Spectrum Rehabilitation Services Inc.
Rehabilitation Consultants

PRIVACY PROTECTION:
This document outlines how Spectrum Rehabilitation Services protects the privacy of your personal information. Everyone working with Spectrum Rehabilitation Services is required to adhere to the protections described in this policy.

COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
What personal information do we collect?
We collect the following information:
• Identification and Contact information (such as, but not limited to: name, address, date of birth)
• Funding information (such as but not limited to: plan information, funding restrictions)
• Health information (such as, but not limited to; symptoms, diagnosis, medical history, report, treatment)
• Employment information (such as, but not limited to: current and past employment, work related concerns, job demands)
• Activities of daily Living information (such as, but not limited to: daily activities, transportation, elder care, childcare, leisure, self care)

LIMITS ON COLLECTION
We collect only the information that is required to administer your file for the purpose of assessing your disability, providing rehabilitation/vocational rehabilitation assistance, and/or assisting in returning to work. Information collected may also be used for the purposes of evaluation and quality assurance.

We do not collect any information, or allow information to be used for other purposes, without your consent – except where authorized to do so by law.

When and to whom do we disclose personal information?
Your consent is required before we will disclose your information to third parties for any purpose unless we are authorized to do so by law.

Disclosure to other health care providers: In the process of administering your file, relevant health information may be shared with health care providers involved in your care including (but not limited to) physicians and specialists, nutritionists, kinesiologists, psychologists, counsellors, physiotherapists and occupational therapists.

Disclosures to all other parties: In the process of administering your file, if indicated, information regarding your return to work planning along with your functional abilities related to work may be disclosed to your employer. All information shared with your employer would be strictly related to function and your ability to perform your job. No details of diagnosis, treatment, medication or specialists would be shared with your employer.

In addition, relevant information collected will be shared on a regular basis with the organization/insurer funding your services.

Can you withdraw consent?
You can withdraw or amend consent at any time, except where Spectrum Rehabilitation Services has already made disclosures in reliance on your consent to the disclosure is authorized by law. If you refuse to provide consent to withdraw consent, you will be advised of the impact in terms of service provision from Spectrum Rehabilitation Services.

ACCESS
How do you access the personal information held by Spectrum Rehabilitation Services?
You have the right to access your personal record in a timely manner. If you request a copy of the information collected, one will be provided to you. If there is a cost, you will be advised of the amount once the Director has reviewed your written request.

Requests for access to your information must be made in writing.

What if you feel your record is not accurate?
We make every effort to ensure that all of your information is recorded accurately. If an in accuracy is identified, you can request that a note be made to reflect this on your file.

INFORMATION SAFEGUARDS
How secure is your information?
Safeguards are in place to protect the security of your information. These safe guards include a combination of physical, technological and administrative security measures that are appropriate to the sensitivity of the information. These safeguards are aimed at protecting personal information against loss of theft, as well as unauthorized access, disclosure, copying, use or modification.

What is our communications policy?
We protect person information regardless of the format. Specific procedures are in place for communicating by phone, email, fax and post/courier.

How long do we keep information?
We retain personal information for 8 years as per our retention policy which is guided by requirements related to law and professional regulations. Your information will be stored securely.

How do we dispose of information when it is no longer required?
When information is no longer required, it is destroyed in a secure manner, according to set procedures that govern the storage and destruction of personal information.

COMPLAINTS PROCESS
If you believe that Spectrum Rehabilitation has not replied to your access request or has not handled your personal information in a reasonable manner, please address your concerns to the Director.

If you are still concerned after contacting the Director, you may also choose to make a complaint to the relevant licensing authority, the provincial privacy commissioner or the federal privacy commissioner.

Spectrum Rehabilitation Services is committed to protecting your privacy.