Glossary of Terms
- “Agreement” refers to a funding contract for direct person service provision, made between Alberta Education and a service provider organization.
- “Control”, in the context of records subject to the applicable privacy legislation or similar legislation, means the ability of an organization to determine whether and how a record is created, stored, modified, or destroyed, regardless of who has physical custody of the record.
- “Designated privacy officer” is the individual in the organization who can advise employees with privacy related questions and assist with person requests, as needed. In public bodies subject to FOIP, this will normally be the FOIP Coordinator. Other individuals in the organization, such as supervisors may be delegated to act on the designated privacy officer’s behalf.
- “Employee” refers to organization employees as well as any person, including volunteers and subcontractors, providing services on the organization’s behalf.
- “We”, “us” and “our” collectively refer to The Uncomplicated Family Inc.
- “Legislation” means the privacy legislation, as amended from time to time, that governs The Uncomplicated Family Inc.
- “Personal Information” means personal information as defined in the privacy legislation to which The Uncomplicated Family Inc. is subject. Where definitions differ across applicable legislation, the broadest definition shall apply.
1.1 Legal protections for personal information
Privacy legislation sets the legal authority and ground rules for our collection, use and disclosure of personal information for the services we provide.
1.2 Our privacy and confidentiality commitment
We have to collect, use and disclose some personal information about our persons to deliver services. Protecting their personal information is one of our highest priorities. We are responsible for personal information in our possession or custody.
1.3 What is personal information
Personal information is recorded information about an identifiable individual, as defined in the applicable privacy legislation. Personal information includes such things as name, gender, birth date, where the individual lives, the individual’s home, cell, business and fax numbers, e-mail address, marital status, photos and unique personal identifiers assigned to that individual, such as a social insurance number, driver’s license number, credit card number or a file number. It also includes other information about an identifiable individual contained in case files or any other records.
Recorded information includes any information that is written, photographed, recorded or stored in any manner, but does not include computer programs or other mechanisms such as a photocopier or fax machine that copy records.
1.4 What personal information we collect
We only collect the personal information necessary to provide the services that best meet a person’s needs. We do not collect personal information that is “nice to know” or “just in case we might eventually need it”.
1.5 How we collect personal information
We normally collect personal information directly from our persons. Sometimes we may collect a person’s personal information from other persons or organizations, with personal consent or as authorized by the applicable privacy legislation.
When we collect personal information, our persons have a right to know why we are collecting their personal information, what we will be using it for, and who may see it. We will inform our persons, before or at the time of collecting personal information, of the purposes for which we are collecting the information.
If someone asks a question about the purpose for the collection, use or disclosure of information, we will provide an answer or refer the person to someone who can. We have designated a privacy officer who can help our staff and assist with person questions or requests, as needed.
1.6 Notice and consent
We provide notice of the information that may be disclosed and request the person’s authorization for the disclosure. We may be unable to provide services if this authorization is refused.
Except when required by law, written personal consent is required before we provide personal information to outside agencies or individuals. If we refer a person to another service provider, before sharing any information with that service provider we will get the person’s written consent. We will not share personal information with any person or organization outside those listed in the written consent, except as required by law.
A person may withdraw consent to the use and disclosure of personal information at any time, unless the personal information is necessary for us to fulfill our obligations under law. We will respect a person’s decision, but we may not be able to provide certain services if we do not have the necessary personal information. A withdrawal of consent cannot be retroactive; that is, it cannot be applied to actions taken in the past.
1.7 Ensuring accuracy of personal information
When we collect information about a person, we make every reasonable effort to ensure that the personal information we collect is accurate and complete. We want to prevent using wrong or inaccurate information to decide about a person.
We rely on persons to tell us if there is a change to their personal information that may affect the services they receive.
1.8 How we use and disclose personal information
We only use and disclose a person’s personal information for the purposes for which the information was collected, or for purposes that are clearly consistent with the original purposes. If we wish to use or disclose a person’s personal information for any other purposes, we will ask for personal consent before doing so.
1.9 How we keep personal information safe
We make every reasonable effort to protect all personal information from unauthorized access, collection, use, disclosure, copying, modification or disposal, or similar risks, using measures appropriate for the sensitivity of the information.
1.10 Access to records containing personal information
Persons have a right to access their own personal information in our records, subject to a few specific exceptions in law. Such access may be subject to procedures, fees or conditions associated with the processing of such requests, including proof of identity.
For research requests that need access to records or personal data, Privacy Officer should be contacted. The request should contain general information about the research project and detailed explanation of how the data will be used. An evaluation will be made and the requester will be notified within 14 business days following the request.
1.11 Right to request correction
Persons may request correction of any errors or omissions in their factual personal information by making a request in writing. We can correct factual errors whenever we are notified of them. In some cases, we may ask for verification.
If the request is to change information that reflects a professional opinion or assessment, the request will be directed to our designated privacy officer. We may be limited in our ability to change information that reflects a professional opinion or evaluation.
1.12 Questions and complaints
2520 Capitol Hill Crescent NW