Privacy at Southwestern Public Health (SWPH) means that what you tell us, what we write down about you, what we learn from test results and the treatment we give you, are all kept private. You have a legal right to this privacy, and there are laws that guide how we collect and record information about you and your health, how we store and get rid of it, and when and how we use it and if we can share it. It is our duty to ensure information is kept private as much as possible.
The information we are required to keep private includes identifiable information about you like your name, phone number, home address, email address, date of birth, details of financial transactions, etc. It also includes medical histories, test and laboratory results, insurance information, and other data that a healthcare professional collects to identify you and to provide a service.
Key Points
- We tell you why we are collecting your information and will ask your permission first, unless it is obvious. For example, we will not ask for consent to get your name if you call to book an appointment.
- We work hard to keep your information up to date, collect only what is needed to provide a service, and make sure your record is securely stored.
- We do not share, use, store or disclose your information unless we have your consent, or the consent of a person acting for you – unless we are required by the law. If this happens, we will try to contact you first.
- You have the right to access your own information, approve or turn down others who want access to your information, ask questions, or challenge what we do with your information.
- You have the right to ask us NOT to collect, use or share your health information. This is called a Lockbox Request.
Questions or concerns? Contact our Privacy Officer at privacy@swpublichealth.ca.
Make a Privacy Complaint
You should complete a privacy complaint form when you think SWPH hasn’t managed your personal and/or personal health information properly. The form provides more details about what might be considered privacy issues. Your complaint will be followed up by our Privacy Officer. If you are not satisfied with our response, you can get in touch with the Information and Privacy Commissioner of Ontario whose contact information is listed on the form.
Download and submit a Privacy Complaint Form.
Make a Records Request
If you would like to get a copy of your personal health records from Southwestern Public Health, please complete a Records Request Form. Please note: paper requests are no longer accepted.
Please note: There is a $5.00 application fee that must be submitted before requests can be processed. Other fees may apply depending on the nature and complexity of your request. Institutions have 30 calendar days to process Freedom of Information (FOI) and Release of Information (ROI) requests except under specific circumstances. You will be notified if a time extension is required.
Immunization records that have been reported to public health are available online:
- View immunization record if you live in Elgin County
- View immunization record if you live in Oxford County
If you can’t find your immunization record online, contact the office where you received any needles and ask for a record of what they gave you. If you have provided your local health unit with a record in the past and aren’t able to find it online, contact us for a copy.
Policy Details
When we collect your information as part of delivering public health services, we will follow the expectations set out for us in the Municipal Freedom of Information and Protection of Privacy Act, 1990 and the Personal Health Information Protection Act.
We collect information under these Acts for the purpose of providing programs and services in agreement with the Health Protection and Promotion Act and the Ontario Public Health Standards.
Accountability: We will make sure that all our staff, or other organizations who work with us, follow our privacy and confidentiality policy.
If you have questions about the collection and use of your information you can contact the Privacy Officer, Southwestern Public Health, at 1-800-922-0096
Identifying Purpose: We will clearly tell you why we are collecting your information, before we collect it, and we will get your permission first.
Consent: You may choose to stop us from collecting and sharing your information. If you refuse, it may affect our ability to help you. Staff will tell you the potential consequences of not sharing your information with us or other health care providers.
Limiting Collection: Your information is collected according to the law and its collection, use and storage is limited to what we told you we were using it for. Sometimes, information that is collected to provide programs and services is used for research and/or reported to the province. If this happens, we will let you know by telling you in person or in writing. When information is used for research or statistics, it is anonymous – your name is not included.
Use and Disclosure: Your information will not be shared, used, stored or disclosed for purposes other than what we told you it would be used for, except with your permission (or the permission of your authorized representative), when special circumstances apply or as required by law.
With approval of the Privacy Officer, staff may also share information in compassionate circumstances, to allow contact with the next of kin or a friend of an individual who is injured, ill or deceased.
Retention: Your information will be kept only for the time period required by law.
Accuracy: Your information will be accurate, complete and up to date.
You are responsible for telling us if your information such as name, address or contact information has changed so that we can update our files.
You may question us if you don’t think we’ve got your information right. You can also ask us to correct it. However, some information may require supporting evidence and the Privacy Officer may decide to add your statement to the file rather than change your record.
Safeguards: Your information will be protected from unauthorized access by safeguards that are appropriate for the sensitivity of the information collected. You should tell us immediately when you believe your information has not been handled properly.
Openness: We will answer any of your questions about our use of your information.
Individual Access: You can ask to see your own information. Parents or legal guardians may access information about their child when the child is under 16 years old.
Challenging Compliance: If you feel your privacy has not been protected you can talk to the Privacy Officer. If you are still unsatisfied, you may contact the Information and Privacy Commissioner of Ontario. The process for making an appeal to the Privacy Commissioner is described on the Commissioner’s website.
Research: We may permit valid research using Health Unit records. Any research that is conducted by an outside agency must be approved by a research ethics board. The researchers must also follow this policy.