ONTARIO ABORIGINAL HOUSING SUPPORT SERVICES CORPORATION
Policy On the Collection, Use and Disclosure Of Personal Information
OAHS endeavours to ensure that any Personal Information provided by Clients and in its possession is as accurate, current and complete as necessary for the purposes for which OAHS uses that data. Information contained in files that have been closed is not actively updated or maintained.
OAHS retains Personal Information as long as OAHS believes it is necessary to fulfil the purpose for which it was collected and Firm legal or business requirements.
OAHS endeavours to maintain adequate physical, procedural and technical security with respect to its offices and information storage facilities so as to prevent any loss, misuse, unauthorized access, disclosure, or modification of Personal Information.
OAHS further protects Personal Information by restricting access to it to those Employees and Contractors that the management of OAHS has determined need to know that information in order that OAHS may provide services to Clients.
6. Access to Personal information
OAHS permits access to and review of Personal Information held by OAHS about an individual by the individual concerned.
If an individual believes any Personal Information concerning that individual is not correct, that person may request an amendment of that information by sending a request to the person indicated in Section 1 of this Policy. OAHS reserves the right not to change any Personal Information but will append any alternative text the individual concerned believes appropriate. Where not required to be retained by the Firm, an individual may also request that OAHS delete an individual’s Personal Information from OAHS’s system and records. However, due to constraints of computer technology and the fact that OAHS backs up its systems, Personal Information may continue to reside in OAHS’s systems after deletion. Individuals, therefore, should not expect that their Personal Information would be completely removed from OAHS systems in response to an accepted request for deletion.
OAHS reserves the right to decline access to Personal Information where the information requested:
a) Would disclose the Personal Information of another individual or of a deceased individual;
b) Would disclose business confidential information that may harm OAHS or the competitive position of a third party;
c) Is subject to solicitor-client or litigation privilege;
d) Could reasonably result in: (i) serious harm to the treatment or recovery of the individual concerned; (ii) serious emotional harm to the individual or another individual; or (iii) serious bodily harm to another individual;
e) May harm, or interfere with, law enforcement activities and other investigative or regulatory functions of a body authorized by statute to perform such functions;
f) Is not readily retrievable and the burden or cost of providing would be disproportionate to the nature or value of the information; or
g) Does not exist, is not held, or cannot be found by OAHS.
Where information will not or cannot be disclosed, the individual making the request will be provided with the reasons for non-disclosure.
Where information will be disclosed, OAHS will endeavor to provide the information in question within a reasonable time and no later than 30 days following the request.
OAHS will not respond to repetitious or vexatious requests for access. In determining whether a request is repetitious or vexatious, it will consider such factors as the frequency with which information is amended, the purpose for which the information is used, and the nature of the information.
To guard against fraudulent requests for access, OAHS will require sufficient information to allow it to confirm the identity of the person making the request before granting access or making corrections.
7. Amendment of Practices and This Policy This statement is in effect as of January 1, 2004.
OAHS will from time to time review and revise its privacy practices and this Policy. In the event of any amendment, an appropriate notice will be communicated to Clients and others in an appropriate manner.