HOW WE RETAIN AND DISPOSE OF INFORMATION
CPIN is a provincial information management system used by CASs. CPIN is the primary tool for storing information needed to deliver CAS services. CPIN contains information about children and their families who receive child protection services. It also contains information about caregivers and those who seek to provide care to children in need, such as foster parents, adoptive parents and members of a child’s extended family.
In CPIN, information is stored in person, case and provider records that are designed to hold the unique information for each service. Person, case and provider records are linked when appropriate to create an overall picture of a client’s or caregiver’s child protection services.
We also have some older paper and electronic case files that predate CPIN. We keep the information collected because it might be necessary for future cases. We also keep the information because former service recipients may ask to see their records.
Your personal information must be kept private and secure. Everyone here is bound by confidentiality. We have to protect your information from loss or theft and make sure no one looks at it or does something with your information if they are not involved in providing services to you or allowed as part of their job. If there is a privacy breach, we will tell you (and we are required by law to tell you).
This applies equally to what we enter into CPIN and other electronic information systems, as well as paper or electronic copies of records, reports, financial records, administrative notes, voice messages, text messages, and emails (including on laptops and cell phones) and any other ways personal information can be recorded.
ACCESS AND CORRECTION
With limited exceptions, you have the right to access the personal information we hold about you that relates to a service provided to you.
If you need a copy of your service records, please contact us in writing at:
Kawartha-Haliburton Children’s Aid Society
1100 Chemong Rd
In some situations, you may be denied access to some or all of your personal information about service (with any such denial being in accordance with the law).
We try to keep your personal information accurate and up-to-date. Please let us know if you disagree with what is recorded, and we will make the change or otherwise we will ask you to write a statement of disagreement and we will attach that statement to your service record.
FOR MORE INFORMATION OR COMPLAINTS
We encourage you to contact your worker with any questions or concerns you might have about our information practices. You can also reach our Privacy Designate who is Sandra Woods.
If your privacy questions have not been answered or issues not resolved to your satisfaction, you may wish to make a formal privacy complaint to us.
If, after contacting us, you feel that your concerns have not been addressed to your satisfaction, you have the right to complain to the Information and Privacy Commissioner of Ontario. The Information and Privacy Commissioner of Ontario is responsible for making sure that privacy laws are followed in Ontario.
The Commissioner can be reached at:
Information and Privacy Commissioner of Ontario
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8
Phone: 416-326-3333 or 1-800-387-0073