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PRIVACY POLICY
Maintaining and protecting the privacy of personal information is
an important principle to Ontario Rehabilitation Management Inc.
and is fundamental to our business. We are committed to collecting,
using and disclosing personal information responsibly and only to
the extent necessary for the services we provide. This document
describes our privacy policy in full detail such that you may better
understand how we ensure the protection of privacy and confidentiality
of personal information.
What is personal information?
Personal information is any information
about an identifiable individual. Personal information includes
information that relates to an individual's personal characteristics,
health, activities and views. Personal information does not include
business information, such as an individual's business address and
telephone number. Business information is not protected by privacy
legislation.
How Do We Collect Personal Information?
The referring party directly provides personal
information about their client to Ontario Rehabilitation Management
Inc. such that we may provide requested services. Additional personal
information about the client will also be collected by Ontario Rehabilitation
Management Inc., with the client's consent and only as is reasonably
required, during the provision of service.
Who Are We?
Ontario Rehabilitation Management Inc. is
made up of various professionals including Occupational Therapists,
Kinesiologists, Ergonomic Evaluators, Rehabilitation Consultants,
Vocational Counsellors, and Independent Medical Evaluators. We also
use a number of agencies that may, in their course of their duties,
have limited access to the personal information that we hold. These
agencies include, but are not necessarily limited to, translation
companies, housekeeping and attendant care agencies, transportation
providers and assistive device vendors. We restrict the access of
such agencies to any personal information we hold wherever reasonably
possible. We also have the assurance that such agencies follow their
own appropriate privacy principles.
Primary Purposes
for Collection of Personal Information
About our Clients
At Ontario Rehabilitation Management Inc.,
we collect, use and disclose personal information in order to provide
services to our clients as requested by referring parties.
For our clients,
the primary purpose for collecting personal information are as follows:
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to provide
rehabilitation, vocational and case management services |
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to conduct
independent medical examinations |
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to provide treatment and rehabilitation
programs |
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to complete worksite interventions |
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to produce reports and generate
file information |
Examples
of the type of personal information we collect for the above noted
purposes include the following:
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Client's
personal information, including name, address, gender, date
of birth, marital status, family status etc. |
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Client's
health history, including accident/disability details, medical
and psychological history, family history, physical condition
and function, medical, rehabilitation and emergency records
etc. |
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Client's employment history,
including employer contact information, wage and benefit information,
job descriptions, performance reviews etc. |
| • |
Client's educational history,
including transcripts and reports etc. |
About the General Public
On our website we only collect, with the
exception of cookies, the personal information you provide and only
use that information for the purpose you gave it to us, for example
to respond to your referral or to an email query. Cookies are only
used to help you navigate our website and are not used to monitor
you.
About our Consultants, Volunteers
and Students
Our primary purpose for collecting personal
information regarding the people who do work for us is to ensure
that we can contact them as needed for work-related purposes and
to be able to forward necessary work-related communication such
as sending paycheques. Examples of the type of personal information
we collect for these purposes include home addresses, telephone
numbers, email addresses and pager numbers. If consultants, volunteers
or students request a letter of reference or an evaluation, we will
collect information about their work related performance and provide
a report as authorized by them.
Obtaining
Client Consent
A client's knowledge and consent is required
prior to collecting, using or disclosing their personal information.
The exception to this requirement for knowledge and consent is where
collection, use and disclosure are required by law. Client consent
will be obtained in writing in cases where such information is sensitive,
such as in the case of medical information.
Disclosure
of Personal Information
We disclose personal information to third
parties, with client consent, only for the primary purposes of providing
services and conducting business as outlined above. Third parties
with whom we may share personal information during the course of
providing such services may include:
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Referring
Party |
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ORMI consultants |
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Medical practitioners and health
care providers |
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Legal representatives/SABS representatives |
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Agencies from whom we require
services, such as, but not limited to, translation, transportation
and vendor companies |
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Government and ministry officials |
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Parties who provide services
for us, such as mailing and courier delivery companies |
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Parties to whom we are legally
obligated to provide information |
Protecting
Personal Information
Ontario Rehabilitation Management Inc. takes
the following steps to protect personal information:
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Paper
information is either under supervision or secured in a locked
or restricted area. |
| • |
Sensitive
waste paper is shredded. |
| • |
Electronic hardware is either
under supervision or secured in a locked or restricted area
at all times. In addition, passwords are used on computers and
documents saved within the computers. All of our cell phones
are digital as these signals are more difficult to intercept. |
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Paper information is transmitted
through sealed, addressed envelopes or boxes by reputable companies. |
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Electronic information is transmitted
either through a direct line or has identifiers removed or is
password protected. |
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Staff are trained to collect,
use and disclose personal information only as necessary to fulfill
their duties and in accordance with our privacy policy. |
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External consultants and agencies
with access to personal information must enter into privacy
agreements with us. |
Retention
and Destruction of Personal Information
Personal information is retained by Ontario
Rehabilitation Management Inc. for as long as is legally necessary
such that we have sufficient information to respond to any issues
or questions that may arise following our provision of a service;
typically such information is retained for 10 years. Once personal
information is no longer required, it is destroyed. Paper files
are destroyed by shredding the documents contained within. Electronic
information is destroyed by deleting the file and, when the computer
hardware is discarded, we ensure that the hard drive is physically
destroyed.
How You Can
Access Your Information
With only a few exceptions, you have the
right to see the personal information that we hold about you. Following
our receipt of a written request, we will provide access to personal
information to authorized individuals within 30 days. If for any
reason we are unable to provide access to the requested information,
we will advise of the refusal, with explanation, within 30 days
of our receipt of your request.
To determine whether you are authorized to access the requested
personal information, we will first have to confirm your identity.
If you are deemed authorized to access the information, we will
help you to identify what records we might hold about you and also
try to help you understand any information you may not understand
(e.g., short forms, technical language, etc.). Please note, we reserve
the right to charge for our costs incurred in providing the requested
information.
Following your review of the information, you have the right to
request corrections if you feel there are mistakes within the file.
This right to request changes, however, only applies to factual
information and not to any professional opinions we may have formed.
We may ask you to provide documentation that our files are wrong.
Where we agree that we made a mistake, we will make the correction
and, where appropriate, notify anyone to whom we sent this information.
If we do not agree that we have made a mistake, we will agree to
include in our file a brief statement from you on the point and,
as appropriate, we will forward that statement to anyone else who
received the earlier information.
How to contact
us?
If you have any questions or concerns regarding
our Privacy Policy, you may contact our Operations
Manager at 705-719-2215.
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