As a national non-profit organization registered in British Columbia (BC), Plan Institute’s data protection practices are governed by BC’s Personal Information Protection Act (PIPA), a law which sets rules for private organizations to collect, use, and share personal information.
Plan Institute is committed to responsibly collecting, using, and disclosing personal information in accordance with the principles established by PIPA. All Plan Institute employees, contractors and volunteers are required to read and sign a copy of our privacy policy. In signing, they agree to uphold the principles of data protection set out within it.
1. Collection and use of personal information
Under PIPA, personal information is defined as any information about an identifiable individual. Plan Institute collects and uses personal information for a range of purposes, including as part of direct support provided through our Disability Planning Helpline, our webinars and courses, newsletter, as well as our hiring and employment practices. Plan Institute only collects the personal information required for the purpose of our interaction with an individual.
Some of the types of information we may collect include:
|
Information type |
Examples |
Why we collect |
| Contact information | Name, address, telephone number, email address | Enables us to reach individuals interacting with our programs and services |
| Demographic information*
*Anonymized and optional wherever possible. |
Family status, age, birth date, disability, etc. | Enables us to assess the reach of our programs and services, as well as help in completing disability benefits related paperwork. |
| Sensitive health or other information | Diagnoses, symptoms, family doctor, etc. | This information is used to help in completing disability benefit related paperwork.
SIN numbers and other personal data are often provided to the helpline in error. We ensure they are handled appropriately and removed whenever possible. |
| Payment information | Credit card, PayPal, E-transfer, etc. | For the purchase of our publications and courses where applicable. |
2. Disclosure of personal information
Plan Institute does not share any personal information with third parties without expressed authorization, which means getting clear, unambiguous permission from someone to share their information. An individual may provide authorization in the following ways:
- verbally over the phone or in person,
- in writing (including electronically),
- or through an authorized legal representative (verbal or written).
This includes when we make a referral to a partner organization as part of support provided through our Helpline.
Exception: when we refer to our Access RDSP partners within BC, Disability Alliance British Columbia (DABC) and the British Columbia Aboriginal Network on Disability in Society (BCANDS) for specific support. These referrals are made directly because of pre-existing non-disclosure and privacy agreements with our partners.
3. Storage, retention and disposal of personal information
All personal information collected by Plan Institute is securely stored using methods including password protection and data encryption. Sensitive information is secured using multi-factor authentication. Only those requiring access to information in the course of their duties at Plan Institute are provided with credentials to access personal information.
Plan Institute retains all confidential and personal information only as long as necessary to fulfil its original purpose, and for not longer than seven years. This is in alignment with both PIPA, which requires information used to make a decision about an individual to be kept for at least one year after its use, and does not establish a maximum retention policy. It also reflects the policy of the Canada Revenue Agency (CRA).
Once personal information is no longer needed, it is securely disposed of through methods such as shredding physical documents and permanently deleting electronic files.
4. Accessing your personal information and making a complaint:
PIPA guarantees individuals the right to access and correct their personal information. Plan Institute employees, contractors and/or volunteers are trained to and will comply with these rights. Plan Institute will promptly address any requests from individuals regarding their personal information.
For inquiries, requests to access your personal information, withdraw your consent, or to file a complaint, please contact Plan Institute’s designated Privacy Officer, Executive Director Stephanie Debisschop at [email protected] or 604-439-9566 ext. 141.
