Written: November 29, 2010
All Ontario Youth Convention (AOYC) and associated programs and events have always been and are still committed to protecting the privacy of the personal information of its participants, supporters and associated parties. We value the trust of those we deal with, and of the public, and recognize that maintaining this trust requires that we be transparent and accountable in how we treat the information that you choose to share with us.
During the course of our interaction with you in ministry and related activities, we frequently gather and use personal information. Anyone from whom we collect such information should expect that it will be carefully protected and that any use of this information is subject to your consent. Our privacy practices are and always have been designed to achieve this.
Defining Personal Information
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual. Exceptions: business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information.
Where an individual uses his or her home contact information as business contact information as well, we consider that the contact information provided is business contact information, and is not therefore subject to protection as personal information.
Personal information gathered by the AOYC and affiliated programs and events is kept in the strictest confidence. Our personnel are authorized to access personal information based only on their need to deal with the information for the reason(s) for which it was obtained, including ongoing ministry. Safeguards are in place to ensure that the information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered.
We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in the light of the circumstances. We routinely offer individuals we deal with the opportunity to opt not to have their information shared for purposes beyond those for which it was explicitly collected.
Website and Electronic Commerce
We use password protocols and encryption software to protect personal and other information we receive when a product or service is requested online. Our software is routinely updated to maximize protection of such information.
Images of participants, captured during regular and special All Ontario Youth Convention (AOYC) activities through video, photo and digital camera, may be used solely for the purposes of AOYC promotional material and publications. Participants waive any rights of compensation or ownership thereto.
Privacy and Confidentiality in Care Given By Health Care Providers at the AOYC
- Consent (verbal) must be obtained before care is provided.
- All documentation must remain confidential.
- Volunteer nurses are able to collect personal health information to provide care but must protect the client’s privacy and confidentiality in accordance with the CNO’s Privacy and Confidentiality Practice Standard.
- Notify the conventioneer’s emergency contact in the case of an emergent or non-emergent hospital visit or the situation requires the conventioneer to leave the convention early.
- Consent must be obtained from client to notify another person in the event that the emergency contact is not available.
- Notification of emergency contact and release of health information regarding the incident for a volunteer or staff of the AOYC event is based on the discretion of the nurse and upon the severity of the situation, the client’s wishes, and the capability of the client to make decisions at that point.
- Disclosure of information regarding the incident may occur without consent in the event that disclosure is needed to provide care and consent cannot be obtained quickly or to contact a friend or relative of the client in order to obtain consent.
Attention: Privacy Officer
More Privacy Act info at www.privcom.gc.ca