INFORMATION NOTICE STATEMENT

This notice describes how the Disability Screen Office collects, uses, discloses, and retains personal information. “Personal information” means information about an identifiable individual.

To do our work, the Disability Screen Office needs to collect and store personal and/or organizational information. We take protecting the personal and organizational information that we collect and store when we provide services very seriously.

We are committed to taking all reasonable steps to ensure that the information we collect is provided to us consensually, that it is kept safe, that it is shared only when requested or as part of agreements ensuring informed consent, and that our standard of data privacy, data protection and access to information are consistent with those of the relevant legislation in Ontario, Canada & the United States, and of the European General Data Protection Regulation (GDPR)—currently the global gold standard.

We share a person or an organization’s information only when requested or consented to by that individual or organization, or in limited exceptional circumstances if required to do so by the laws of Ontario, Canada, or the United States, or in an emergency if we need to protect a person’s safety and if not disclosing that information might lead to bodily harm or death.

This Privacy and Access to Information notice relates to our use of any personal or organizational information we collect when providing services; and

This information notice explains the following:

• What personal information the Disability Screen Office may collect;
• How the Disability Screen Office will use the personal information we collect;
• When the Disability Screen Office may use a person’s details to contact them—and the options available to our stakeholders regarding the information we collect and keep, and regarding our contacting them; and;
• Whether the Disability Screen Office will disclose a person’s personal or organizational details to anyone else;
• Our choices regarding the personal and organizational information they provide to us.

DEFINITIONS

Personal information: Information that identifies a person, their contact information and any other information about them as disclosed in order to either receive the Disability Screen Office’s services;

LEGISLATIVE COMPLIANCE & GUIDANCE

The Disability Screen Office maintains an office in Ontario, Canada, but engages with individuals globally.

The Disability Screen Office meets or exceeds the information collection, storage, data retention and sharing standards required under Ontario, Canada, the United States, and the European Union.

With respect to the collection, storage, sharing or retention of personal information, the following legislation either may mandate compliance or in other cases provide standards or guidance which the Disability Screen Office follows.

Legislation or Regulation

In Canada:

Ontario’s Freedom of Information and Protection of Privacy Act, 1990

The Personal Information Protection and Electronic Documents Act (PIPEDA)—scope: fund development

Federal Income Tax Act, Employment Insurance Act, and Canada Pension Plan & Ontario income tax, sales tax and employer health (payroll) tax statutes—scope: Canadian employee information

In the United States

The U.S. Privacy Act

The U.S. Freedom of Information Act

In Europe

The General Data Protection Regulation (GDPR)

In addition to legislative or regulatory authority, the DSO seeks to align its practices with those advocated by or adopted by:

the Office of the Privacy Commissioner of Canada

the Information and Privacy Commissioner of Ontario

INFORMED CONSENT

This Privacy, Access to Information notice (as regularly updated) is posted publicly, making it readily available to any person or individual before they become a service user.

By using our website, a person is indicating that they consent to our use of their personal information as described in this Information Notice (as regularly updated).

If and when a person becomes a service user, they are indicating that they consent to the use of their personal information as described in this notice, and may exercise choices as per this notice.

DATA COLLECTION & USE OF COLLECTED DATA

When a person accesses any of DSO’s services, they are ‘opting in’ to our collecting personal information about them.

This information can consist of data points as submitted by a person with our online services (e.g. on our websites), such as (but not limited to) their name, email address, address, location and sometimes organization.

The Disability Screen Office only collects sensitive data such as sexual orientation, gender identity, disabilities or other health data of individuals as necessary, in the context of managing our service to determine eligibility to receive support as a disabled creative.

The DSO might also use Google Analytics to collect data about a person’s device and about their visits to and use of this website (these are data about a browser, a general location as determined from an IP address and provided by a browser, the site from which a person comes, and the links followed when leaving the site).

The DSO might also use personal data for statistical and analytical purposes in order to administer the website, improve our services, or, on aggregated non-identifiable basis, provide reports to donors and funders, or for advocacy purposes. Any identifiable information in DSO materials will be done with express written consent.

CONSENT TO BE CONTACTED

The Disability Screen Office may contact a person:

in relation to any service request or ongoing service provision;

In relation to any correspondence we receive from a person;

for information purposes, where we believe a person has consented for us to do so. If a person receives anything from the DSO they have not requested, they may let us know. Generally, the Disability Screen Office will only use a person’s personal information within the organization. However, sometimes the Disability Screen Office uses third-party services to:

Process personal information (such as a person’s email address and subscription preferences);

To deliver any other services they have requested from us.

People who subscribe to receive information from the Disability Screen Office are implicitly ‘opting in’/ consenting to be contacted to receive that information, and may opt-out at any time.

DATA PROTECTION & LIMITED REASONS FOR DISCLOSING INFORMATION

The Disability Screen Office has implemented strict cyber-security measures to protect personal information that we collect.

The Disability Screen Office never shares personal information with third parties beyond:

Third parties performing services on our behalf; and/or

For legal obligations: When we need to comply with a legal or regulatory obligation; and/or

For ethical reasons, specifically: In an emergency, if we need to protect a person’s safety and if failure to disclose that information might lead to an individual’s bodily harm or death.

We do not sell, trade, rent or otherwise share for marketing purposes personal information with third parties without a person’s consent except as stated above.

DATA RETENTION & DELETION

The Disability Screen Office stores personal and organizational information for as long as we deem it necessary to provide services as per a person or an organization’s request, and to comply with local legislation. This is in relation to the personal data provided when contacting us and/or seeking support from us.

A person has the right to access the personal or organizational data that we store about them. They can contact us at any time by emailing our privacy officer at info@dso-orphe.ca to request their data be modified or deleted, and the Disability Screen Office will do so within a reasonable amount of time.

CHOICES REGARDING PERSONAL OR ORGANIZATIONAL INFORMATION COLLECTED BY THE DSO

Please contact info@dso-orphe.ca to:

Access, review, correct, update or have personal information deleted from our records—and we will comply if permitted by local legislation;

Access, review, correct, update or have organizational information deleted from our records;

Ask any questions or express concerns regarding our collection, use and sharing of personal or organizational information;

Request that we transfer a person’s personal information that we have collected to another organization or directly to the person.

Once a person’s identity is confirmed, we will deal with the request as soon as reasonably practicable.

People accessing this information notice on our website, and who wish to unsubscribe to receiving information/services from us may email info@dso-orphe.ca.

NOTIFICATION IN CASE OF DATA BREACH

The Disability Screen Office will notify individuals as soon as possible if their information may have been subject to a personal data breach. We will inform those individuals of the measures we have or will be implementing to mitigate the harm where such a personal data breach is likely to result in high risks to their security, rights and freedoms.

USE OF COOKIES ON WEBSITES

The Disability Screen Office website uses cookies. These cookies are essential to the effective operation of our website. Cookies make the interaction between a person and the website faster and easier.

Most notably we use Google Analytics, a web analytics service which uses ‘cookies’. This service sets its own cookies. Google uses this information for tracking how a person uses the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.

LIMITATIONS

As part of DSO’s services, our website may provide links to other websites or applications, and/or our employees or volunteers may provide information about other services. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain, nor are we responsible for the privacy practices of the organizations about which we provide information.

CHANGES TO THIS NOTICE

We may update this Privacy, Access to Information Notice from time to time to reflect changes in the law and/or our privacy practices.

For non-material changes or clarifications, there will be no notice other than an updating of the notice on our website, and these will take effect immediately.

For any significant changes to this notice, we will contact our stakeholders’ primary email address or place a prominent notice on our website. Significant changes will go into effect 30 days following such notification.

We will always update the date of the latest revision of our Privacy, Access to Information Notice at the top of the privacy webpage.

We encourage website users to check whether we have recently made any changes to our Privacy, Access to Information and Notice.

Our Privacy Officer can be reached at info@dso-orphe.ca.