

Information cannot leave premises or be transmitted electronically without client consent. Permitted transmissions include:

• To client via provided email/fax
• To client's healthcare professional via supplied contact
• To other persons per written client direction

Transmissions must use secure methods (private fax, protected email) and be labeled “Confidential” when mailed/faxed.

Security Measures

• Full building security system
• Employee access cards (off-hours restrictions apply)
• Lockable offices (Administration and Accounting designated “secure”)
• Secure offices must remain locked when unoccupied
• Key accountability required

Password Requirements

• Mandatory change upon employment
• Minimum 8 characters, at least one number and capital letter
• Change every 12 weeks (minimum 6 months)
• Never share passwords