Tag: Best Practices And Professional Guidelines

Found 136 results


Privacy Diagnostic Tool (PDT) Workbook

The PDT is an instrument that uses a series of questions to give businesses a ‘read’ on how well they manage their customers’ personal information. The PDT uses internationally recognized fair information practices as its basis.

Date: Aug 01 2001   Type: Resource   Access: Both

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Clarifying Access Requests

Tip sheet for government organizations on handling information

Date: Sep 24 2003   Type: Resource   Access: Professional

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IPC Practices No. 1 – Drafting a Letter Refusing Access to a Record

Tip sheet for government organizations on handling information

Date: Nov 04 2005   Type: Resource   Access: Professional

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IPC Practices No. 5 – Third Party Information at the Request Stage

Tip sheet for government organizations on handling information.

Date: Sep 01 1998   Type: Resource   Access: Both

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IPC Practices No. 7 – The Collection and Use of the Social Insurance Number

Tip sheet for government organizations on handling personal information with regards to social insurance numbers.

Date: Sep 01 1998   Type: Resource   Access: Both

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IPC Practices No. 8 – Providing Notice of Collection

Tip sheet for government institutions on information management.

Date: Sep 24 2003   Type: Resource   Access: Professional

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IPC Practices No. 9 – Responding to Requests for Personal Information

Tip sheet for government organizations on handling information

Date: Sep 24 2003   Type: Resource   Access: Both

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IPC Practices No. 16 – Maintaining the Confidentiality of Requesters and Privacy Complainants

Tip sheet for government institutions on information management.

Date: Sep 01 1998   Type: Resource   Access: Both

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IPC Practices No. 22 – Routine Disclosure/Active Dissemination (RD/AD) of Government Information

Tip sheet for government organizations on information management.

Date: Sep 01 1998   Type: Resource   Access: Both

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IPC Practices No. 25 – You and Your Personal Information at the Ministry of Transportation

Tip sheet for government institutions on handling personal information. Revised July, 2009.

Date: Sep 01 1998   Type: Resource   Access: Both

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Best Practices for Online Privacy Protection

An educative tool designed to help companies identify and implement appropriate practices for protecting the privacy of their online customers.

Date: Jun 01 2001   Type: Resource   Access: Both

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Exercising Discretion under section 38(b) of the Municipal Freedom of Information and Protection of Privacy Act

Provides institutions with an outline of what constitutes a valid exercise of discretion in the application of section 38(b), and some practical tips on how to properly exercise discretion when dealing with a specific category of records.

Date: Jan 01 2002   Type: Resource   Access: Professional

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Guidelines for Protecting the Privacy and Confidentiality of Personal Information When Working Outside the Office

Provides best practices and tips to assist government organizations in developing policies that address the privacy obligations of employees who are working in locations outside the traditional office setting.

Date: Jul 01 2001   Type: Resource   Access: Both

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Providing records to the IPC during an appeal

Date: Apr 06 2006   Type: Resource   Access: Professional

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Practice Direction #7 – Sharing of representations

Revised March 2014

Date: Apr 06 2006   Type: Resource   Access: Professional

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Practice Direction #11 – Appeal Form

Date: Apr 06 2006   Type: Resource   Access: Professional

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Privacy Guidelines for Municipalities Regulating Businesses Dealing in Second-hand Goods

Commissioner Ann Cavoukian prepared these Guidelines to provide Ontario municipalities with a framework to meet the privacy requirements under MFIPPA.

Date: Sep 14 2007   Type: Resource   Access: Professional

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Circle of Care: Sharing Personal Health Information for Health-Care Purposes

This document was thoroughly reviewed and updated in August, 2015, introducing clear and easy to understand gender-neutral language. Updated: August 2015

Date: Aug 16 2015   Type: Resource   Access: Both

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Dispelling the Myths Under the Personal Health Information Protection Act

There are many myths surrounding how information may be collected, used and disclosed under the Personal Health Information Protection Act. Working with our partners in the health care community, we have created this one-page document to dispel some of the more common myths.

Date: Sep 28 2012   Type: Resource   Access: Both

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Open Contracting: Proactive Disclosure of Procurement Records

Proactive disclosure of procurement records strengthens clarity and accountability around government spending. It can also provide tangible benefits to institutions by reducing the number of procurement-related freedom of information requests, appeals and associated costs. This resource details t...

Date: Sep 21 2015   Type: Resource   Access: Both

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Best Practices for Protecting Individual Privacy in Conducting Survey Research

  As governments and public sector organizations strive to become more efficient, accountable and customer focused, they frequently seek input from the public about their programs and services. One of the most cost-effective ways to accomplish this is through surveys. While surveys can be an...

Date: Apr 07 2015   Type: Resource   Access: Both

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Guidelines for the Use of Video Surveillance

Many institutions turn to video surveillance to help them fulfil their obligations to protect the safety of individuals and the security of their equipment and property. Video footage captured by cameras is regularly used to assist in the investigation of wrongdoing. However, the use of these sur...

Date: Oct 06 2015   Type: Resource   Access: Both

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FIPPA and MFIPPA: Bill 8 — The Recordkeeping Amendments

Bill 8, the Public Sector and MPP Accountability and Transparency Act, 2014, will come into effect on January 1, 2016. This Bill amends the Freedom of Information and Protection of Privacy Act (FIPPA) and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) to include requi...

Date: Dec 22 2015   Type: Resource   Access: Both

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Yes, You Can. Dispelling the Myths About Sharing Information with Children’s Aid Societies

Common misunderstandings about privacy are frequently cited as reasons for not sharing information with a children’s aid society (CAS) about a child who may be at risk. In fact, Ontario law permits professionals working with children to share this information. To help professionals understand t...

Date: Jan 20 2016   Type: Resource   Access: Both

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Mediation checklist

Date: Jan 19 2007   Type: Resource   Access: Both

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Mediation Tips for Institutions

Date: Jan 19 2007   Type: Resource   Access: Both

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Mediation Best Practices for Institutions

Date: Jan 19 2007   Type: Resource   Access: Both

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Drafting a Letter Responding to a Request for Information

Date: Nov 04 2005   Type: Resource   Access: Both

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Providing Records to the IPC during an Appeal

Date: Oct 01 2004   Type: Resource   Access: Both

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De-identification Guidelines for Structured Data

This document highlights the key issues to consider when de-identifying personal information in the form of structured data and it provides a step-by-step process that institutions can follow when removing personal information from data sets.

Date: Jun 08 2016   Type: Resource   Access: Both

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Instant Messaging and Personal Email Accounts: Meeting Your Access and Privacy Obligations
Topic: Access | Privacy
Type: Papers

This document was developed to help Ontario’s public institutions manage the use of instant messaging and personal email accounts when doing business. All public servants should be aware records relating to an institution’s business that are created, sent or received through instant messaging...

Date: Jun 07 2016   Type: Resource   Access: Both

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The Municipal Freedom of Information and Protection of Privacy Act and Councillors’ records

Our office is sometimes required to decide access to information appeals relating to requests for records held by municipal councillors. Unfortunately, the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) does not expressly refer to records of municipal councillors. This fa...

Date: Apr 22 2016   Type: Resource   Access: Both

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Processing Voluminous Requests A Best Practice for Institutions

A joint project of the Office of the Information and Privacy Commissioner/Ontario and the Information and Privacy Unit, Ministry of Natural Resources, this publication provides a selection of strategies when dealing with voluminous requests. September 2002.

Date: Sep 01 2002   Type: Resource   Access: Professional

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Safeguarding Privacy on Mobile Devices

A brochure outlining suggested best practices for securing mobile devices (PDAs, laptops, etc.) and protecting the information carried out of the workplace on them. Steps are organized into sections: Before you Walk out of the Workplace, While you are Out and When You have Completed Your Work. In...

Date: Jun 14 2007   Type: Resource   Access: Professional

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Thinking About Clouds? Privacy, security and compliance considerations for Ontario public sector institutions

The IPC has prepared this new guidance document, Thinking About Clouds? Privacy, security and compliance considerations for Ontario public sector institutions, to help institutions evaluate whether cloud computing services are suitable for their information management needs. In particular, it see...

Date: Feb 20 2016   Type: Resource   Access: Both

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Technology Fact Sheet – Protecting Against Ransomware

This Fact Sheet from the IPC discusses how ransomware has become an increasingly dangerous threat to the security of electronic records and provides guidance on how public institutions and healthcare organizations can protect themselves against it.

Date: Jul 15 2016   Type: Resource   Access: Both

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Practice Direction #10 – Appeal fees

Practice Direction #10 – Appeal fees

Date: Apr 06 2006   Type: Resource   Access: Both

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Practice Direction #1 – Providing records to the IPC during an appeal

Practice Direction #1 – Providing records to the IPC during an appeal

Date: Apr 06 2006   Type: Resource   Access: Both

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IPC Practices No. 15 – Clarifying Access Requests

Tip sheet for government organizations on handling information

Date: Sep 24 2003   Type: Resource   Access: Both

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IPC Practices No. 26: Safe and Secure Disposal Procedures for Municipal Institutions

Tip sheet for government insitutions on handling information.

Date: Aug 13 2003   Type: Resource   Access: Both

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Manual For The Review and Approval Of Prescribed Persons And Prescribed Entities
Topic: Health

The purpose of the Manual For The Review and Approval of Prescribed Persons and Prescribed Entities is to outline the new process that will be followed by the Information and Privacy Commissioner of Ontario, commencing on January 31, 2010, in reviewing the practices and procedures implemented by ...

Date: Apr 21 2010   Type: Resource   Access: Both

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Open Government: Key Implementation Considerations
Type: Papers

This guidance document provides institutions with an overview of important factors to consider when implementing Open Government including the need for institutional leadership, commitment, governance and resources to support culture change and sustain the program over time, learning from others...

Date: Sep 06 2016   Type: Resource   Access: Both

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Open Government: Key Concepts and Benefits

This guidance paper is intended as a starting point for institutions considering Open Government and highlights two critical goals: enhancing access to government-held information and public participation.  It includes a discussion about making government-held information open by default and at...

Date: Sep 05 2016   Type: Resource   Access: Both

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Fact Sheet: Communicating Personal Health Information by Email

This fact sheet describes the risks of using email and custodians’ obligations under the Personal Health Information Protection Act. It outlines some of the technical, physical and administrative safeguards needed to protect personal health information when communicating by email and the polic...

Date: Sep 15 2016   Type: Resource   Access: Both

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Guidance on the Use of Automated Licence Plate Recognition Systems by Police Services

This guidance document outlines the key obligations of police under privacy legislation in their use of ALPR systems and provides guidance, including best practices, on using these systems in a privacy-protective manner.  It addresses the use of ALPR systems for public safety purposes, in parti...

Date: Jul 04 2017   Type: Resource   Access: Both

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You are Affected by a Freedom of Information Request: What You Should Know

This fact sheet seeks to answer some of the common questions you may have about the freedom of information process. This document is part of a series designed to keep the public and professionals up to date with the IPC’s interpretations of access and privacy laws.

Date: Sep 26 2016   Type: Resource   Access: Both

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Your Business is Affected by a Freedom of Information Request: What You Should Know

This fact sheet outlines what to expect when an institution contacts you about an access request, your options for appeal, and other frequently asked questions. This document is part of a series designed to keep the public and professionals up to date with the IPC’s interpretations of access an...

Date: Oct 04 2016   Type: Resource   Access: Both

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Fact Sheet: What is Personal Information?

This fact sheet explains the meaning of the term “personal information,” and answers frequently asked questions.

Date: Oct 20 2016   Type: Resource   Access: Both

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Improving Access and Privacy with Records and Information Management

This guidance is designed to help institutions implement better record and information management practices and enhance the public’s ability to access information.

Date: Nov 03 2016   Type: Resource   Access: Both

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Fact Sheet: Video Surveillance

This fact sheet highlights the important factors an institution must consider before implementing a video surveillance system.

Date: Nov 09 2016   Type: Resource   Access: Both

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IPC Practices No. 14 – The Indirect Collection of Personal Information

Tip sheet for government organizations on handling information.

Date: Sep 24 2003   Type: Resource   Access: Both

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Indirect Collection Guidelines – Provincial

Provincial Guidelines on Applications to the Office of the Information and Privacy Commissioner/Ontario for Authorization of Indirect Collection by Institutions Covered Under the Freedom of Information and Protection of Privacy Act.

Date: Apr 02 1993   Type: Resource   Access: Both

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Indirect Collection Guidelines – Municipal

Municipal Guidelines on Applications to the Office of the Information and Privacy Commissioner/Ontario for Authorization of Indirect Collection by Institutions Covered Under the Municipal Freedom of Information and Protection of Privacy Act.

Date: Apr 02 1993   Type: Resource   Access: Both

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Indirect Collection Guidelines Appendix A

Date: Apr 02 1993   Type: Resource   Access: Both

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Indirect Collection Guideline Appendix B

Date: Apr 02 1993   Type: Resource   Access: Both

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Guidelines on Facsimile Transmission Security

Date: Jan 22 2003   Type: Resource   Access: Both

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Planning for Success PIA Worksheets

Date: May 19 2015   Type: Resource   Access: Both

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FIPPA Workbook and Completion Guide

This workbook and guide is designed to provide step-by-step instructions for the completion of the Information and Privacy Commissioner’s (IPC) Year-End Statistical Report as required by the Freedom of Information and Protection of Privacy Act (FIPPA).

Date: Nov 24 2015   Type: Resource   Access: Both

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MFIPPA Workbook and Completion Guide

This workbook and guide is designed to provide step-by-step instructions for the completion of the Information and Privacy Commissioner’s (IPC) Year-End Statistical Report as required by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Date: Nov 24 2015   Type: Resource   Access: Both

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PHIPA Workbook and Completion Guide

Use this Workbook and Guide as a “how to” tool to complete the statistical report for the Information and Privacy Commissioner/Ontario about requests made under the Personal Health Information Protection Act, 2004 (PHIPA).

Date: Nov 24 2015   Type: Resource   Access: Both

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Big Data and Your Privacy Rights
Topic: Privacy
Type: Fact Sheets

The emergence of big data as a tool to manage and analyze large and complex data sets offers great promise and opportunity, but also raises serious privacy challenges and considerations, especially to personal privacy. Public and health sector institutions increasingly use big data tools to impro...

Date: Jan 25 2017   Type: Resource   Access: Both

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Code of Procedure for Matters under the Personal Health Information Protection Act, 2004

PHIPA Code of Procedure

Date: Feb 28 2017   Type: Resource   Access: Both

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Open Government and Protecting Privacy

The IPC strongly supports Open Government initiatives and encourages Ontario institutions to be more open and transparent, and to enhance their engagement with the public. This document offers guidance for institutions on how to move towards increased government transparency without negatively af...

Date: Mar 15 2017   Type: Resource   Access: Both

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Fact Sheet: Reasonable Search

This fact sheet answers some frequently asked questions about reasonable searches for records.

Date: Apr 11 2017   Type: Resource   Access: Both

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Big Data Guidelines

Date: May 17 2017   Type: Resource   Access: Both

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Frivolous and Vexatious Requests

Date: Aug 22 2017   Type: Resource   Access: Both

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Disposing of Your Electronic Media

This fact sheet provides guidance on how Ontario public institutions and health information custodians can securely destroy personal information when disposing of electronic media.

Date: Mar 06 2018   Type: Resource   Access: Both

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Smart Cities and Your Privacy Rights

Date: Apr 27 2018   Type: Resource   Access: Both

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Fees, Fee Estimates and Fee Waivers

Date: Jun 11 2018   Type: Resource   Access: Both

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Privacy Fact Sheet: General Data Protection Regulation

Date: Jul 11 2018   Type: Resource   Access: Both

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Access Fact Sheet: Third Party Information Exemption

Date: Sep 26 2018   Type: Resource   Access: Both

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Responding to a Health Privacy Breach: Guidelines for the Health Sector

This publication replaces the guidance document, What to do When Faced With a Privacy Breach: Guidelines for the Health Sector. This new, updated guide highlights the importance of having a detailed privacy breach protocol and explains the steps to take in responding to a breach under Ontario’s...

Date: Oct 04 2018   Type: Resource   Access: Both

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Disclosure of Personal Information to Law Enforcement

Date: Nov 22 2018   Type: Resource   Access: Both

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A Guide to Privacy and Access in Ontario Schools

Date: Jan 10 2019   Type: Resource   Access: Both

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Your Child’s Privacy in School (Fact Sheet)

Date: Jan 10 2019   Type: Resource   Access: Both

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Protecting Your Students’ Privacy Online (Fact Sheet)

Date: Jan 10 2019   Type: Resource   Access: Both

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Privacy in the School (Fact Sheet)

Date: Jan 10 2019   Type: Resource   Access: Both

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Succession Planning to Help Prevent Abandoned Records
Topic: Health
Type: Fact Sheets

Date: Apr 15 2019   Type: Resource   Access: Both

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Protect Against Phishing

Date: Jul 04 2019   Type: Resource   Access: Both

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Police record checks
Topic: Access
Type: Fact Sheets

Date: Aug 12 2019   Type: Resource   Access: Both

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Reporting a Privacy Breach to the Information and Privacy Commissioner: Guidelines for Service Providers

Guidelines for service providers under Part X of the Child, Youth and Family Services Act

Date: Oct 17 2019   Type: Resource   Access: Both

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Guidelines for Submitting Annual Statistics to the IPC

Guidelines for service providers under Part X of the Child, Youth and Family Services Act

Date: Oct 17 2019   Type: Resource   Access: Both

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Privacy Complaint Report MC17-32

Privacy Complaint MC17-32 Halton Regional Police Services Board Issued October 25, 2019  

Date: Nov 22 2019   Type: Resource   Access: Both

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PHIPA Breaches Workbook and Completion Guide
Topic: Health

Date: Dec 23 2019   Type: Resource   Access: Both

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The Labour Relations and Employment Exclusion

Date: Jun 26 2020   Type: Resource   Access: Both

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Working from home during the COVID-19 pandemic
Topic: Privacy
Type: Fact Sheets

Date: Jul 23 2020   Type: Resource   Access: Both

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It’s About You: Your File and Your Rights Under Ontario’s Child and Family Services Law (printable brochure)
Type: Brochures

Print double-sided (flip on short edge) on legal size paper, fold on dotted lines

Date: Oct 15 2020   Type: Resource   Access: Both

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