Privacy of personal information is an important principle to Martin Luther Child Care (“The Centre”). We are committed to protecting the privacy of our employees, placement students, volunteers, clients, the children in our care, and confidential business information.
The Centre is committed to collecting, using, and disclosing personal information responsibly and only to the extent necessary for the services we provide.
Definiton of personal information
Personal information is information about an identifiable individual. Personal information includes but is not limited to information that relates to their personal characteristics, (e.g., gender, age, income/financial status, home address or phone number, ethnic background, family status), their health, (e.g., medical history, health conditions, health services received by them), or their activities and views, (e.g., religion, politics, opinions expressed by an individual, an opinion or evaluation of an individual). Personal information regarding employees includes employment history, vulnerable sector police reference check results or related information, and work performance regarding any allegations, investigations, or findings of wrong-doing, misconduct or discipline.
Information not considered confidential
The name, position, and business telephone number/business email address of employees and the name, position, title, and public contact information of current Board members.
Security in protecting personal information
The organization understands the importance of protecting personal information. For that reason, the organization has taken the following steps:
- All personal information is physically secured from access by unauthorized persons
- Secured access is ensured in all areas where client, staff, and Board member records are kept
- Information stored on paper is secured in a locked or restricted area
- Electronic hardware is either under constant supervision or secured in a locked or restricted area. In addition, secure passwords, which are changed every three months, are used on computers
- Information stored on paper is packed in sealed, addressed envelopes or boxes and transferred and/or destroyed by reputable companies
- Organizational safeguards, including computer security measures are maintained
- External consultants and agencies with access to personal information must commit to a non-disclosure (confidentiality) agreement with the organization prior to accessing the information or working with the organization.
Retention and destruction of personal information
The organization needs to retain personal information long enough to ensure that it can answer any questions brought to it regarding the services provided and for its own accountability to external regulatory and legislative bodies.
The organization keeps client files for three (3) years following termination of the client relationship. Financial records are kept for seven years. Employee files are kept for seven years after termination of employment.
The Centre securely destroys personal information in accordance with its Document Retention Policy. Paper files that contain personal information are destroyed through secure shredding services. Electronic information is destroyed by deleting it from the storage medium. When the computer is discarded, the hard drive is securely formatted or physically destroyed to permanently render inaccessible any information contained within.
You can look at your information
With some exceptions, clients have the right to see what personal information the organization holds about the client and their child(ren). The client may make a written request for access to this personal information at any time. The organization reserves the right to charge a nominal fee for providing copies of its documents.
The organization will not respond to third-party requests for information without the client’s prior written consent except from the following:
- For Families: Police Services, Children’s Aid Societies, Public Health, College of Early Childhood Educators, professional licensing/governance bodies as applicable, or upon receipt of a subpoena such as in the case of a legal/custody dispute, or that may otherwise be required by law.
- For Staff: Police Services, Children’s Aid Societies, College of Early Childhood Educators, professional licensing/governance bodies as applicable, or upon receipt of a subpoena such as in the case of a legal dispute or that may otherwise be required by law.
Changes and updates to the privacy notice
Martin Luther Child Care reserves the right, at its discretion, to amend the Privacy Notice at any time, for any reason, without prior notice to you, other than the posting of the amended Privacy Notice on this website. Please check this website to see the current Privacy Notice that is in effect and changes that have been made to it.
This policy is effective from September 5, 2019.
Questions, complaints, and concerns
If you have any questions, concerns, or complaints in relation to privacy or personal information, please contact us at https://martinlutherchildcare.ca/contact-us. We will take reasonable steps to resolve those concerns as soon as practicable.