Privacy Policy

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Peel Family Mediation Services (“PFMS”) is committed to providing service excellence while protecting the privacy and confidentiality of the individuals and organizations we work with.  Personal information is handled in accordance with applicable privacy laws and internal confidentiality practices.

To promote responsible and transparent personal information management, PFMS developed this Privacy Policy based on the ten principles of Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) regarding the collection, use and disclosure of personal information in commercial activities. This Privacy Policy applies to personal information about individuals that is not openly available from public sources.

The 10 principles are:

1. Accountability
2. Identifying purposes
3. Consent
4. Limiting collection
5. Limiting use, disclosure, and retention
6. Accuracy
7. Safeguards
8. Openness
9. Individual access
10. Challenging compliance

PFMS employees and contractors are bound to the principles and guidelines of our Privacy Policy and are informed about our commitment to privacy and confidentiality. Access to personal information is limited to those who require it to fulfill contractual obligations to us and individuals with whom we and they interact.

Privacy Principles

Accountability 

PFMS is responsible for maintaining the privacy and confidentiality of personal information in our possession or under our control. Our Privacy Officer is responsible for ensuring compliance with our Privacy Policy and with federal privacy legislation.  

Identifying Purposes

Before or at the time of information collection, PFMS is obligated to identify the purposes for which personal information is being collected.  We collect personal information to identify, establish and commence relationships with individuals so we can better understand their needs and in light of the services we can offer to them, primarily information related to family law court procedures and family mediation services. Also, where applicable, we collect credit card information for payment processing of fees for certain services.

Consent

Where appropriate, PFMS will obtain the knowledge and consent of individuals before collecting, using, or disclosing personal information, except where otherwise permitted or required by law or the Agreement to Mediate. This consent will be deemed implied when the individual initiates contact for assistance and provides his or her personal and payment information.

Limiting Collection 

PFMS will limit the collection of personal information to that which is necessary for the identified purposes, using fair and lawful means.

Limiting Use, Disclosure & Retention

PFMS will not use or disclose personal information for purposes other than those for which it was collected, except with the consent of the individual or as required or permitted by law. 

PFMS does not sell or share personal information with third parties except where necessary to provide services, such as to mediators, who are independent contractors.

PFMS engages mediator contractors, and information and referral coordinators and other third parties to perform functions and provide services to us such as payment processing companies. We may share your information with these third parties, but only to the extent necessary to perform these functions and provide such services. However, we are not responsible for any information you provide to any service provider directly.

PFMS will retain personal information only as long as necessary for the fulfillment of the purposes for which it was collected, or as required by legal or contractual obligations.

Accuracy 

PFMS will keep personal information as accurate, complete and up-to-date as necessary for the purposes for which it is to be used.

Safeguarding

PFMS will protect personal information through the use of security information safeguards appropriate to the sensitivity of the information.  Personal information collected by Peel Family Mediation Services is stored in secure electronic databases and in hard-copy files.

Electronic information is protected through password-protected systems. Backup disks, data storage drives, devices, and hard-copy files are kept in secure cabinets. Access to personal information is limited to authorized PFMS personnel and contractors who require the information to perform their duties.

PFMS maintains administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, copying, use or modification.

When personal information is no longer required, it will be securely destroyed. Paper records are destroyed by shredding, and electronic records are deleted. If hardware is discarded, the hard drive will be physically destroyed.

Openness

PFMS will make information about our policies and procedures relating to the management of personal information available upon request.

Access

Upon request, PFMS will inform an individual of the existence, use and disclosure of his or her personal information and will give the individual access to that information.  An individual may challenge the accuracy and completeness of the information and may request to have it amended as appropriate.  If PFMS is unable to provide access, the individual will be informed in writing within 30 days, along with the reasons access cannot be granted.

Challenging Compliance

Concerns, complaints or inquiries about the PFMS Privacy Policy should be addressed to our Privacy Officer by email or in writing to:

Privacy Officer:   Mina Vaish

Organization Name:  Peel Family Mediation Services, Executive Director

Telephone: 905-452-7367

E-mail:  info@peelfamilymediation.org

PFMS will investigate all complaints concerning compliance with our Privacy Policy. 

The Privacy Officer will acknowledge receipt of the complaint, investigate the matter promptly, and provide a written response outlining the findings and any actions taken.  Our Privacy Officer may seek external advice where appropriate before providing a final response to individual complaints.