PROTECTION OF CLIENT’S PERSONAL INFORMATION
This document outlines how Banyan Work Health Solutions protects the privacy of your personal information. Everyone working at Banyan Work Health Solutions is required to adhere to the protections described in this policy.
COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
What personal information do we collect?
We collect the following personal information:
- Identification and Contact information (such as, but not limited to; name, address, date of birth)
- Funding information (such as, but not limited to; plan information, funding restrictions)
- Health information (such as, but not limited to; symptoms, diagnosis, medical history, reports, and treatment)
- Employment information (such as, but not limited to; current and past employment, work related concerns, job demands)
- Activities of Daily Living information (such as, but not limited to; daily activities, transportation, elder care, childcare, leisure, self care)
LIMITS ON COLLECTION
We collect only the information that is required to administer your file for the purpose of assessing your disability, providing rehabilitation/vocational rehabilitation assistance, and/or assisting in returning to work. Information collected may also be used for the purposes of program evaluation and quality improvement. We do not collect any other information, or allow information to be used for other purposes, without your consent – except where authorized to do so by law.
When and to whom do we disclose personal information?
Your consent is required before we will disclose your information to third parties for any purpose unless we are authorized to do so by law.
Disclosure to other health care providers:
In the process of administering your file, relevant health information may be shared with health care providers involved in your care, including (but not limited to) physicians and specialists, nutritionists, kinesiologists, psychologists, counselors, physiotherapists and occupational therapists.
Disclosures to all other parties:
In the process of administering your file, if indicated, information regarding return to work planning along with your functional abilities related to work may be disclosed to your employer and union. All information shared with your employer would be strictly related to function and your ability to perform your job. No details of diagnosis, treatment, medication or specialists would be shared with your Employer.
In addition, relevant information collected will be shared on a regular basis with the organization/insurer funding your services.
Can you withdraw consent?
You can withdraw or amend your consent at any time, except where Banyan Work Health Solutions has already made disclosures in reliance on your consent or the disclosure is authorized by law. If you refuse to provide consent or withdraw consent, you will be advised of the impact in terms of service provision from Banyan Work Health Solutions.
How do you access the personal information held by Banyan Work Health Solutions?
You have the right to access your record in a timely manner. If you request a copy of the information collected, one will be provided to you. If there is a cost, you will be advised of the amount once the privacy officer has reviewed your written request.
Requests for access to your information must be made in writing; you can contact
External Privacy Officer
Phone: 1.866.226.9262, Extension 404
What if you feel your record is not accurate?
We make every effort to ensure that all of your information is recorded accurately. If an inaccuracy is identified, you can request that a note be made to reflect this on your file.
How secure is your information? Safeguards are in place to protect the security of your information. These safeguards include a combination of physical, technological and administrative security measures that are appropriate to the sensitivity of the information. These safeguards are aimed at protecting personal information against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.
What is our communications policy? We protect personal information regardless of the format. Specific procedures are in place for communicating by phone, email, fax, and post/courier.
How long do we keep information? We retain your personal information as per our retention policy which is guided by requirements related to law and professional regulations. Currently the regulations state 10 years. Your information is stored digitally in Banyan Work Health Solution’s on-premise servers. Any hard copy material is shredded after digitization.
How do we dispose of information when it is no longer required? When information is no longer required, it is destroyed in a secure manner, according to set procedures that govern the storage and destruction of personal information.
If you believe that Banyan Work Health Solutions has not replied to your access request or has not handled your personal information in a reasonable manner, please address your concerns with the External Privacy Officer. If you are still concerned after contacting the External Privacy Officer, you may also choose to make a complaint to the relevant licensing authority; the provincial privacy commissioner; or the federal privacy commissioner. Banyan Work Health Solutions is committed to protecting your privacy. Additional information regarding privacy is available on our website – www.banyanconsultants.com
If you have any questions regarding our privacy practices, please contact our External Privacy Officer
Phone: 1.866.226.9262, Extension 404