Privacy Statement and Privacy Code
Womancare Midwives Privacy
This Midwifery Practice Group is bound by law
and professional ethics to safeguard your privacy
and the confidentiality of your personal information.
Collecting only the information that may
be necessary for your care;
Keeping accurate and up-to-date records;
Safeguarding the medical records in our
Sharing information with other health-care
providers and organizations on a "need-to-know" basis where required for your health care;
Disclosing information to third parties only
with your express consent, or as permitted
or required by law; and
Retaining/destroying records in accordance
with the law.
You will be asked to sign a consent form that
gives your consent for our collection, use, and
disclosure of your personal information for purposes
related to your care.
You have the right to see your records. You may
also obtain copies of your records - please see
our administrator, Ms. Wendy Rush.
Please speak to your midwife if you have any concerns
about the accuracy of your records.
in more detail, or have specific questions or
complaints about how your information is handled,
please speak to your midwife.
For additional information, you may obtain a copy
Womancare Midwives Privacy Code
Commitment to Privacy
Protecting your privacy and the confidentiality of your personal
information has always been an important aspect of the Womancare
Midwives operations. As a provider of midwifery services, the collection
and use of clients’ personal information is fundamental to our day-to-day
operations. In fact, it might even be said that any midwifery practice
group’s most important asset is its information.
We strive to provide you with the best midwifery service. To us,
that includes treating your personal information fairly and with
respect. Each employee and representative must abide by our commitment
to privacy in the handling of personal information. This practice
group is also concerned about the personal information of its employees
Applicability of This Privacy Code
Our Privacy Code informs you of our commitment to, and policy on,
privacy. It tells you the ways we ensure that your privacy and the
confidentiality of your personal information are protected. In this
Code, "we", "us" and "our" means the Womancare Midwives. "You" and
"your" means the individual who is a client or potential client
of this practice group. In other words, our Privacy Code applies
to protect the personal information, in our possession and control,
of all of our clients.
What is Personal Information?
Personal information is any piece of information, either factual
or subjective, about an identifiable individual. Personal information
does not include the name, title, business address, or telephone
number of an employee of an organization.
The 10 Principles of Privacy
Our Privacy Code consists of the following ten key principles:
We take our commitment to securing your privacy very seriously.
Each employee and representative of this practice group is responsible
for the personal information under her control. Our employees are
informed about the importance of privacy and receive information
periodically to update them about our Privacy Code and related policies.
In addition to establishing this Privacy Code, we have appointed a member of our practice group - Ms. Jane Erdman - as our
Privacy Officer. Ms. Erdman is responsible for analyzing all personal information handling practices in this practice group,
2. Identifying Purposes: Why We Collect Information
We ask you for information to establish a relationship and serve
you as your midwives. We obtain most of our information about you
directly from you, or as required, from your doctor. Whenever we
collect information about you, we will explain how we intend to
use it, either at that time or earlier. We will limit the information
we collect to what we need for those purposes, and we will use it
only for those purposes. We will obtain your consent if we wish
to use your information for any other purpose.
We seek and confirm your consent to use your personal information
at the time of collection or in advance. We will endeavour to employ
clear, understandable language when we obtain your consent. Consent
may be expressed in writing, and in some cases, you may provide
it verbally or electronically. Written consent includes completing
and signing a consent form. The choice to provide us with personal
information is always yours. Upon request, we will explain your
options of refusing.
4. Limiting Collection
Information is not collected by this practice group without a specific,
limited requirement. We collect information by fair and lawful means.
5. Limiting Use, Disclosure and Retention
The information we request from you is used for the purposes defined.
We will seek your consent before using the information for purposes
beyond the scope of your original consent.
Under no circumstances do we sell client lists or other personal
information to third parties. Our policy is to use personal information
only to forward communications necessary or appropriate to the fulfilment
of our obligations as your midwife, which may include related health
There are some unavoidable types of disclosure of your personal
information that may occur occasionally as part of this practice
group fulfilling its routine obligations and/or conducting its midwifery
practice in the ordinary course. This includes, for example, partners,
consultants and suppliers to the practice group (also known collectively
as "service providers"), assuming that they are abiding by our Privacy
Code and only to the extent necessary to allow them to provide business
services or support to this practice group, including technology,
banking, financial, auditing, accounting, legal and insurance services.
We will retain your information only for the time it is required
for the purposes we describe. Once your personal information is
no longer required, it will be destroyed or made anonymous. However,
due to our on-going exposure to potential claims and our need for
statistical data, most information collected and aggregated is kept
All decisions involving personal information should be based on
accurate and timely information. While we will do our best to base
our decisions on accurate information, we rely on our clients to
disclose all material information and to inform us of any relevant
While you are under our care, we will make reasonable efforts to
keep your information accurate and up-to-date, based upon satisfactory
evidence provided by you and to the extent updated information is
relevant to the purpose for which it was originally collected. We
encourage our clients to review and confirm the accuracy of information
provided. If you find any errors in this information, we urge you
to contact us as soon as possible - by phone, fax, mail, or e-mail,
and we will make the appropriate corrections immediately, upon receipt
of appropriate evidence.
7. Safeguards: Protecting Your Information
We will protect your information with appropriate safeguards and
security measures, such as our computer usage and security policies.
We audit our procedures and security measures regularly to ensure
that they are being properly administered and that they remain effective
and appropriate. This Practice Group maintains personal information
in a combination of paper and electronic files. Recent paper records
concerning individuals’ personal information are stored in files
kept onsite at our office. Older records containing individuals’
personal information may be stored at an offsite storage facility.
Access to personal information will be authorized only for our employees,
representatives and service providers who require access in the
performance of their duties, to any person granted access by the
individual through the consent process and to those otherwise authorized
When providing information to health care providers acting on your
behalf, we will require such organizations or individuals to abide
by our Privacy Code. We will give them only the information necessary
to perform the services for which they are engaged, and will require
that they not store, analyze or use that information for purposes
other than to carry out those services.
Our computer systems, are password-secured and constructed in such
a way that only authorized individuals can access secure systems
If you send us an e-mail message that includes personal information,
such as your name included in the "address", we will use that information
to respond to your inquiry. Please remember that e-mail is not necessarily
secure against interception. If your communication is very sensitive,
you should not send it electronically unless the e-mail is encrypted
or your browser indicates that the access is secure.
8. Openness: Keeping You Informed
Womancare Midwives has prepared this plain-language Privacy Code
to keep you informed. It is made available to the public, in paper
form, at the address set out below and via our web site at http://www.midwives.on.ca.
If you have any additional questions or concerns about privacy,
we invite you to contact us by phone, fax, mail, e-mail, or via
our web site, and we will address your concerns to the best of our
9. Providing Individual Access
We will give you access to the information we retain about you within
a reasonable time, with a written request, satisfactory identification
and proof of entitlement.
You also have the right to know:
how we collected your personal information;
how we are using it; and
to whom it may have been disclosed, except where such disclosure
was to a governmental body for routine purposes.
If you find any errors in this information, we urge you to contact
us as soon as possible - by phone, fax, mail, e-mail, or our web
site and we will make the appropriate corrections immediately, based
on the receipt of satisfactory evidence.
In some cases we may not provide access to personal information
within our possession or control. This may occur when:
providing access would be likely to reveal personal information
about a third party or could pose a threat to the security of
the third party, and the information cannot be segregated;
disclosure would reveal confidential commercial information
of this Practice Group;
it would be too costly, in our determination, to retrieve it;
the personal information is protected by privilege; or
the information has been collected during the investigation
of a legal matter or cannot be disclosed for other legal reasons, such as a non-disclosure
If we deny your individual request for access to your personal
information, we will advise you in writing of the reason for the
refusal and you may then challenge our decision.
10. Providing Recourse
Respecting and Responding to Your Privacy Concerns. We encourage
you to contact us with any questions or concerns you might have
about your privacy or our Privacy Code. We will investigate and
respond to your concerns about any aspect of our handling of your
In most cases, an issue is resolved simply by telling us about it
and discussing it. You can reach us at:
Ms. Jane Erdman
101 - 345 Westminster Ave.
London, ON N6C 4V3
Email: Please use our Contact
Web Address: http://www.midwives.on.ca
If, after contacting us, you feel that your concerns have not been
addressed satisfactorily, please contact our Privacy Officer at
the above contact information. Please be sure to include your name,
address, preferred method of communication, the nature of your complaint,
and relevant details, including your past communications with us.
If the issue is still not resolved satisfactorily, we will provide
information on other complaint procedures that may be available
Any changes to our Privacy Code and information handling practices
shall be acknowledged in this Privacy Code in a timely manner. We
may add, modify or remove portions of this Code when we feel it
is appropriate to do so. You may determine when this Code was last
updated by referring to the modification date found at the bottom
of the page.
Last modified on the 18th day of March, 2005