ĐĎॹá>ţ˙ ˆŠţ˙˙˙†‡˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙ěĽÁq` đżNWbjbjqPqP .t::NO˙˙˙˙˙˙¤ĆĆĆĆĆĆĆÚ"C"C"C"C>CTÚažC:ŘCŘCŘCŘCŘCŘCŘCž` ` ` ` ` ` `$3bh›dŚÄ`Ć™EŘCŘC™E™EÄ`ĆĆŘCŘCŮ`HHH™E ĆŘCĆŘCž`H™Ež`HHâ\äĆĆN`ŘC’C 0ąDřż’É"CŁE–_ž`ď`0a_6Ae9GžAe,N`N`AeĆb`<ŘCZ2D@HrD4ŚDóŘCŘCŘCÄ`Ä`÷G ŘCŘCŘCa™E™E™E™EÚÚÚ„^%ÄÚÚÚ^%ÚÚÚĆĆĆĆĆĆ˙˙˙˙ Diocese of Ottawa Privacy Standards Procedures and Guidelines Jesus teaches us of the dignity and worth of every human being. In faith, we promise to follow what Jesus has taught us in our baptismal covenant: "Will you strive for justice and peace among all people, and respect the dignity of every human being? I will, with God's help." In accord with that covenant, the Anglican Diocese of Ottawa has approved a Privacy Policy and associated Procedures and Guidelines covering the collection, management, retention and disposition of personal information held by the Diocese. The complete Policy is reproduced  HYPERLINK "http://206.191.60.154/Ottawaprivacysept1.htm" here. Also useful is the Check List to assist parishes and agencies with assessing their own handling of personal information, found  HYPERLINK "http://206.191.60.154/privacy%20Check%20List.htm" here. Any questions on the Policy or these Procedures and Guidelines or any complaints received on the handling of personal information held by the Diocese, its Offices, agencies or parishes should be directed to the Diocese Privacy Officer at  HYPERLINK "mailto:privacyofficer@ottawa.anglican.ca" privacyofficer@ottawa.anglican.ca or by calling (613) 232-7124, extension 255. Purpose: The Privacy Policy and these Procedures and Guidelines are intended to ensure the proper collection, retention and distribution of personal information by the Diocese of Ottawa, its agencies and its parishes, to reflect the Personal Information Protection and Electronics Document Act of Canada (SC 2000 c. 5). The Policy and the Procedures and Guidelines are to be followed by all individuals, lay or ordained, paid or unpaid, who serve the Diocese under the jurisdiction of the Bishop of Ottawa or in the parishes which make up the Diocese. Principles: The Diocese will follow the ten principles for handling personal information as set out in Schedule 1 to the Personal Information Protection and Electronics Document Act of Canada (SC 2000 c. 5). These principles are: accountability, identifying purposes, consent, limiting collection, limiting use, disclosure and retention, accuracy, safeguards, openness, individual access, and provision of recourse. See the Policy for more detail. Definition: Personal information includes any factual or subjective information, recorded or not, about an identifiable individual. Personal information includes information in any form, such as: home address and home phone number, age, marital status, family members’ names, photographs or digital images of a person, employee files, identification numbers, ethnic origin, evaluations, disciplinary actions, the existence of a dispute, opinions, comments, social status, income, credit records, donation information, loan records or medical records. Personal information does not include the name, title or business address or telephone number of an employee of an organization. Information Collected: The Diocese has a centralized record management process for the collection, management, retention and disposition of personal information. Information about clergy, employees and many volunteers is located the Diocese office. Each clerical and staff member of the Diocese, whether full-time, part-time or contract, has a confidential and secure personnel file located in the Diocesan office. Congregational information is contained in parish files in the Administration and Finance Office and is stored in locked file cabinets. The Administration and Finance Office manages donor record information. Parishes retain information on staff, on the congregational membership, on pastoral care matters and on the financial and organizational aspects of parish operations. All personal information is the property of the Diocese of Ottawa and all individuals have controlled access to their personal information. All personal information obtained by other organizations or agencies on behalf of the Diocese must comply with standards comparable to the Diocese Privacy Policy. Privacy Officer The Bishop of the Diocese has appointed a Privacy Officer for the Diocese of Ottawa with responsibility to ensure compliance with the Diocese’s Privacy Standards Policy. Diocese staff and Parishes will be informed of the name and responsibilities of the Privacy Officer. Responsibilities The Privacy Officer will report to the Bishop and the Executive Committee on a regular basis in regard to any activities related to personal information protection. The Privacy Officer will co-ordinate the response to any complaints made to the Diocese, one of its agencies or its parishes regarding the handling of personal information held about that person. The Privacy Officer will investigate any handling of personal information which is inconsistent with this Policy. The Privacy Officer will ensure regular training for staff/volunteers of the Diocese as to the policies and procedures which the protection of personal information requires and will provide advice to Privacy Contacts and others as required. The Privacy Officer, in consultation with the Privacy Contacts, will review periodically the Diocese Privacy Standards Policy and will propose amendments to the Policy, as required, to the Bishop and Executive Committee. The Privacy Officer will have a copy of the approved Privacy Standards Policy and the associated Procedures and Guidelines placed in staff reference materials and on the Diocese Website. Privacy Contact Each office, agency and parish of the Diocese will assign at least one person as Privacy Contact. The Privacy Contact will be responsible to co-ordinate the application of the Privacy Policy and the Procedures and Guidelines within that Office, agency or parish and to be the person to whom queries on privacy matters should be directed by the Privacy Officer and by others. Policy and Procedure Application Each Office, agency or parish is responsible for following procedures for collection, retention and distribution that are in accordance with the Policy and the Procedures and Guidelines. The Privacy Policy and these Procedures and Guidelines will be made available to Diocese staff. Employees will be made aware of the importance of maintaining the security and confidentiality of personal information. The misuse or improper handling of personal information may result in disciplinary action up to and including dismissal. Consent In general, persons from whom personal information is sought must consent to its retention in Diocese records, after being advised of the purpose for which it is collected and is to be used or to its disclosure. Exceptions to the Consent principles: The Diocese may collect and use personal information without consent: (a) If it is clearly in the individual’s interests and consent is not available in a timely way (b) If collection is required to investigate a breach of an agreement or contravention of a federal or provincial law (c) For journalistic, artistic or literary purposes (d) If it is publicly available (e) For an emergency that threatens an individual’s life, health or security (f) For statistical or scholarly study or research. The Diocese may disclose personal information without consent: (a) To a lawyer representing the Diocese, (b) To collect a debt the individual owes the Diocese, (c) To comply with a subpoena, warrant or order made by a court or other juridical body, or (d) To a lawfully authorized government authority (e) for an emergency that threatens an individual's life, health or security, OR (f) where the information was recorded more than 100 years before disclosure or, is disclosed more than 20 years after the death of the individual. Access, Enquiries and Complaints In all cases, care should be taken to confirm that the person making the enquiry or complaint or otherwise seeking access to personal information is the person about whom personal information is held or is a person entitled in law to have access to such information. In any case of doubt, the matter should be referred to the Privacy Officer. Access All requests for personal access to records held about that individual will be made in writing. A request for access shall be responded to within a reasonable period, not later than 30 days of receipt. Persons about whom the Diocese holds personal information may access those records in the presence of the Office, agency or parish Privacy Contact or other official designated by the head of the Office, agency or parish. Access to certain records may be denied to that person in general where a) the information is protected by solicitor-client privilege, b) access could reasonably be expected to threaten the life or security of another individual, c) the information was generated in the course of a formal dispute process, d) the individual’s knowledge of the information’s collection would compromise an investigation of a breach of an agreement or the contravention of the laws of Canada or a province, e) access would reveal confidential commercial information or f) access would give that person access to personal information about another person. Where access to certain information might be denied for a reason described in 2., but that portion of the record of personal information which would not have to be denied is severable from the remainder of the record, access to that portion may be granted. In a case where denial of access to all or part of a record of personal information is contemplated, the Office, agency or parish must co-ordinate that denial with the Privacy Officer Enquiries Enquiries regarding the personal information held by the Diocese, or one of its Offices, agencies or parishes shall be referred to the relevant Privacy Contact for response. A response to such an enquiry should be made with in a reasonable period. The Privacy Contact may consult the Privacy Officer on the Diocese Policy regarding the handling and disclosure of personal information for purposes of responding to the enquiry. Complaints Complaints about the handling of personal information held by the Diocesan Offices, agencies or parishes shall be referred to the Privacy Officer immediately on receipt. The Privacy Officer will co-ordinate the response to the complaint with the Privacy Contact(s) in the relevant Office, agency or parish. The person making the complaint will be advised of the name and contact information of the Privacy Officer and that her/his complaint has been referred to the Privacy Officer, such advice to be provided immediately following the receipt of the complaint. Where the complaint has been received in writing, the advice should be in writing. Gathering, Use or Disclosure of personal information Inconsistent with Diocese Privacy Policy 1. If a Diocese Office, agency or parish gathers, uses or discloses personal information in a manner inconsistent with the Diocese Privacy Policy, the Privacy Officer will investigate that event with the Office, agency or parish and prepare a report. A copy of the report will be provided to the Office, agency or parish. 2. If the investigation in 1. above indicates that the gathering, use or disclosure was inadvertently inconsistent with the Diocese Privacy Policy, the Privacy Officer and head of the Office, agency or parish will examine the Office, agency or parish’s procedures and staff training and will undertake any corrective measures necessary. 3. If the Office, agency or parish gathered, used or disclosed personal information in a manner it knew was inconsistent with the Diocese Privacy Policy, the Privacy Officer will provide a copy of the report on the matter to the Episcopal Office of the Diocese for such action as the Bishop or his/her delegate directs. . Information Identification and Classification Guidelines Each Office, agency and parish will follow procedures for collection, retention and distribution that reflect the Privacy Policy, the Procedures and the guidelines described below. The assignment of personal information retained to one of three levels will assist in determining the appropriate handling of personal information: Level 1 – Highly Restricted Level 2 – Confidential Level 3 – General Information The type of information collected, consent required, retention period and disposition will vary with each level. Level 1 – Highly Restricted Criteria: Information is very sensitive and if shared inappropriately has the potential of damaging people’s lives and/or their well being and could bring about legal action against the Diocese. The information is used for internal judicial decisions, identifies donor designations, career development, compensation determination, and legal action. Examples: Personal medical information Donor name and amount, financial and bank information Legal documents that contain personal information Disciplinary documentation or sexual misconduct complaints Organizational restructuring and planning material Compensation information such as social insurance number, job ranking amounts Personal information gathered as part of pastoral duties Medical records Collection 1. Collect personal information only for a specific purpose and limit the amount and type of information gathered to what is necessary for the identified purposes. 2. Advise the individual of the purposes for which information will be used or disclosed, at or before the time of information collection. This may be done orally or in writing. If consent is granted or denied orally, then a follow-up letter must be issued to confirm in writing that the Office, agency or parish’s records reflect the individual’s wishes. A copy of the letter will be kept on file. 3. Consent must also be obtained again when collected information might be used for another purpose. 4. Personal information, stored electronically, will not be downloaded without the written consent of the head of the Office, agency or parish, who also reports this access to the Privacy Officer. Retention 1. Keep personal information only as long as is necessary to satisfy the purposes for which it was collected, but (a) information associated with compensation, disciplinary, legal and judicatory decisions is to be retained for an indefinite period of time, and (b) donor, restructuring, medical and job evaluation information is destroyed as soon as it is no longer necessary. 2. To safeguard from unauthorized access, disclosure, copying, use or modification, information must: (a) be kept in a locked file cabinet separated from the general personal files, if it will be used for disciplinary, juridical or misconduct information (b) be accessed only by officers listed on an access list, (c) be password protected by using security software and passwords where the data is in electronic format; (d) be accessed only by those who “need to know”; (e) be placed in the Archives, sealed and stamped with a date and a list of those who have access, when files with personal information related to disciplinary, juridical or misconduct activities are no longer active. 3. Destroy, erase or render anonymous information that is no longer required for an identified purpose or legal requirement. Dispose of personal information in a manner that prevents improper access. Shredding paper files or deleting electronic records are recommended. Any electronic equipment no longer used will be reformatted to ensure all personal information is over-written; simple deletion of files from the computer will not accomplish this. Distribution and Individual Access 1. Information is restricted to very few individuals/positions placed on a predetermined list. 2. Information must only be disclosed for the purpose it was collected. 3. Distribute personal information in a manner that prevents improper access. 4. Individuals have controlled access to their own personnel files and any other personal information collected about them, except for the consent exemptions listed above. 5. All points above apply to both written and electronic information. Level 2 – Confidential Criteria: Information is somewhat sensitive and if shared inappropriately could bring about embarrassment to an individual and/or the Diocese or it may bring about legal action against the diocese. The information is used for career development and legislative compliance. This information is considered private, but more individuals have access to it then the information in Level 1. Examples: Appointment letters Performance management and reviews Leaves of absence and disability Residential address and phone numbers Photographs or digital images of a person General complaints Parish files Compensation information such as salary and benefit amounts Special note: photographs and digital images of children Consent for the collection, retention and use of the images of children must be obtained from the child’s legal guardian. Collection 1. Collect personal information only for a specific purpose and limit the amount and type of information gathered to what is necessary for the identified purposes. 2. Advise the individual of the purposes for which information will be used or disclosed, at or before the time of information collection. This may be done orally or in writing. If consent is granted or denied orally, then a follow-up letter must be issued to confirm in writing that the Department’s records reflect the individual’s wishes. A copy of the letter will be kept on file. 3. Consent must also be obtained again when collected information might be used for another purpose. 4. Personal information, stored electronically, will not be downloaded electronically without the written consent of the head of the Office, agency or parish, who reports this access to the Privacy Officer. Retention 1. Keep personal information only as long as is necessary to satisfy the purposes (a) Information is to be retained for a definite period of time (7 years or as otherwise designated by the Office, agency or parish). (b) All information is destroyed as soon as it is no longer necessary 2. To safeguard from unauthorized access, disclosure, copying, use or modification information must: (a) be kept in a locked file cabinet (b) be accessed by officers listed on an access list, (c) be password protected by using security software and passwords where the data is in electronic format. (d) be accessed only by those who “need to know” 3. Destroy, erase or render anonymous information that is no longer required for an identified purpose or legal requirement. 4. Dispose of personal information in a manner that prevents improper access. Shredding paper files or deleting electronic records are recommended. Any electronic equipment no longer used will be reformatted to ensure all personal information is over-written; simple deletion of files from the computer will not accomplish this. Distribution and Individual Access 1. Information is restricted to individuals/positions on a predetermined access list. 2. Information must only be disclosed for the purpose it was collected. 3. Distribute personal information in a manner that prevents improper access. 4. All points above apply to written and electronic information. 5. Individuals have controlled access to their own personnel files and any other personal information collected about them, except for the consent exemptions listed above. Level 3 – General Information Criteria: Information is not sensitive and can be shared. This information is not restricted and many can have access to it. It is collected to assist the Diocesan Offices, agencies, or parishes in the accomplishment of their tasks. There is no confidential or restricted personal information included in this level. Examples: Reference files Periodicals and Journals Forms Board and Committee minutes (see below) Annual Reports Legislation and policies Collection Personal information is not to be collected in this category. Retention 1. Keep information only as long as is necessary to satisfy the purposes 2. 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