Client Privacy and Confidentiality Statement
Client & Donor Privacy Policy
Purpose
Haven Pregnancy Support Clinic ("Haven") is committed to protecting the privacy, confidentiality, and security of personal and personal health information entrusted to us. This policy explains how we collect, use, disclose, store, and protect information relating to our clients, donors, volunteers, and other individuals who interact with our organization.
What Is Personal Information?
Personal information means information about an identifiable individual. This may include, but is not limited to:
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Name
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Address
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Telephone number
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Email address
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Date of birth
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Marital or family status
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Financial information
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Donation history
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Identification numbers
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Emergency contact information
What Is Personal Health Information?
Personal health information is information relating to an individual's physical or mental health, health history, health care provided, or eligibility for health services.
Examples may include:
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Pregnancy history
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Medical history
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Health concerns
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Information discussed during nursing appointments
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Assessment information
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Referrals and follow-up information
What Information Do We Collect?
Haven collects only the information reasonably necessary to provide services, fulfill legal obligations, maintain donor records, and operate our programs.
Depending on your relationship with Haven, we may collect:
Client Information
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Contact information
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Demographic information
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Personal health information
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Information relevant to services requested
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Appointment records
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Referral information
Donor Information
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Contact information
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Donation history
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Payment information required to process donations
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Information required for tax receipting
Volunteer Information
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Contact information
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Emergency contact information
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Information relevant to volunteer placement
How We Use Information
We use personal and personal health information to:
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Provide services and support
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Maintain client records
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Coordinate care and referrals
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Communicate with clients
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Issue charitable tax receipts
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Communicate with donors and supporters
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Meet legal, regulatory, and accounting requirements
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Evaluate and improve programs and services
We collect only the minimum amount of information reasonably necessary for these purposes.
How Information May Be Shared
Personal and personal health information may be shared within an individual's circle of care when necessary to provide services.
We do not sell, rent, or trade personal information.
Information may be disclosed:
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With the individual's consent
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To service providers acting on Haven's behalf
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When required by law
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To protect the safety of an individual or others where permitted or required by law
Service Providers and Cross-Border Storage
Haven uses secure third-party service providers to store and process certain information.
Some of these service providers store information in the United States. As a result, information may be subject to U.S. laws and may be accessible to U.S. government authorities under lawful request.
Haven requires service providers to implement safeguards appropriate to the sensitivity of the information and to use information only for the services they provide on our behalf.
Safeguarding Information
Haven protects personal and personal health information through administrative, technical, and physical safeguards appropriate to the sensitivity of the information.
These safeguards include:
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Secure encrypted electronic systems
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Password-protected access
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Restricted access based on role
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Staff and volunteer confidentiality requirements
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Secure storage of records
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Secure destruction of records when no longer required
Retention and Destruction
Records are retained in accordance with applicable legal requirements, professional standards, and organizational policies.
When records are no longer required, they are securely destroyed through methods appropriate to the type of record, including shredding paper records and securely deleting electronic records.
Accuracy of Information
Haven makes reasonable efforts to ensure that information is accurate, complete, and current.
Individuals are encouraged to notify Haven of any changes to their information. Requests to correct information may be made to Haven's Privacy Officer or Executive Director.
Access to Information
Subject to legal limitations, individuals may request access to their personal information and may request corrections to inaccurate information.
Requests should be submitted to Haven's Privacy Officer or Executive Director.
Questions, Concerns, or Complaints
If you have questions about this policy or concerns about how your information has been handled, please contact:
Executive Director
Haven Pregnancy Support Clinic
Phone: 250-380-6883
Email: director@havenpsc.ca
Privacy Officer (Nurse Manager)
Email: nursemanager@havenpsc.ca
If concerns cannot be resolved directly with Haven, you may contact the Office of the Information and Privacy
Commissioner for British Columbia (OIPC BC).
Website: https://www.oipc.bc.ca
Phone: 250-387-5629
Toll-Free: 1-800-663-7867
Policy Updates
This policy may be updated periodically to reflect changes in legislation, professional standards, technology, or organizational practices. The most current version will be made available upon request and posted on Haven's website.ods depending on the cloud-based encrypted platforms used in accordance with the record retention and destruction policy and requirements. The Privacy Officer designated by Haven will record the security measures employed on a Certificate of Media Sanitation form.
Questions and complaints
You are welcome to contact us if you have any questions or concerns about how we collect, store, use, or disclose your personal information. You may also contact us if you would like to access or correct any personal information we have about you.
For questions or concerns relating to your health information, you may speak with our Privacy Officer, Nurse Manager, at
or 250-380-6883.
For any concerns about the privacy and confidentiality policies or procedures of the organization,
contact our Executive Director of Haven at
For more general information and concerns related to your privacy, you may contact the Office of the information and Privacy Commissioner of BC by visiting
https://oipc.bc.ca/about/contact-us/?utm_source=chatgpt.com
or calling 250-387-5629.