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Privacy Legislation - Internal Document - PDF

New federal privacy legislation, Privacy Information and Electronics Documents Act (PIPEDA), will be in effect on January 1, 2004. Organizations collecting, using or disclosing personal information in the course of commercial activity within a province or between provinces are required to comply with the privacy legislation.

Definition of Personal Information within PIPEDA Personal information includes any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form, such as:
  • Age, name, ID numbers, income, ethnic origin, medical records, purchasing and spending habits, marital status, family status, religion, education, home address and telephone number
  • Opinions, evaluations, comments, or disciplinary actions
  • Employee files, credit records, loan records, existence of a dispute between a consumer and a merchant, intentions (for example, to acquire goods or services or change jobs)
Personal information does not include a name, title, business address or telephone number of an employee of an organization nor an individualís collection, use or disclosure of personal information strictly for personal use such as a greeting card list.

Privacy Legislationís 10 Principles
St. John must comply with the following 10 principles as defined within PIPEDA:
  • Accountability: St. John Ambulance is responsible for the protection of all personal information under its control.
  • Identifying Purposes: St. John Ambulance must document why it is collecting the information before it is collected and advise an individual of new and/or additional purpose for collecting personal information and seek consent, unless otherwise required or permitted by law.
  • Consent: The individual must consent to the collection, use or disclosure of the information except where required or permitted by applicable law.
  • Limiting Collection: The information collected on the individual must be limited to information for the purpose identified by St. John Ambulance.
  • Limiting Use, Disclosure, and Retention: Personal information can only be used or disclosed for the purpose for which it was collected unless the individual has consented or as required or permitted by law.
  • Accuracy: Personal information must be maintained as accurate and complete as is necessary for the purpose for which it was to be used.
  • Safeguards: St. John Ambulance must protect personal information against loss, theft and safeguard information from unauthorized access by implementing security safeguards appropriate to the sensitivity of the information regardless of the format in which it is held.
  • Openness: St. John Ambulance has an obligation to make public its personal information protection policies and practices.
  • Individual Access: St. John Ambulance has an obligation to grant an individual access to the personal information that has been collected about them.
  • Challenging Compliance: Individuals may direct questions and inquiries with respect to the ten principles outlined above or about our practices by contacting the Privacy Officer within their respective Council within their jurisdiction or the Privacy Officer at National Office of St. John Ambulance.

A Privacy Officer has been identified within each Provincial / Territorial Council and shall be responsible for the implementation of the new privacy policy. The policy has been approved by the National Management Team. Final approval of the policy by Priory Council will be completed early 2004 and adopted by the respective Provincial / Territorial Councils.

A toolkit is currently being prepared by the Privacy Working Group to assist each Council with the implementation of the Privacy Policy. The toolkit will include:
  • A Privacy Legislation Training Presentation (PowerPoint)
  • A St. John Ambulance Privacy Policy Training Presentation (PowerPoint) designed for staff and volunteers.
  • New St. John Ambulance Privacy Policy
  • Privacy Legislation - Questions & Answer Sheet
  • Communications document will be provided to your Council for distribution to your Corporate Clients, St. John Ambulance Members and Patient Care Event Sponsors.
  • Privacy Statement to be included with each collection point including student registration forms, volunteer application forms, and the like will be provided to each Council.
These tools will be available to you in January 2004.

Should you have any questions regarding the privacy legislation, please do not hesitate to contact your Councilís Privacy Officer or Kimberley Ghosh, Privacy Officer at National Office or call (613) 236-7461.

Privacy Legislation - Internal Document - PDF

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