Privacy Policy
Purpose and Scope
The Thompson Region Division of Family Practice (“the Division”) is committed to protecting the privacy, confidentiality, and security of all personal information in our custody or control. This policy outlines our organizational approach to the collection, use, storage, sharing, and safeguarding of personal information, in compliance with the BC Personal Information Protection Act (PIPA) and all other applicable laws. This policy applies to all personal and sensitive information handled by our organization, including information relating to members, staff, patients (where applicable), program participants, contractors, and partners.
Collection, Use, and Disclosure of Personal Information
- Limited Collection: We collect only the personal information necessary to fulfill legitimate purposes related to our programs, services, member management, and evaluation activities.
- Purpose Specification: At or before the time of collection, we inform individuals of the purposes for which their information is being collected and obtain consent where required.
- Limited Use and Disclosure: Personal information is used or disclosed only for the purpose for which it was collected, or as otherwise permitted or required by law. Any secondary use (such as for evaluation, reporting, or research) is subject to additional consent and de-identification where possible.
Safeguarding and Security
- We take reasonable measures to protect all personal information in our custody or control against loss, theft, unauthorized access, disclosure, copying, use, or modification.
- Security safeguards include password protection, access controls, secure storage (physical and digital), regular data audits, and staff training.
- Access to personal information is limited to those who require it to perform their roles and is governed by role-based permissions.
Data Quality and Retention
- We take reasonable steps to ensure that personal information is accurate, complete, and up to date for its intended use.
- Personal information is retained only as long as necessary to fulfill identified purposes, or as required by law or contractual obligations. Secure disposal procedures are followed for records no longer needed.
Access, Correction, and Accountability
- Individuals have the right to request access to their own personal information held by the Division and to request correction of inaccuracies.
- Requests for access or correction are managed through the Division’s Privacy Officer, who will respond within legal timeframes.
- The Division’s Privacy Officer oversees compliance with this policy, handles questions and concerns, and responds to complaints or suspected breaches.
Openness and Transparency
- This Privacy Policy is available to all staff, members, partners, and the public.
- We are committed to transparency about our privacy practices and will provide information or respond to questions upon request.
Breach Reporting and Response
- All privacy breaches or suspected breaches must be reported immediately to the Division’s Privacy Officer.
- The Division will investigate all incidents and, where appropriate, notify affected individuals and regulatory bodies in accordance with applicable laws
Policy Review and Amendment
- This policy will be reviewed at least annually and as required to reflect changes in legislation, organizational practices, or data holdings.
- Amendments will be communicated to staff, members, and partners as appropriate.
Contact Information
For questions, requests, or to report a privacy concern, please contact: Privacy Officer, Thompson Region Division of Family Practice privacy@thompsondivision.ca
