Statement of Information Practices

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Under the Personal Health Information Protection Act (PHIPA), I am governed as a “Health Information Custodian” (HIC). I am also governed by the Ontario College of Social Workers and Social Service Workers (OCSWSSW). I want you to feel safe and comfortable working with me, and I am committed to respecting your privacy and protecting your personal information.

In accordance with PHIPA and OCSWSSW, below are details about how personal health information is collected, protected and disclosed, how you can request access to your record and request corrections, and how to file a complaint.

Information Collection, Protection & Disclosure

In administering my practice, I make use of a secure, web-based practice management system to store and manage my client records. This includes information such as client appointments, billing documents, session notes, contact details, and other client-related information and documents. The system I use is encrypted, has servers exclusively located in Canada (Toronto and Montreal), and access to the system is granted only on an as-needed basis and governed by my strict confidentiality policy. Additionally, all practice data in the system is routinely backed up to ensure the privacy and protection of sensitive client information and to assist me with PHIPA compliance. 

In addition, any handwritten and printed notes and documents are stored in a locked filing cabinet. As per PHIPA regulations, all records are retained for a minimum of 10 years. When records are destroyed, they are done so in a manner that safeguards personal information.

Confidentiality is respected at all times. No information will be communicated or disclosed without your explicit, informed consent, and you have the right to withhold or withdraw consent at any time. Rare exceptions include the following legal and ethical obligations: 

• risk of serious bodily harm to yourself or someone else
• a court order to release a file
• knowledge or suspicion of child abuse or neglect
• prevention of a serious miscarriage of justice, e.g. wrongful conviction
• professional misconduct committed by a social worker
• clinical supervision without providing any identifying information
• a need to defend myself legally against a complaint

Access to Your Record

If you wish to access your record at any point in time, simply submit your request in writing. This request may also be submitted by a substitute decision maker, if applicable.

Modification of Your Record

If after having access to your record you feel your record is inaccurate or incomplete and wish any modifications to be made, this request can be made in writing.

Filing a Complaint

If you are concerned about how your personal information is being managed, you can:

• Speak with me directly to have your concerns addressed
• Report your concern to the Information and Privacy Commissioner of Ontario 
• Report your concern to the Ontario College of Social Workers and Social Service Workers