Olive Branch Consulting believes that to be accountable, our organization must do what is reasonably expected by our community. We put this value into action by being committed to upholding PIPA’s (Personal Information Protection Act) Ten Principles for the Protection of Privacy, which are:
- To be accountable
- Identify the purpose(s)
- Obtain consent
- Limit collection
- Limit use, disclosure and retention
- Be accurate
- Use appropriate safeguards
- Be open
- Give individuals access
- Provide recourse
The Privacy Officer for Olive Branch Consulting is Leanne Harder.
Leanne@olivebranchconsulting.com or at 604.764.6433
Purpose of Information Collection
Olive Branch Consulting (OBC) only collects personal information for purposes that a reasonable person would consider appropriate in the circumstances. We seek to limit the amount and type of personal information collected, as to what is necessary to fulfill the identified purposes.
Olive Branch Consulting collects information for one or more of the following purposes:
- To provide evaluation, mediation, training, consulting and/or coaching services to individuals and organizations, with the consent of individuals and organizational representatives;
- From employees, contractors, and volunteers in order to properly manage the employment or contractual relationship;
- To conduct evaluation or research activities regarding OBC services.
Types of Information Collected
The information collected from employees, contractors, and volunteers is:
- Name, home address, home phone number, email address;
- Emergency contact information;
- Social Insurance Number and/or GST/HST number;
- Performance appraisal information;
- Resume information for the application and hiring process including educational qualifications, employment history and references.
For mediation services, the information collected from mediation participants or organizational representatives is:
- Name of participants, home and/or business address, home and/or work phone numbers, email address, fax number;
- Names and birthdates of children, if related to the issues being mediated;
- Information related to the dispute.
When Disclosure may be necessary:
Olive Branch Consulting may disclose an individual’s personal information to others in connection with the purpose(s) for which it was collected either as consented to by the individual or as required or permitted by law.
Personal information about employees, volunteers, and/or clients may be disclosed to third parties for purposes related to the employment relationship, including to:
- Government departments, bodies and agencies such as Canada Customs and Revenue Agency, Workers Compensation Board;
- Financial institutions for payroll related purposes;
- Advisors to the OBC including accountants, lawyers and consultants.
Assurance of Privacy and Confidentiality
Olive Branch Consulting treats all personal information collected as private and confidential unless:
- Individuals provide written and/or verbal consent for release; or,
- We are legally required to report information (e.g. harm to self or others, safety, or court order).
Olive Branch Consulting will, before or at the time when personal information is collected, obtain consent of the individual for the collection, use or disclosure of personal information except when the PIPA provides for exemptions, grants permission or creates a requirement for collection, use or disclosure.
Prior to the start of mediation or coaching services, participants are asked to provide written consent regarding their participation and how the collected information will be used, through the Olive Branch Agreement to Mediation or Coaching Services.
Requirements for consent for collection, use or disclosure of personal information vary depending on the circumstances and on the type of information. According to the PIPA, consent may be expressed, implied (including the use of “opt-out” consent) or “deemed” consent. In determining whether consent is required and, if so, what form of consent is appropriate, Olive Branch Consulting will take into account both the sensitivity of the personal information and the purposes for which Olive Branch Consulting will use the information.
Upon notice of withdrawal of consent, Olive Branch Consulting will notify the individual of the likely consequences of withdrawing his or her consent and, except when otherwise required or permitted by law, Olive Branch Consulting will stop collecting, using or disclosing the personal information as requested.
Correction of a Record
If a client disagrees with the accuracy or completeness of information in a record and wishes the record amended, Olive Branch Consulting shall comply with the requirements of any applicable privacy and other legislation with respect to the correction of the record. In the absence of any applicable legislation, if a client disagrees with the accuracy or completeness of a record and wishes the record amended, Olive Branch Consulting may incorporate into the record a signed statement by the client specifying the disagreement and the client’s correction. Olive Branch Consulting shall not obliterate any incorrect information in the record.[i]
Storage and Destruction of Information
For consulting services, such as evaluation or group training, personal information regarding participants is only collected by OBC with participants’ permission and is only stored for as long as is required for the contract to be completed. Upon completion of the contract, the personal information is either returned to the organization or shredded confidentially, subject to the instructions of the contracting organization. Information regarding the training or evaluation services provided, that does not contain personal information, shall be kept by OBC for seven years or longer.
Any personal information kept by OBC is stored securely and destroyed in no less than seven years after the last date of service that was provided by OBC.
Each individual served by OBC may request access to records about himself/herself. Information will be provided within 30 business days, unless:
- Disclosure would harm someone else;
- Disclosure would harm an investigation or legal proceeding;
- Access would disclose someone else’s personal information; and/or
- Access would disclose confidential business information.
Depending on the amount of information requested, there may be a fee to cover the costs of photocopying.
Each employee, contractor, or volunteer shall have the right to access of their own personal information with no fee.
If you are not satisfied with the information disclosed by OBC, you may contact the Office of the Information & Privacy Commissioner at www.oipc.bc.ca.
[i] (2009) Code of Ethics and Standards of Practice, BC College of Social Workers